A friend who owns a small law firm recently shared how overwhelming it is to keep up with the ever-evolving landscape of legal technology. He’s not alone—we hear this regularly from clients who, after delegating tasks to us, finally have the bandwidth to take a strategic look at their tech stack. Striking the right balance between a powerful yet streamlined set of tools can be as daunting as staying abreast of political news.
At Woven Legal, we’ve spent years helping attorneys optimize their operations, leveraging technology to enhance productivity and efficiency. Our Virtual Paralegal Services and Productivity Center help law firms cut down on unnecessary costs, eliminate inefficiencies, and maximize their technology investments. Today, we’re sharing key insights from our experience, strategies we use in our own business, and best practices we see our clients implementing to make the most of their legal tech.
1. AI and the Audit Process
We regularly help law firms eliminate redundant tech tools and maximize their operational efficiency. One of the simplest yet most effective ways to start is by conducting a Tech Stack Audit with AI.
We use ChatGPT to help determine what to keep and what to cut, saving money on unnecessary software and subscriptions. Here’s how:
- Start with a List – Compile all software and subscription fees your firm is currently being charged for. This provides a clear snapshot of ongoing expenses.
- Go Deeper with AI – Scan your firm’s credit card statements and ACH records (redacting ALL sensitive info) and upload them into ChatGPT. Ask it to complete an efficiency analysis.
Example prompt:
“Please review the following (credit card/bank) statement and identify all software subscriptions. Highlight any overlapping services or redundant expenses where multiple tools serve the same function. My goal is to eliminate unnecessary spending and streamline our tech stack.”
AI can catch expenses that might otherwise go unnoticed, helping you avoid redundant or forgotten subscriptions that are draining your budget.
2. Overlapping Software
It’s common for law firms to accumulate multiple tools that serve similar purposes. For example, using separate platforms for document automation, e-signatures, and legal time tracking when a single solution could handle all three.
Solution:
- Create the Lineup – Using the results of the tech stack audit, eliminate redundancies. Aren’t sure which tools are the best option? Again, ask ChatGPT to help by comparing them, including cost/month, so you can make the best decision.
- Seek Consolidation – Look for multi-function platforms.
- Outsource Administrative Work – Woven Legal’s Virtual Paralegal Services regularly help law firms optimize their tech stacks. Our team brings hands-on experience with leading legal software, streamlining workflows, automating repetitive tasks, and maximizing the tools you already use.
3. Paying for Features You Don’t Use
Many firms sign up for comprehensive legal practice management software, expecting it to simplify operations. However, these platforms often come loaded with features you may never use, such as AI-driven legal research tools or complex litigation tracking.
Solution:
- Assess Usage – Track which features your firm actively uses.
- Consider Alternatives – If you primarily use core functions like billing, calendaring, and document storage, a more cost-effective solution may be a better fit.
- Explore Flexible Staffing – Instead of overpaying for extra software, consider fractional legal support options to seamlessly integrate with your existing tech stack.
4. Underutilized Legal Research Tools
Legal research platforms are expensive, but if your team mostly relies on free resources or niche databases, you may be overpaying.
Solution:
- Evaluate Usage – If research tools aren’t used frequently, downgrade to a more affordable option.
- Consider On-Demand Support – At Woven Legal, we help firms reduce unnecessary software reliance by providing Paralegal Project Assistance for research as needed.
5. Expensive Case Management Software with Poor Adoption Rates
Some firms invest in high-end case management software that their team struggles to adopt. If employees find the system overly complex or glitchy, the investment may not be worth it.
Solution:
- Survey Your Team – Gauge adoption rates and identify pain points.
- Switch to a User-Friendly Option – Find a solution that fits your team’s workflow.
- Provide Training – Work with the software company’s tech integration team or a third-party integrator to optimize software usage and workflow.
6. Paying for Unused Software Seats
Many legal software providers charge for a set number of users, often resulting in unused “seats” that firms continue to pay for even after a team member has left your firm.
Solution:
- Review User Licenses – Keep a spreadsheet like this one to track software licenses, ensuring unused seats are reassigned or canceled when team members leave. Delegate the creation and upkeep of the document to an assistant to prevent unnecessary costs and keep your firm’s tech stack efficient.
- Negotiate with Vendors – Some providers may adjust pricing based on actual usage if you ask.
7. Paying for Unnecessary Cloud Storage
Cloud-based solutions charge based on storage capacity, and many firms pay for more than they need.
Solution:
- Audit Storage Usage – Identify and archive old files to reduce costs.
- Optimize Document Organization – Our Virtual Legal Team for Law Firms helps streamline document management for better efficiency.
8. Ignoring Free or Low-Cost Alternatives
Some firms continue paying for expensive tools out of habit, overlooking free or budget-friendly alternatives.
Solution:
- Research Open-Source Software – Many legal tech tools offer free versions.
- Leverage Virtual Support – Woven Legal’s On-Demand Paralegal Services help firms reduce software reliance while keeping them productive.
9. Manual Processes That Could Be Automated
If your firm still relies on manual data entry for billing, scheduling, or client communication, you’re wasting time and money.
Solution:
- Identify Repetitive Tasks – Look for automation opportunities.
- Implement Workflow Automation – Woven Legal’s Paralegal Task Delegation Services introduce efficient case management techniques, freeing up time for billable work.
10. Failing to Train Staff on Existing Tech
Spending on legal tech is pointless if your team isn’t trained to use it effectively. Without proper training, employees may revert to inefficient workarounds.
Solution:
- Offer Regular Training – Encourage staff to maximize software benefits.
- Hire Legal Workflow Experts – Take advantage of free or even paid help with tech implementation and training. It will pay for itself in the long run.
11. No Tech Budget Strategy
Without a structured budget, law firms often overspend on unnecessary tech solutions. But how much should a firm allocate for technology?
Solution:
- Develop a Tech Budget – Review all subscriptions and evaluate ROI.
- Follow Industry Benchmarks – Small law firms should aim to spend 3-6% of their revenue on technology.
- Optimize Costs – Contract with a Legal Process Outsourcing (LPO) service to help manage and streamline tech expenses.
Final Thoughts: Optimize Your Law Firm’s Tech Stack for Maximum ROI
The right technology can be a game-changer for small law firms, but without a strategic approach, you may be wasting money on unnecessary expenses. By auditing your tech stack, eliminating redundancies, and leveraging Woven Legal’s Virtual Legal Support for Attorneys, you can cut costs and improve efficiency, allowing your firm to focus on what truly matters: serving clients and growing your practice.
Want expert support on optimizing efficiencies in your law firm? Contact Woven Legal today to explore how our Virtual Paralegal Services and Productivity Center can help elevate your firm’s operations.
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