Well-designed structures improve efficiency
The first way to enhance efficiency starts with system configuration. Just like with our clients, we defined a few basic project templates for ourselves. These include both folder structures and predefined metadata embedded into the system, so they never need to be entered manually.
The first template is a delivery project, which includes specific phases. For example, in law firms, there are often several such templates depending on the area of law. Each project begins with its own assignment.
The second is a support services project, where correspondence and documentation are moved once the delivery project ends. In law firms, a comparable model could be General Counsel services, meaning ongoing advisory support.
The third template is a customer account management project, created for every client, where all commercial documents and correspondence are stored. Standardized project templates ensure that information is stored in the right place efficiently and consistently.
Email archiving improves clarity and overall visibility
The second major benefit in daily work is iManage Work’s built-in capability to store emails within the same projects as documents. All project-related correspondence is kept in its own folder alongside other project documentation, regardless of whether it was sent by internal staff or client representatives.
After the first message, all communication is automatically directed to the correct location. This also applies to support service projects and account management, making it easy to find communications later regardless of who was included in the recipients.
A ready-made, secure document management system frees up time for clients
The third aspect we particularly value is that we do not need to spend resources building or maintaining the tool. Instead, we can focus entirely on serving our clients. Although iManage Work is an off-the-shelf product, it is highly dynamic and allows users to create structures tailored to their needs.
Clients are increasingly demanding stronger investments in data security and personal data protection. They can no longer work with partners who cannot guarantee the security of their environments. Attackers will always look for the weakest link, and partners are just as much potential targets as the clients themselves.
We now have an ISO 27001 certified system that is continuously monitored and tested by the vendor, and it serves us extremely well. In addition to data protection certifications, the system also meets GDPR requirements. With a solid foundation in our tools, we can focus more effectively on working with our clients.
So how do we improve our efficiency and service quality?
By using the best possible modern system designed specifically for professionals handling documents and emails, while ensuring a level of security that meets even the highest client expectations.
