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email management for law firms

Remote Working & Effective Email Management – Response to Covid19 for Law Firms

Post by Admin , May 07, 2020.

COVID-19 continues to impact on a large number of businesses and the legal industry is no different. Unless the decision has been made to furlough employees, the majority of law firms will be forced to have their staff work from home. Whilst ‘homeworking’ has increased in prevalence, it is still a fairly new practice for the legal industry in general, even though many law firms already have a lot of the elements available that will allow them to do so. Visibility, compliance and efficiency are all huge factors that firms need to assess under these new working practices.      

When it comes to productive and organised case progression, email management is one of the most important factors to consider. Now, even more so, it will be vital for a law firm and the mangers of fee earners to be able to track client/fee earner communication and ensure this is being done correctly and that nothing is missed.

Emails will continue to be one of the most common forms of communication between clients and fee earners. However, the fear is that law firms, their owners and management lose visibility of email traffic coming into and leaving their firm. With an increased number of staff members having remote access to their emails the task of monitoring the content of emails and supervision becomes extremely difficult and you are reliant on staff to record all communication directly to their case management system.

All law firms need support with managing their firm's day to day tasks. When difficult tasks can be automated, the day to day management and regulatory requirements become less onerous.

Rubix MailMinder provides law firms with a cost effective solution to solve this problem, it is a powerful automated business tool for the management of all emails into and out of the firm. It works directly with your case management system, providing visibility and efficiency solutions to law firms, even when working remotely.  It works seamlessly, without impacting on users, providing 24/7 monitoring on all devices.

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 or mobile experience, 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 set requirements of each firm.

MailMinder + - As an extension of the standard MailMinder solution, MailMinder + will also interact with the firms history of a particular case on their case management system and post to that history a copy of any outgoing or incoming email that has not already been stored. 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 email management system has been developed with law firms in mind to address obvious issues arising from advancements in technology, allowing law firms and their owners to gain back control.

To speak with one of our team about this solution or to arrange a demo, please call 0203 947 3695 or email

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