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The Ultimate Guide to Managed IT for Law Firms

By: Mark Sheldon Villanueva

No matter the size of your law firm, time will always be your most valuable asset. Unfortunately, if your technology is not up to par, you're setting yourself up to lose more of it.

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Many firms need to realize that managing IT operations while meeting clients' strict demands is nearly impossible. At the very least, it impedes you from delivering a client-centric experience which could cost your practice down the line. 

A managed service provider (MSP) can prevent that from happening. It allows you to outsource all your tech needs to a reliable third party, enabling you to focus on what matters most – closing deals and winning cases. 

Intelligent Technical Solutions (ITS) is an IT support company dedicated to helping you understand how managed services can help your law firm streamline your technology. That's because our mission is to ensure that your IT makes your job easier. Read on below to find out everything you need to know about managed services for law firms. 

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Table of Contents

The Ultimate Guide to Managed IT for Law Firms

Who is This Guide for?

This guide is for organizations in the legal industry that are looking for a way to streamline their IT processes and help them make the most of their technology. It's not just for company decision-makers; it's also for people who are looking to learn what an MSP is and how it can help them.

 

What Will You Learn?  

Finding an MSP for law firms isn't as easy as looking up the biggest name in IT and going with that. It's all about acknowledging the unique needs of your industry and finding the right fit. Below, you’ll learn everything you need to know before getting started in choosing the right MSP for your law firm. 

Chapter 1: What is Managed IT?

Managed IT Services is the process of delegating your IT tasks to an expert third-party organization that specializes in those responsibilities. These organizations are known as managed service providers or MSPs. They can take up anything from portions to all of your IT operations as agreed upon in your Service Level Agreement (SLA).  

MSPs offer a wide range of services. Some of them are specialized or are better equipped to provide for the unique needs of different industries. It should factor into choosing the right service provider for you. That’s because it's never a one-size-fits-all when it comes to your technology.

What is Managed IT

In order to select the one that would fulfill your organization's IT needs, you will have to determine your business objectives. Do you need help adding cybersecurity software, analyzing data, or managing calls and emails? Set a defined goal and consult with an MSP to help you achieve it.  

Introduction to Managed IT

Chapter 2: Types of Managed IT Services

Here are some of the most common managed services offered by MSPs:

 

Managed Communications Services 

Effective communication is crucial in running a business. However, for some businesses, this task may be time-consuming and labor-intensive. For this, Managed Communications is key.  

This type of service provides a broad range of options, from video calling and messaging software to email services. Some MSPs can act as a third-party call center for their clients looking to outsource this aspect of their business.   

Managed Cybersecurity 

Cybercrime has become more prevalent since the pandemic began. Regardless of the size of your organization, it is vital now more than ever to secure your network.

With that in mind, MSPs often offer critical security services, including managed firewall, intrusion detection, a virtual private network (VPN), and antivirus services. They can also help scan your network for vulnerabilities and recommend solutions to bolster your cybersecurity efforts.  

An MSP will be monitoring your systems as well to help you stay on top of potential internal or external attacks.   

Data Analytics  

Data analytics is one of the top three services small to medium businesses (SMB) seek from MSPs, and for a good reason. According to a study by MicroStrategy, 64% of the companies that utilize data analytics reported that it helped improve their efficiency and productivity. Over half of the respondents believed it allowed them to make more effective decisions faster and led to better financial performance.

Some MSPs are equipped with the tools and services that can help you tap into the benefits of effective data analytics.   

Managed Print Services   

A Managed Service Provider (MSP) can assist in remotely managing your printing operations by providing services that aim to reduce several undisclosed expenses. These services comprise device support, maintenance and repair, and printer upgrades.

Hosted Cloud

Cloud-based services are the perfect solution for organizations that need mobility, like those opting for permanent remote offices even after the easing of pandemic restrictions. It allows your team to share files and access data anytime and anywhere. Some MSPs offer a cost-effective cloud solution that can help you access your information securely.  

Managed Wireless Networks and Mobile Computing 

Connectivity is a must in today's business landscape. Having your network managed by an MSP means less downtime, more security, and improved connection quality. Simply put, it helps your business stay connected, reducing your headaches and allowing you to focus on issues that matter most, like growing your business.

Managed VoIP   

Voice over Internet Protocol (VoIP) is a technology that lets anyone place phone calls over an internet connection. It provides a host of capabilities analog landlines can't offer and does it for less than half the cost. With features like video conferencing and mobile device integration, VoIP has become the most popular telephony solution for businesses.   

Whether you need a physical receiver or just software, an MSP can host the service and tailor it to your specific business needs.  

Read more on Managed Service Types

Chapter 3: Advantages of Managed IT to Law Firms

Your law firm can gain a wide range of benefits from partnering with an MSP. Take a look below at some of the most common ones you can take advantage of: 

 

1. Streamline Your Operations 

MSPs with experience working with law firms like yours understand your industry's unique ins and outs. In other words, they can help optimize your systems for critical functions like accounting, document management, and other administrative tasks. That helps streamline your operations, freeing up your team to focus on serving your clients and doing impactful work. 

2. Optimize Collaboration with Your Team and Clients 

Services like managed Voice Over Internet Protocol (VoIP) and cloud services can drastically improve communication and collaboration between your team and your clients. Those are vital capabilities that can mean the difference between success and failure. 

3. Minimize Downtimes

The legal industry is one that highly values time, and meeting tight schedules is already a challenging task. However, unplanned outages and downtime can make it so much worse. They could potentially cause you to miss appointments and deadlines or, worse, lose clients. A reliable MSP can help minimize downtimes with proactive maintenance that prevents tech issues in the first place. They can also help you recover from system issues much faster, effectively reducing delays. 

4. Protect Your and Your Clients' Data

Attorneys have ethical and common law duties to take competent and reasonable measures to protect their clients’ information. Often, they are obligated by contracts and regulatory duties to protect said information. Unfortunately, that presents a challenge to many law firms using technology, as their teams are well-versed in the law, not cybersecurity. 

Managed cybersecurity is a comprehensive solution that can help you address that. It's a holistic service that can effectively protect you and your clients' data. That helps you keep highly confidential information safe, as well as prevent and mitigate costly security incidents.  

5. Boost Your Savings

Hiring an MSP for your law firm can help you save thousands of dollars each month by helping you save your most valuable resource – your time. They can prevent slow internet speeds, server breakdowns, unplanned downtimes and other costly tech issues. A reliable IT company will adopt redundancies, security measures, and disaster plans that prevent any issues or threats that could impact your productivity.

All of that will allow you to optimize your processes so you can make the most of your technology. That will help your team focus on the things that matter most: gaining new clients, working on existing cases, and closing deals. 

6. Emergency Support

Your firm will always have a timeframe that you have to follow closely, whether it’s court dates and schedules or client meetings. Unfortunately, your technology can fail at any moment, which could derail your plans. In those cases, you need an MSP that can offer you support 24/7 so that you can get your tech back online as quickly as possible. 

Related Reading: 6 Main Benefits of Managed IT Services for Law Firms

Chapter 4: Disadvantages of Managed IT to Law Firms

There are also several potential disadvantages to using managed IT services in law firms. Here are some possible drawbacks: 

 

1. Cost

You may face cost-related issues if you decide to opt for managed IT services as they can be expensive, and your law firm may have a limited budget. Additionally, outsourcing IT services could increase your costs, which could be difficult to justify to your clients. 

2. Limited Control 

When you outsource IT services, you may have limited control over the management and maintenance of your systems. This can be concerning, especially if you are working with sensitive client data. 

3. Communication Issues

Communication can be a challenge when working with a third-party IT service provider. You may find it difficult to convey your specific needs and requirements to an outside vendor, which can lead to misunderstandings and delays. 

4. Dependence on Vendor

Relying on a third-party vendor for IT services could make you overly dependent on that vendor. This can be problematic if the vendor experiences technical issues or goes out of business, leaving your law firm without adequate IT support. 

5. Security Risks

Your law firm may face increased security risks when outsourcing IT services. The vendor may not be as familiar with your firm's security protocols, leaving your firm vulnerable to cyber threats and data breaches. 

 

Overall, before making a decision to outsource your IT needs, you should carefully consider the potential drawbacks. You should weigh the risks against the benefits and consider if the benefits of outsourcing outweigh the potential costs and risks. 

Read: 4 Security Benefits of Managed IT Services (& 2 Disadvantages)

Chapter 5: When Do Law Firms Need Managed IT?

As a law firm, you may find yourself in situations where managed IT services are necessary. Here are some examples: 
  • You lack in-house IT expertise.

    If your law firm lacks the necessary IT expertise, outsourcing to a managed IT service provider can help you gain access to experienced professionals who can manage your IT infrastructure.

  • Your firm is in hyper-growth mode.

    As your law firm grows, your IT needs may become more complex. Managed IT services can help you scale up your IT systems quickly and efficiently to accommodate your growing business needs.

  • You're a target for cyber-attacks.

    As a law firm, you need to protect your sensitive client data. Managed IT services can provide cybersecurity measures such as firewalls, antivirus software, and intrusion detection to keep your data safe.

  • You can’t afford to experience downtime.

    In the event of a data loss or system failure, a managed IT service provider can help you quickly restore your data and get your systems back up and running.

  • You have compliance requirements.

    Law firms must comply with strict regulations surrounding the confidentiality and security of client data. Managed IT services can help you maintain compliance by implementing the necessary security protocols.

Asian lawyer woman is reviewing various legal clauses to support the case file
On the other hand, here are situations when your law firm may not need managed IT services:
  • You have sufficient in-house IT expertise.

    If your law firm already has a skilled and experienced IT team in-house, you may not need to outsource to a managed IT service provider.

  • You have small-scale operations.

    If your law firm is small and has relatively simple IT needs, you may be able to manage your IT systems internally without the need for managed IT services.

  • Your firm has limited technology requirements.

    If your law firm primarily uses standard software applications and does not require specialized IT solutions, you may not need managed IT services.

  • You have a relatively low risk of cybersecurity threats.

    If your law firm does not handle sensitive client data or is at low risk of cyber attacks, you may not need the advanced cybersecurity measures that managed IT services can provide.

  • Your firm already has effective data backup and recovery solutions.

    If your law firm has effective data backup and recovery solutions in place, you may not need an MSP to provide these services.

Concentrated colleagues watching statistic charts and talking about work

Chapter 6: How Much Does Managed IT Cost for Law Firms?

It doesn’t matter how big your organization is, all businesses want to cut expenses and save costs one way or another. The problem is spending less doesn't always mean you're saving more. That's especially true when it comes to managing your technology. With that in mind, you shouldn't think of managed IT services as a monthly expense but rather as an investment for the future.  

managed-it-cost

Managed IT Services is an Investment  

If you ask organizations why they want to outsource, the most common answer you’ll get is so they can free up resources to focus on their core business. That's because managed IT is centered on helping you deal with things that take focus away from your team, allowing them to reallocate their efforts to grow your business. 

In fact, in a study by the International Data Corporation (IDC), organizations experienced savings related to the reallocated staff resources as well as the reduction of additional staffing costs. That all translated into a 42% average increase in productivity.  

In the same study, the IDC also reported that the average investment per organization was $274,326 per 100 users. And in fewer than six months, those organizations achieved an overall ROI of 224%. That shows you that MSPs not only help you save more money, it can help you grow your company.  

Cost of an MSP  

However, you don't need to spend that much on managed services to get good returns. The cost of your managed IT service will depend on what your organization needs. Choosing the right plan can help you manage the cost so you can make the most out of your partnership.  

ITS offers three comprehensive service plans that can meet different needs. They all include managed IT services, proactive maintenance, a full-service, 24/7 manned HelpDesk, and data backup/disaster recovery. Check them out below to learn what comes with each plan: 

Core 

Core includes the basic security solutions that all organizations need. The plan costs $150 per user per month. It includes standard managed services and cybersecurity staples such as end-point detection and response, multi-factor authentication, email anti-spoofing, and more.  

Secure 

Secure is a plan designed for firms looking for multi-layered protection and cyber insurance compliance needs. It costs $225 per user per month. The plan was made to comply with most insurance needs. Secure includes everything from the core plan with the addition of advanced cybersecurity solutions that include active threat hunting, detection and response, threat intelligence, security training, and a lot more.  

Enterprise 

Enterprise is the premier choice for large firms that need to meet high regulatory compliance goals. Our full-stack offering includes everything from the previous plans with the addition of enterprise-level cybersecurity services. The investment for the Enterprise plan is $300 per user per month. It includes sophisticated security solutions like SIEM (Security Incident and Event Management), your own virtual chief information security officer (CISO), and more.  

  

If you already have your own IT team and security tools in place, you can also opt for a custom co-managed solution. That allows you to fill in the gaps in your security and choose only the solutions you need. 

Learn More About ITS Pricing

Chapter 7: How to Choose a Managed IT Service Provider for Your Firm

Choosing an MSP is not a popularity contest. You shouldn't be looking for the biggest or most expensive one out there. Instead, find the one that can meet your company's needs. It's all about finding the right fit. What's best for some may not necessarily be the best for you. However, to help you make an educated decision, we've compiled a list of the basics that you need to look for in an IT support company. 

 

1. Industry Experience

Accessibility iconJust as your clients place a high value on your experience as an attorney, you should do the same when looking for an IT support company. An MSP with a proven track record of working with a diverse range of law firms understands your industry's unique culture and workflows. In other words, they are familiar with any resistance and integration challenges that come with introducing technology to your environment. 

In addition, IT support companies that serve the legal industry know how important it is to align their strategies with your organization's objectives and financial constraints. That can result in a better overall experience for you and your team. 

 

2. 24/7 Support Availability

24 by 7 iconIf your current IT team doesn't have 24/7 support 365 days a year, then you're not getting your money's worth. Finding an MSP that provides round-the-clock IT support is crucial in helping ensure your tech issues don't significantly impact your law practice. Having reliable and continuous IT support is especially important in the legal industry where time-sensitive information and deadlines can make or break a case.

 

3. Remote Monitoring

Be Vigilant iconAttorneys don’t always work in the office. At any given time, members of your team might need to go to different locations for a case. In those moments, your team may need to access different kinds of information remotely. MSPs can help provide the right solutions to optimize and secure that process. 

 

4. Backup and Data Protection

Backup Data iconLaw firms have a lot of data to protect. That data is critical for your operations, whether it's case profiles and other confidential information. Losing those documents and files is not an option, especially since it opens you up to legal problems. A reliable MSP can help protect your data, back it up and recover them for you if necessary. 

 

5. Comprehensive Cybersecurity Solutions

Network security icon

According to a Gartner study, attacks on organizations in critical infrastructure sectors like the construction industry have increased dramatically from less than 10 in 2013 to almost 400 in 2020. That is a whopping 3,900% increase. What's worse is that cyber-attacks are only becoming more sophisticated and expensive as time goes by. That means the risk of suffering huge losses from a security incident is now much closer than you realize. 

Hiring a cybersecurity-focused MSP can help protect your business from that threat. They can offer enterprise-level security solutions that will enable you to prevent, mitigate and recover from cyber-attacks.

Ready to Get Managed IT for Your Law Firm?

Managed IT allows your law firm to take advantage of a wide array of expert IT services. They can help you make the most out of your technology with a strategy that fits your goals. It gives you the opportunity to outsource IT functions so that you can focus on growing your business. However, it's important to note that while it's a great solution, it's not perfect for everyone.  

Finding the right provider can mean the difference when it comes to achieving success. At ITS, we make sure that we can meet our client's needs and that we are a good fit for their firm before taking on any project.  

Want to find out if your law firm is a good fit for managed IT service? Schedule a meeting with one of our experts to find out if your firm is a good fit for managed IT.

Schedule a Meeting Get a Free Network Assessment

lawyer working with laptop in office

Ready to Get Managed IT for Your Law Firm?

Managed IT allows your law firm to take advantage of a wide array of expert IT services. They can help you make the most out of your technology with a strategy that fits your goals. It gives you the opportunity to outsource IT functions so that you can focus on growing your business. However, it's important to note that while it's a great solution, it's not perfect for everyone.  

Finding the right provider can mean the difference when it comes to achieving success. At ITS, we make sure that we can meet our client's needs and that we are a good fit for their firm before taking on any project.  

Want to find out if your law firm is a good fit for managed IT service? Schedule a meeting with one of our experts to find out if your firm is a good fit for managed IT.

Schedule a Meeting Get a Free Network Assessment