Your current tech can do more

At the Society’s Annual Conference, Fiona Chute discussed strategies for maximising the potential of your existing tech stack. 

Fiona Chute, Senior Associate at Brodies and an accredited Legal Technologist with the Society, shared valuable insights on the role of technology in the legal profession during the Society’s Annual Conference.

Speaking on the final day, as part of ‘The Use of Tech To Take the Productivity Leap’ panel, Fiona shared invaluable advice which delegates in the room were discussing long after the panel discussion closed.

Her reflections, drawn from her practical experience, offer lawyers practical guidance on leveraging technology to enhance productivity and remain competitive. The Journal caught up with Fiona, just after the panel closed, hear her thoughts:

Incremental change

Fiona emphasised that the evolution of technology in law has often been incremental rather than revolutionary, with subtle advancements reshaping how lawyers work over a period of time. For instance, she noted, "We've moved from paper files in the office, lodging multiple hard copies of documents in court, to what we have now, which is an almost entirely paperless judicial system". These small yet impactful changes have saved time and reduced reliance on physical processes, such as "trainees spending far less time at the photocopier".

Maximising existing tools

Fiona encouraged lawyers to exploit underutilised features of widely available software such as Microsoft 365. She stated, "There's no need for a big investment... chances are the majority of your colleagues are only using Outlook, Word, Excel, Teams, and maybe PowerPoint". She highlighted the benefits of applications like OneNote for secure note-taking and Microsoft Lists for seamless collaboration and data integration. These tools offer "big productivity benefits without needing new purchases".

Practical applications

Fiona shared examples of how technology has streamlined legal workflows:

• E-Discovery Tools: These assist in first-pass reviews of large datasets, significantly improving efficiency.
• DocuSign: She described its introduction as "revolutionary" for document signing, eliminating the need for all-day signing meetings.
• Microsoft Planner: This tool, used for capacity tracking within teams, allows lawyers to manage resources effectively, ensuring fair workload distribution and better client outcomes.

The need for training and experimentation

Adopting new technology requires time and willingness to experiment. Fiona observed, "If you want to get benefits from technology... you’ll have to invest some time in order to save some time". She advocated for creating opportunities to train staff, particularly in prompting for generative AI tools, and highlighted the importance of keeping "the human in the loop".

Generative AI

While recognising the potential of generative AI tools like ChatGPT and Microsoft Copilot, Fiona noted their limitations. She stressed that "just because a particular piece of technology can’t do everything doesn’t mean it can’t do anything". She also highlighted the rapid improvement in AI tools, using examples from legal publishers whose tools delivered significantly better results within a few months of initial trials.

Governance and risk management

Fiona addressed the risks associated with AI, particularly regarding data confidentiality and GDPR compliance. She clarified, "You would obviously never wish to put in any sensitive or client data" into public systems like ChatGPT, recommending Microsoft Copilot as a safer option within the "walled garden" of a firm’s Microsoft system. Fiona also referenced recent Law Society guidance on generative AI as an essential resource for managing these concerns.

The future of technology

Fiona expressed optimism about the future of legal technology but cautioned against neglecting the human element. She emphasised that technology is a "tool" to complement, not replace, the expertise and judgment of lawyers. For instance, AI-generated responses can serve as a "starting point," but "make sure the human element remains" to ensure tailored and contextually appropriate advice.

Impact of low-tech solutions

Fiona highlighted that even relatively simple technological shifts, such as moving to electronic filing systems, have had profound effects. "The shift from using paper to electronic processes has completely changed the working week of a junior lawyer," freeing up time for more complex and meaningful task, but not without some disadvantages. Many of the panel noted the benefits of having to interact with the courts in person and building rapport and connections.

Small firms and sole practitioners

For smaller practices with limited resources, Fiona suggested starting with existing tools and free resources. She mentioned using YouTube tutorials to learn specific features of software, such as creating timelines in Excel, which can provide professional results with minimal investment.

Quick wins

Fiona recommended focusing on technologies that have an immediate impact, like integrating case management systems or transitioning to electronic systems for document handling. These steps "enhance productivity across all departments" and can significantly improve workflows without requiring extensive new infrastructure.

Scott Stephenson, solicitor at Complete Clarity Legal, a delegate in the room, commented:

Fiona’s insights demonstrate how lawyers can embrace technology pragmatically, focusing on incremental improvements and the efficient use of existing tools.

Summary written by Rebecca Morgan, Editor.