SharePoint for Law Firms

SharePoint is a popular option for law firms that need a collaborative, yet simple, storage solution. SharePoint isn’t necessarily the best solution for every firm, however. Keep reading to discover if SharePoint is right for you.

Introduction to SharePoint

Microsoft SharePoint is part of Microsoft 365 (formerly known as Office 365). SharePoint is most commonly referred to as a content management system, as it’s a secure place to store all company documents and content for easy access. It’s also commonly used for creating company intranets.

You can also use SharePoint to create workflows to automate processes within your firm. Some companies use the solution to build apps teams can use to collaborate, share content, and access company info.

To access SharePoint, you and your team can use any browser or the SharePoint app. The mobile app is a great way to access firm information while on the go. SharePoint enables you to create folders (and sub-folders), called Libraries, similar to other file storage tools. This is a great way to organize firm information, including:

What Is Basic Cloud Storage?

When it comes to cloud storage, there are effectively two types:

basic cloud storage, and document management systems (DMS). Basic cloud storage acts like an online filing cabinet, essentially. It’s a place to store and access firm documents and files quickly from anywhere.

Other examples of basic cloud storage include Dropbox, OneDrive, and Google Drive. For some law firms, simple storage isn’t enough. Firms often require features such as version tracking, email management, compliance help, file profiling, and more to truly manage their documents. This is where a DMS comes in.

We’ll dive deeper into document management systems a bit later. But, for now, know that SharePoint falls in the class of basic cloud storage.

SharePoint’s Place in the Microsoft 365 Suite

SharePoint is a part of Microsoft 365, a suite of collaboration and productivity apps and tools. According to Microsoft, SharePoint helps organizations to “empower teamwork, quickly find information, and seamlessly collaborate across the organization.”

Organizations typically use SharePoint to create websites or intranet sites. Then, other Microsoft 365 apps, including OneDrive, Teams, and Word, among others, work with SharePoint to make information easy to access.

For example, you can upload documents via OneDrive to a SharePoint library for easy access from anywhere. You can also create new documents from inside SharePoint via Microsoft Word or even Excel. Think of SharePoint as the hub for your law firm—the place where your team can go to find and edit critical firm information.

The Difference Between SharePoint and OneDrive

SharePoint and OneDrive are similar, but separate and often used in conjunction with one another as part of an overarching Microsoft 365 Plan.  For many law firms:

SharePoint includes additional features you won’t find in OneDrive. For example, SharePoint features collaborative documents and offers a shared assets library for your firm. In contrast, OneDrive offers features SharePoint doesn’t, too, such as the ability to comment inside documents.

Benefits of SharePoint for Law Firms

SharePoint can deliver several benefits to your law firm. For example, it enables simplified collaboration for your team and is scalable to meet your needs. When used in conjunction with Microsoft 365, it’s the gateway to the other critical tools that make up your tech stack, including OneDrive, Word, PowerPoint, and more.

SharePoint Features

SharePoint offers a wide range of features you and your team can take advantage of, including:

As you can see, SharePoint is a useful tool — no doubt.

It’s used by many as a tool to increase productivity and improve workflows. However, law firms using SharePoint often find themselves yearning for more.

In our experience, those who switch from more basic document management, like SharePoint, to robust Document Management Software tailored for law firms, like LexWorkplace, ultimately wonder what took them so long to make the switch.

It makes sense — products tailored for law firms are bound to work better for law firms.

If you’re a new law firm, we recommend building a cloud-based foundation. And if you’re an established firm using on-premise file servers, we recommend migrating to a cloud-based collaboration platform to enhance your practice.

How to Setup SharePoint for Your Law Firm

Have you decided to go with Microsoft 365 and SharePoint? If so, the initial setup is critical to setting your team up for success. As with any Microsoft tool or app, you’ll want to start by setting up Microsoft 365 first. Then, you can move forward with SharePoint setup.

SharePoint can serve as your law firm’s main file and document storage solution. This means that if you’re transitioning from an on-premise server, SharePoint will effectively replace your (old) “S:\ Drive” – or whatever network drive/share previously served as your central storage.

Just like your computer, SharePoint allows you to set up specific folders, depending on your needs. For example, you can create top-level folders (Libraries) that are the main navigation inside SharePoint. Then, you can drill down even further by creating more folders for your firm.

Structuring Your SharePoint

Once you get signed in, it’s time to structure your SharePoint to prepare for use. We recommend structuring your top-level folders (Libraries) like this:

For many clients, we recommend one folder per client, then a subfolder for each discreet matter or project for that client.  If a client has both defined matters and general ongoing work,  you can create a general-purpose matter folder for that client called General Practice or something similar.

During the initial setup of Microsoft 365, you’ll be able to create Groups. We recommend doing this, so you can create SharePoint Libraries within each group for who needs access to what.

To access your SharePoint, you and your team can use the SharePoint interface or OneDrive, or you can access SharePoint via the Teams client. Since a lot of your work will probably be done inside OneDrive or Teams, we recommend accessing SharePoint in the tool where you’ll be working.

SharePoint’s filing system is a pretty viable option when you’re comparing it to other basic cloud storage like Google Drive, Dropbox, and more.

You can definitely take the time to establish and train your law firm on how to organize the files, so everyone maintains your preferred client/matter structure.

However, initial and ongoing mistakes can get pretty messy pretty quickly.

For that reason, you may want to consider a Document Management System that’s built with law firm’s preferred structure in mind.

6 Additional Tips for Using SharePoint Within Your Law Firm

SharePoint is already easy to use for law firms that require a centralized location for all files and content. But there are some expert tips you can use to make the most of the tool. Here are a few:

Potential Challenges with SharePoint for Law Firms

SharePoint is ubiquitous and readily available with an Office 365 subscription.  Even so, it comes with challenges and drawbacks for firms larger than three or so people.  Consider these limitations and drawbacks when evaluating cloud storage for your firm.

Is SharePoint the Right Choice for My Law Firm?

We’re glad you asked. And, luckily, there’s a simple answer. Simple cloud storage tools like SharePoint are great options for solo attorneys and small practices with only a few employees. Midsize and large firms with 5+ users will likely need a more robust document management platform that’s matter-centric and built for law firms.

What Is a Document Management System?

Earlier we mentioned that there were two main types of file storage: basic cloud storage and document management systems. While tools like SharePoint, Dropbox, and Google Drive are all good tools for basic storage, they lack some of the critical features many law firms need to properly manage their documents and files.

This is where a document management system or DMS comes in. Document management systems include robust file storage plus additional features such as file indexing, document alerts, version management, email management, and tagging.

Benefits of Using a Document Management System

There are many benefits of choosing a document management system instead of simple cloud-based storage. Some of the advantages include:

As a law firm, you’re hopefully looking at the benefits of a Document Management System with curiosity about the ease of implementation and ongoing support.

In short, using SharePoint typically requires significant time to customize the platform to your firm’s liking — along with keeping an IT consultant on retainer for issues that arise.

This burden dampens the benefits of cloud storage since you’re faced with new responsibilities.

Features Included in a Document Management System

A robust DMS solution will include a wide range of features you can use to manage your emails, documents, and files from one easy interface. Some of these features may include:

Cost of a DMS Solution

As with anything, you’ll pay more for the additional features a DMS delivers. The cost greatly depends on the DMS you choose for your firm. For example, the LexWorkplace base package is $395 per month for a total of 1TB of storage.

The benefits of using a DMS far outweigh the investment you’ll need to make. Your team will be able to complete their day-to-day work efficiently and you’ll have a file storage tool you can trust. Secure and scalable, a DMS will meet all of your needs and then some.