Case History: Mid-Size Law Firm

The firm is comprised of 20 attorneys and support staff, specializing in corporate law, family law and estate planning. Serving both small business (B2B) and individual (B2C) clients, the practice thrives or dies based on its ability to build and maintain a stellar reputation based on confidentiality, efficiency and trust. Operating in a highly saturated market, consistent, rapid response times are critical.

Challenges

• On-premise servers: File access was slow. Collaboration was difficult, at best. And hardware service was expensive.
• Fragmented IT and security tools: Prior to working with Projex IMC, this firm was dependent on eight different systems for antivirus, backup, patch management and ticketing services. Gaps in this approach left the firm vulnerable to ransomware and added complexity.
• Disjointed communications: The legacy phone system used by the law firm was not integrated with CRM or e-mail. Missed calls and delays in customer response led to client frustration.
• Static website: The firm’s website was functioning as an electronic brochure only. Intake, inquiry and lead generation capabilities were limited to a simple contact form.
• Costs: Vendor sprawl and high server management/maintenance costs were eating into profits.

Projex IMC Solution

Projex IMC updated the firm’s tech stack using a step-by-step, four stage process:

1. IT and CyberSecurity – Replaced eight separate tools with ProjexONE™ endpoint and user security. IT Glue documentation, AutoTask ticketing, automated patching and ransomware-proof backups now protect production uptime and and IP, resulting in a simpler tech stack, lower IT costs, and a stronger security posture.
2. MS365 Managed Services – Migrated the firm’s on-premise servers to Microsoft SharePoint, OneDrive and Teams for seamless collaboration and file sharing across attorneys and offices. Remote (e.g. client site) access was improved, while IT costs were reduced.
3. Cloud-Based Phone System – A cloud-based phone system was installed and integrated with calls now synching to Outlook and CRM. Voicemail to e-mail helped to ensure quicker response times, and mobile access keeps attorneys connected wherever they are.
4. Smart website – Added an AI chatbot to handle client inquiries online, schedule consultations (Outlook/Teams) and securely route documents to SharePoint.

Results Six Months After Implementation

• 40% IT cost reduction: Consolidation of tools and removal of on-premise servers reduced monthly IT overhead and increased billable hours per attorney by improving file access, collaboration and communication efficiency.
• 90% faster client response: Cloud-based phone integration and the AI chatbot on the firm’s website both helped ensure inquiries were handled in minutes instead of hours.
• Zero downtime: Automated backups and AI-powered threat monitoring kept systems secure and available.
  Compliance confidence: Streamlined reporting and documentation made audits easier and faster.