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Rubix MailMinder - New Business Conversion

Post by Admin , Jun 21, 2018.
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It is a common problem in Law Firms that the systems for managing and controlling new business enquiries are flawed.

Most Law Firms, like any other business use their website for generation of new business and rely on the email system to capture enquiries through direct mails from the site to an info@ box or an online enquiry form.

Firms must expect a return on their marketing investment and that can only be achieved by harnessing every enquiry into the business and converting it.

Often manual systems are relied upon with little or no visibility of new enquiries with full reliance on administration or secretaries to monitor email boxes and pass the enquiries to the relevant person for handling.

MailMinder takes a manual process and automates it.

Through using MailMinder, any email or online enquiry about new business will be identified and action taken. Through doing so, a Law Firm is assured that any new business enquiry will be handled effectively and monitored to its conclusion. 

Some examples of how MailMinder helps firms win new business: -

  • A client sends an email to a new business mailbox or completes an online enquiry form. MailMinder will automatically take action by forwarding that email to the appropriate person in the firm to manage. It can also notify an administrator to open a new enquiry on the case management system. As necessary a Manager or Partner can be notified of the email as aback up. When the member of staff responds the Manager or Partner will be able to see the response to confirm the enquiry has been actioned. The action is taken regardless of the time the email arrives, whether the office is open or closed.

  • An email arrives where a client has requested a quotation or assistance with a new instruction. The fee earner is on holiday. The word quotation or new instruction is recognised. That email is identified and action taken ensuring that the appropriate person receives the email and is actioned.

  • A new quotation is sent out by a case handler but the case management system has not been updated with a copy of the email or the fee earner has not opened an enquiry on the system. MailMinder will either post the email to the history on the file or, where there is no match will notify a practice manager that a new enquiry file has not been opened on the system for action to be taken.

Rubix MailMinder has two levels: -

MailMinder - A software solution that attaches itself to a firms email exchange server and reads all communication that passes through it. The software does not impact on the user’s desktop experience of their email but as it sits at server level (both local and cloud). Due to this, MailMinder will monitor, based on a set of rules and indicative keywords, all email traffic to and from the firm. The system will then take action based on the requirements of each firm.

MailMinder + - As an extension of the standard MailMinder solution, MailMinder + will also interact with a firms history on their case management system and post to that history a copy of any outgoing or incoming email that has not already been store.  Through doing so, firms can be assured that all correspondence attaching to a case file will be recorded properly in the appropriate order providing full visibility to all across the firm.

The MailMinder solutions have been developed with law firms in mind to address obvious issues arising from advancements in technology and to put law firms and their owners back in control.

The system is simple to use and easy to programme with users and keywords managed from a central dashboard that can be operated within a firm.

MailMinder is an effective tool for ensuring that a law firm controls and manages all email communication.

Other benefits of Mail Minder Include : -

  • Fraud Prevention

  • Quality Control

  • Regulation Compliance

  • Visibility of all email communication from desk tops, smart phones and tablets

  • Automation of otherwise manual processes

  • Saves time on supervision

  • Ensures full case history on a case management system

  • Improves time recording efficiency

MailMinder provides law firms and their owners with peace of mind. It works silently and effectively within a firm and is fully scalable.

With pricing from as little at £8 per monitored mailbox per month MailMinder provides firms of all sizes with a cost effective solution to improve their business operation.

For a Demonstration of MailMinder you can email Rubix at or call us on 0203 947 3695

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