Microsoft’s third version of SharePoint is called Microsoft Office SharePoint Server 2007 or ‘MOSS’ for short. Larger firms have been using SharePoint for some time but smaller firms have generally not had the resources to do so. The latest release of SharePoint Server may enable them now to close the technological divide.

Here are some of the ways that SharePoint can be used by smaller and medium-sized law firms.

1. As an intranet portal

Many law firms have a file server or an intranet solution where solicitors will file information, as well as on their own PCs and email systems. However, as the volume of information grows, it becomes harder to find the specific items needed. Information is also very disconnected, with no way to display everything from one single interface.

SharePoint can provide a firm with a single portal for solicitors to access all information held on existing disparate systems. It consolidates all this data and information into a centralised database and therefore makes it much easier to share information. For example, a structure can be set up to reflect a firm’s current departments. Information can then be placed in the appropriate areas and also secured so that only the users for those areas can contribute and read the information. The intranet is also the perfect place to post weekly reports, memos and goals.

The calendar feature of the intranet is also of considerable interest. For instance, key dates for items such as practice or insurance renewals can be added with a reminder to all relevant employees.

Importantly, the search facility on SharePoint makes it possible not only to search through content and documents on the intranet, but also to search through external content such as documents on the server, emails, selected web sites and third-party sources and file types. You can also search for people and their relevant expertise. In the latest version, search results are rendered more clearly, hits are highlighted, duplicate entries are collapsed, and synonyms are suggested. Security features allow users to access only those resources for which they have permission.

2. Knowledge management

Knowledge management is critical to the legal sector and SharePoint provides law firms of any size with the right technological platform to capture, distribute and share knowledge.

SharePoint allows many entry points into the firm’s knowledge resources by integrating email, tasks and other applications. Knowledge management is also enhanced by teamwork and collaboration features such as version control and workflow routing.

A know-how section can be created on SharePoint so that people can find relevant information and add information themselves. When using MS Word, solicitors can save documents straight to the know-how area, as well as add any useful websites or information relevant to their own areas of expertise. Employees can also easily search and view the profiles of in-house solicitors, or see information on recommended barristers or other suppliers.

3. Teamwork and Collaboration

The teamwork space allows a team to collaborate on documents, communicate via discussion boards and link to research from the web. Therefore a truly integrated specialist site can be built that is central to the team’s success. This facility is particularly useful for firms operating across multiple locations.

SharePoint can be also be used in conjunction with the Groove functionality available in Office Enterprise or Ultimate 2007. Groove is a collaboration software program that brings teams together to work on project activities and share information. For more information on Groove, see office.microsoft.com/en-gb/groove/HA101680011033.aspx.

An example of Office Groove 2007 in action

A solicitor in a small firm creates a Groove workspace on his computer and sends invitations to join the workspace to key people in his team. When they accept his invitation, each person receives a copy of the workspace, which is stored on each of their computers. Office Groove 2007 helps ensure that all copies of the workspace stay in sync every step of the way.

4. Case management

Although Microsoft does not promote SharePoint for case management as such, SharePoint can provide a platform to create and manage client projects, such as the “filing” of all relevant documents and information, including emails, to each client project. The functionality is not as specialised as specific case management software. However, it is a viable alternative for firms who do not have a case management system or require more integration of cases and business process management with other information and data in the firm. Firms with larger budgets can set up SharePoint to offer unique features such as alerting clients or internal staff that an action is needed or set up automated workflow processes.

5. Forms driven processes

SharePoint can help boost productivity by streamlining everyday business processes with easy-to-use, intelligent, XML-based electronic forms that integrate smoothly with existing systems. Browser or web-based forms can be created that capture information about a process such as expense claims. The employee would type in information about the expense, data would be validated to make sure all relevant fields were filled out and then the form would be submitted to the relevant person to approve online.

In addition, the forms could be used to gather information from clients in a consistent and usable format. Clients would be given access to a secure area where they can submit all relevant information to their case using online forms. This not only saves administration time but also ensures that the information is correctly completed.

6. Business intelligence

SharePoint provides good business intelligence capabilities with new reporting and dashboard features combined with Excel Services to deliver corporate data in a simple and usable format. This allows users to share, control and reuse business information.

Cost

SharePoint costs from £3,000 for the SharePoint Portal Server license, as well as approximately £50 per user license. The cost of set-up, customisation and upgrading to Microsoft Office 2003 or higher, also needs to be included in the budget. You also need a SQL Server license for the back-end database.

Summary

SharePoint is a cost-effective solution that provides a multitude of features and tools so that a law firm only needs to invest in one integrated platform, instead of several separate and fragmented systems.

A well-designed SharePoint solution enables users to have the resources they need to create smarter decisions and to work more efficiently. There are no more islands of knowledge and instead people can easily come together to collaborate and share ideas. Improvements can also be made in terms of customer and partner loyalty by providing them with access to resources they can use for conducting smooth business transactions.

Katya Linossi is a consultant for ClearPeople Ltd who provide web consulting, design and development services.

Email klinossi@clearpeople.com.

See also two articles from earlier newsletters:

Microsoft’s Sharepoint – what is it and what can it do for you? by Alastair Morrison, January/February 2006 and

Case study from a small firm by Laurence Kaye, Julian Baker and Alastair Morrison, March/April 2006.