Collaboration Tools for Law Firms

In general, law firm practice and services are facing a big challenge when they start to think about the assumption of the collaboration tools to utilize. Latest methods for delivering such service have resulted in coining new terms such as Electronic Discovery 2.0, Law 2.0 and the Web 2.0. These are important terms that indicates new processes being innovated and used for the deliverance of legal services that takes advantage of today’s information technology and modern telecommunication.

To equip lawyers with collaboration tools means to eliminate geographic barriers which enable them to effectively represent their clients’ case wherever they maybe. Technology has led to the transition of law firms into today’s virtual law firms:

• IM (Instant Messaging) – an online form of real-time communication that is text-based.
• Internet Fax – allows the sending and receiving of faxes via the internet.
• Intranet – an internal website for an organization that used for secure sharing of private information.
• KMS (Knowledge Management System) – an IT (Information Technology) based system used by different companies for capturing, creating, distributing, sharing or storing of information.
• Open-Source Software – software or an application that are available at no cost to any business.
• P2P (Peer to Peer) Network – a network of computers that are connected directly to the internet. This eliminates the requirements of web servers or web host to access the internet.
• Packet Sniffer – software utility used for the purpose of capturing, intercepting or logging of data on a network.
• PBX (Private Branch eXchange) – phone system for serving the communication requirements of a business.
• Social Networking – web services that allow the creation of an online community profile in order to make friends, promotion, share information or to socialize. Among the popular social networking sites are Facebook and Twitter.
• SQL (Structured Query Language) – programming language used for modifying, managing or querying of information on a database. Popular free SQL are MySQL and PostgreSQL.
• SSL (Secure Socket Layers) – protocol that provides secure communication over the network.
• Virtual Phone Extension – phone system feature that allows an extension to be assigned to any number.
• VNC (Virtual Network Computing) – graphical system for remotely sharing the computer desktop through the internet or network.
• VoIP (Voice Over Internet Protocol) – a protocol that transmit voice via the internet.

Better Call Handling and Management

A phone call is a very valuable communication event for every business. In fact, a phone call is as important as the products or services a company offers because it is a source for information, inquiries or orders.

Some companies are even taking advantage of putting up multiple phone lines to ensure that no calls will be missed. But this setup does not guarantee every caller to always reach the business without hearing a busy signal especially if some callers are engaged in lengthy phone calls. As a matter of fact the use of too many lines is also a waste of money.

Fortunately, there are ideal phone systems that provide powerful and efficient call management tools that will also eliminate the requirement for multiple telephone lines:

Auto-Attendant – provides a voice menu system that assists a caller in reaching the proper extension or contact. Some auto attendant system even allows a caller to reach a human operator by pressing a certain key.

Call Forwarding – responsible for the call management and the rerouting of calls to the proper extension or contact. It works in conjunction with the auto attendant feature.

Music/Message On Hold – catches the attention of callers, on wait, by playing music or messages. Some companies take advantage of this feature by employing it as a marketing tool.

Virtual Extensions – eliminated the need for multiple phone lines by assigning existing phone numbers as extensions to the main business number.

Voicemail – allows a caller to leave a message which can be retrieved later via phone, desktop PC or an online account.

Why waste money and resources when a single number, coupled with powerful tools, can provide better call handling and management.

Virtual Extension Features and Benefits

What is the best solution to connect users to any phone line so that any inbound calls can be received even outside of the business premise? The answer is virtual extensions. What is it, you may ask? Well, a virtual extension is a telephony feature that allows any numbers (cell phones, home phones or office phones) to be virtually associated to a single or multiple numbers, as an extension in order to have the ability to redirect inbound calls to any destination.

Because of seamless connectivity, extensions are suitable to employees or organizations located in different locations. What’s impressive about a virtual extension is that it creates an impression to callers that satellite companies operate as a single office. Moreover, each extension can be configured according to the owner's requirements, allowing customization of the following settings:

• Address Book
• Call and Fax Rules
• Caller ID
• Dial by Name Directory
• Extension Number
• Greetings
• Name
• Time Zone
• Voice mail

Extensions are not only customizable but are also virtual. They can be created anytime, instantly and after, provide the ability to connect to any generic SIP device. This then allows easy communication with remote teams anytime, anywhere.

A company equipped with virtual extensions features can create a bigger and professional business image because it can take advantage of creating virtual departments even if it has only a single employee.

Accessibility is another benefit an extension can give because it prevents callers from reaching busy phone lines. If in case they still do, then they still have an option of leaving a voice mail, to hold or to be rerouted to another number.

Virtual extensions can aid a company in saving money since they are easy to deploy and maintain. Because of their virtual nature they eliminate the requirement to purchase any additional hardware or equipments.