USER CASE: Templates for a law firm by Electra Japonas, Founder of The Law Boutique
Electra Japonas is specializes in helping startups with their legal needs in the areas of Data Protection and GDPR, commercial contracts, and technology projects.
With ten years’ experience as a lawyer in the corporate world, she felt the way the legal industry was structured got too old and stuffy: too difficult to access, slow to respond, and very pricy. She wanted to make legal services more agile and suited to the needs of the tech-focused world. So she founded The Law Boutique, a startup that provides Legal Support to other startups!
Traditional work flow in the Legal industry is usually very slow and cumbersome. She wanted her work to be Lean to minimize the time and resource it takes to deliver the services (and reduce the total cost of the service accordingly).
Electra says: “I had two choices: either create interim workarounds to track the processes and make sure everything is happening, or pay expensive software developers to build it from the scratch. Because I’m a startup, I didn’t have the funds to hire a developer, so I ended up creating everything in Excel".
"Obviously, Excel is great, but it’s also clunky, and my spreadsheets were getting slow, I was forgetting to update stuff, and it wasn’t very user friendly”
Pain points of using Excel and other tools:
When working with Excel Electra faced two main problems:
- She often forgot to get paid, because she wasn’t chasing people up and had no way of reminding herself other than by setting up Outlook reminders
- Her work was saved all over the place: it was half email, half SharePoint with clients, half Google Drive; the clients were forgetting to log on, forget to look at the updates, and she was struggling to stay on the top of the things.
"monday.com streamlined my processes and helped me achieve my commercial goals”
Once a client purchases the services, Electra's team create a shareable board from a template and invites a client as a guest to collaborate. This solves the problem of transparency, a key issue when working with a lawyer. Now clients can monitor the progress of their deliverables, expectations are managed and there is clear ownership of tasks:
All action items and deliverables are organized into groups of pulses to keep it neat, and every task has an owner.
Every board contains several details that will be assigned to the Lawyer and the Client:
- a questionnaire that the clients has to complete
- list of deliverables
- list of action items for the service the client purchased
- list of meetings that need to be scheduled
- and other outstanding actions like invoice payment, contract signature etc.
This workflow has two benefits:
Firstly, the work is built in a very agile way – the lawyer doesn’t need to deliver all the work and send it over before the client can start their review. Instead, the client can review the deliverables that are ready while the lawyer works on what’s left to deliver. It also allows several lawyers, admin support staff and the client to work on the same documents and projects collaboratively without several versions and hundreds of emails. This has helped to cut costs significantly since it saves a lot of time for everyone involved
"Obviously it’s a little bit more work on the client’s end, but they [clients] understand it allows to cut the costs by 60%"
Secondly, it allows to keep everything in one place – all the communications, all the files, all the notes.
Once the work is done, Electra also collects all the deliverables and sends them to the client along with the board exported to Excel, so that once the client is deactivated as a user in the system, they can have their documents.
The BIG picture
To keep the track of things and number of clients on a high level Electra also keeps the general board that serves as a CRM:
This boards allows her to understand the workload of her team, always stay on top of the things, and never miss a step of the process with her clients. It also gives her insight to how long it takes to deliver certain products and what the major sticking points are so that she can improve her processes as the company grows.
Electra Japonas, Founder of The Law Boutique.
Who is Electra Japonas?
Areas of Expertise: Data Protection and GDPR | Commercial contracts | Online Policies | Strategic Commercial Support
Electra has worked with dozens of successful startups, including: Workinstartups, #1 online startup recruitment page; Fitu, a fitness app that connects fitness fanatics to fitness classes and personal trainers; London Tailored Tours, #1 food tour provider in London as voted on Tripadvisor; Lets build a Chatbot, an AI and chatbot build tech startup, Graffiti Life, a commercial street art company. The Law Boutique values its relationships with its clients more than anything and Monday enables the transparency that helps build the trust that is necessary for those relationships to be successful for the long-term.
If you have more questions about how Electra's team uses monday.com,
feel free to reach out to him directly via LinkedIn