Communications in the legal services; what are the challenges, what are the solutions?
Technology is leading the way. We live in an age of Zoom and Skype, of iPhones, Androids and digitization. In the early days of the internet it seemed impossible to predict how integrated the internet would become in our lives, and the challenges of this presenting for the legal service in general. Phone systems for legal services to communicate simply and safely, especially in these unprecedented times, are essential.
When data is held at a premium, when it is vulnerable to cyber-crime and hacking, it is especially a challenge to the legal services for, when dealing in delicate matters, as all legal matters inevitably are, cases. People’s lives can be irrevocably ruined by poor General Data Protection, and even greater challenges are presented with internet based communication and the obligations of Voice over Internet Protocol.
We have lived through a revolution as remarkable as the industrial revolution and, with the Covid 19 pandemic, the impact of the digital revolution and an increase in remote working is more pronounced than ever. The way we work is changing; we work at home, there is less dependence on the office and a greater emphasis on communication through the Internet, through Zoom, through Skype and other such apps, which presents particular challenges to legal services.
For all it’s advantages, with such a rapid change of pace it is easy to feel overwhelmed by the challenges presented by new technology. This is why it is so important to find out the best communications and phone systems for legal services, so the new software and hardware devices will be well suited to your needs.
Without a fully modern, integrated communications system in place, poor data protection, a lack of voice of internet protocol and even basic things, such as a lack of auto call attendant, can spell disaster.
It is almost inevitable that sooner or later, whether it be in business disputes, divorces, probate, either personally or professionally we’ll need the support of legal services, how to ensure that your practice can deliver for your customers when they need you in an efficient and secure way complying with the Voice over Internet Protocol?
What are the best communications phone systems for legal services and solicitors?
These are unprecedented times. Not just the digital revolution but the onset of Covid and the increase in remote working have revolutionized the workplace. It is essential for any legal practice, Lawyer, Solicitor, any legal service; a sound communication system is vital, one that is fully compliant with the Voice over Internet Protocol, which protects and secures data, as well as being fully compliant with General Data Protection Regulations and the Financial Services Authority.
What does a sound communication system look like?
✅ Fully compliant with General Data Protection Regulations – The seven principles of GDPR are Lawfulness, Fairness and Transparency, Purpose limitation, Data Minimisation, Accuracy, Storage limitation, Integrity and Confidentiality (security) and Accountability. Failure to protect data can be ruinous, especially in legal service when failure to protect data can ruin cases, careers and lives. Choosing one of the best phone systems for legal services will help assure these data issues do not occur.
✅ Encrypted calls and messages – The greater the reliance on communication technologies the great risk of cyber-crime and hacking. Encrypted calls and messages ensure that any electronic communication is protected from malicious interests.
✅ Case management and software integration – Case management for legal services automates the daily workflow for legal services, typically viewing tasks, tracking billable times and calendaring.
✅ Auto attendant facility. (Call Triaging; Press 1 for Criminal cases, etc.) – For effective and efficient call triaging.
✅ Fully compliant with the Financial Services Authority, (FSA) – The FSA four statutory objectives are; Financial Stability which maintains confidence in the UK fiscal markets, maintaining Market Confidence, Consumer protection and reduction on financial crime, ie; money laundering.
✅ Billing – Keeping records becomes increasingly difficult when demand rises, and when communication is as ephemeral as internet or phone calls, it’s easy to forget who owes what, and when payment is due. With a dedicated communications system, logging all calls, be they over the internet or telecoms and with all data uploaded to a cloud it is easy to keep track of what is owed and when payment is due.
✅ Call queuing, logging and reporting – If you’re experiencing a high rate of custom call queueing and logging is essential. Without a good system, keeping customers informed where they are, if there is a queue, they may well give up. At least with logging and reporting it is possible to manage the rate of interest in your legal practice, and identify peak call times.
✅ On hold marketing music – The music used when on hold has the capacity to irritate customers, so the choice of music must be sensitively made.
✅ Automatic open and close times – Work never stops, even if the practice is closed. With an automated system the phones lines can automatically open and begin working for you, even if the office is empty.
✅ Voicemail to e-mail integration – A voicemail may contain vital information, or maybe liable to being deleted or lost. With voicemail to e-mail integration all messages are digitized and uploaded to a cloud, where they remain secure and safe.
✅ Receptionist console, ie; drag and drop calls – Cutting edge software that better helps your receptionist to manage calls, quickly, conveniently and easily.
✅ Mobile Client, phone based apps – Your clients can access legal services, quickly and conveniently via mobile apps.
✅ Hot desking – By having all relevant details digitised your employees can access all relevant information, whenever they need to, be they at home or sharing their desks with colleagues on a rotating basis.
✅ Conferencing – More than ever we are reliant on remote communication, be it audio, video, computer or teleconferencing. When delicate details associated with legal services are involved a secure source of communications is essential.
Contact us to discuss the best phone system for your business
Why choose Best 4 Business Communications for your solicitor’s practice or Legal Service?
Best 4 Business is a communications service which since 2005 has been delivering multi-award winning communications services for many businesses, particularly phone systems for legal services. Although, it has already won contracts with such as Staffordshire County Council, Domino’s Pizza, Ladbrokes, the Herefordshire wildlife trust and even national institutions, like the N.H.S. Using the latest cloud technology it completely integrates all data and services, as well as providing a dedicated support system for maintenance and support. Best 4 Business is the go-to company for integrated, efficient and secure communications, especially with the looming switch off for the old Integrated Digital Services network in 2025.
With Best 4 Business, you can rest assured that all calls are encrypted, all data is protected, that case management is fully integrated with easy to use software, fully compliant with F.S.A. standards and voicemail integration. It offers peace of mind in providing full on-line security and data encryption and being fully GDPR compliant.
As well as this though it also promises to increase the efficiency for any legal services, providing phone services as well as adhering to all Voice over internet Protocol for solicitors, lawyers, indeed, all legal services. Not only this, but Best 4 Business provides cutting edge technology and provides numerous business solutions for legal services. Even small details like on-hold music are provided for. As well as Hosted Telephone Systems, Auto Attendant, Billing for all transactions, Voicemail Integration, and a secure cloud system that ensures that all employees have easy access to the relevant information; all of these are vital services for the legal profession, especially where data must be fiercely protected as a breach of data can be the difference between failure and success.
You can try our business VoIP phone system for FREE!
You can try our business VoIP phone system with a free 7-day trial. The free trial provides full access to our collaboration portal, where your employees can make use of all available features without any limitations. If you feel the system is not the best fit for you, the trial will end automatically. Click here to start your free trial.
Book a free demo today
It’s always best to have a knowledgeable advisor at hand to assist you with any significant decisions like choosing the right phone system for your business. You can book a free demo today with our telecoms expert and learn how our VoIP phone system can help grow your business.
Discover our collaboration tools along with all the features that you help you work more effectively and efficiently from your home. We are happy to assist in any way we can to support your needs. We can be reached by telephone on 0333 366 3333, or you can e-mail us at sales@b4bc.co.uk, and we will be happy to assist you.
“Our multi award-winning VoIP telephone systems allows you to handle calls with a professional greeting, a range of options to direct callers to the correct department and a queuing system to handle high call volumes.”
Jason Curtis – Business VoIP Specialist
