Running a law firm isn’t easy—we know that firsthand. Over the years, we’ve spoken to many lawyers, from solo practitioners to small firm owners, who share the same frustrations: Too many repetitive tasks, not enough time for clients, and the constant challenge of staying competitive. That’s why we created this checklist—to help you overcome those hurdles and thrive in 2025.
To help you get started, we’ve put together 12 actionable suggestions that you can implement today. Whether you’re looking to streamline your workflows or build a scalable tech stack, we’ve got you covered.
Hot tip: Don’t feel the need to tackle everything at once. Start by identifying the top three actions that will make the biggest impact for you, your firm, and your clients, and focus on just those.
1. Streamline your workflows
How much of your day is spent on repetitive tasks? Client intake forms, document drafting, appointment scheduling—it adds up fast. By streamlining these workflows, you can save hours each week, reduce errors, and refocus on delivering top-notch legal services.
Pro tip: Use automation to handle routine tasks. Tools like Smokeball can generate documents, manage templates, and even track communication history automatically, so you’re always one step ahead.
2. Take control of your time
Your time is your most valuable resource. Without efficient time management, even the most talented lawyers can feel overwhelmed. The key is having tools that simplify how you track, allocate, and optimise your time.
Checklist item: Look for legal-specific time-tracking tools like Autotime that seamlessly integrate into your daily workflow. Whether you’re at your desk or in court, mobile-friendly tracking ensures no billable hour is left behind.
Bonus: Use calendar blocking to reserve focus time for critical tasks and set reminders to ensure you meet deadlines without the last-minute scramble.
3. Simplify client communication
Clients demand fast, transparent communication. If they feel left in the dark, trust erodes quickly. A secure, centralised client portal can transform how you manage client interactions.
Modernise it: Enable text and email reminders to keep clients informed about appointments, case updates, and outstanding documents. Features like automated follow-ups can significantly reduce back-and-forth emails, leaving you more time to focus on the law.
4. Upgrade your billing game
Few things are more frustrating than chasing unpaid invoices. Your billing process should be seamless for both you and your clients. Digital billing systems that offer online payments, automated reminders, and payment plans make the process much easier.
Bonus insight: Offering multiple payment options can improve cash flow and client satisfaction. Imagine a client paying their invoice at midnight because they received a gentle reminder and clicked “Pay Now” from their phone.
Pro tip: Smokeball’s billing features not only generate detailed invoices but also provide analytics to track your firm’s financial health in real time.
5. Prioritise data security
Cybersecurity is non-negotiable in today’s legal landscape. With sensitive client data at stake, you need robust systems that prioritise security without compromising usability.
Quick win: Adopt a cloud-based system with automatic backups and encryption. This ensures your data is protected even if your physical office is compromised. And don’t forget two-factor authentication—it’s an easy step that can block unauthorised access.
Extra tip: Regularly review your software provider’s security certifications to ensure compliance with legal and data privacy regulations.
6. Go paperless
Moving to a paperless office is practical. Beyond reducing clutter, digitising your records saves time and improves accessibility. No more rifling through filing cabinets when you can search for a document with a click.
Green tip: Paperless systems contribute to sustainability, aligning your firm with eco-conscious values that resonate with modern clients.
7. Keep an eye on analytics
Metrics aren’t just for large firms. Tracking data like client acquisition costs, case outcomes, and revenue per matter can provide valuable insights into your firm’s performance. Most importantly, analytics can help you pinpoint which matters are costing you money or where you might need to adjust fixed fees. Developing healthy habits, like regularly reviewing time spent versus time billed, ensures your charging is accurate and sustainable, setting your firm up for long-term success.
Action item: Invest in software that provides detailed dashboards. With Smokeball, for example, you can access data visualisations that make understanding your firm’s financial and operational health simple.
Pro tip: Use these insights to adjust your strategy quarterly. Small tweaks can lead to significant gains.
8. Build a scalable tech stack
Think of your tech stack as the foundation of your law firm. It needs to support you now and grow with you as your firm evolves. Choosing tools that integrate seamlessly and offer scalability is essential. It’s time to run a stocktake of everything your firm is using, it all adds up which costs you money, becomes a headache to manage, or you spend most of your day flipping between screens.
Think ahead: Prioritise software that supports integration with other tools you already use. This ensures a smooth transition as your needs expand, whether that’s adding new team members or handling more complex cases.
Extra insight: Scalable tools aren’t just for growth—they’re also a safety net when the unexpected happens, like a sudden increase in caseloads or changes in client needs.
9. Prioritise work-life balance
It’s easy to let work consume your life, especially in a profession as demanding as law. But burnout isn’t sustainable. By implementing boundaries and leveraging tech to reduce manual workload, you can reclaim your personal time.
Self-care: Use scheduling tools to carve out non-negotiable personal time, whether it’s for family, exercise, or just unwinding. A well-rested lawyer is a better advocate for their clients.
Quick win: Automate reminders for tasks and use collaborative tools to delegate effectively within your team.
10. Commit to continuous learning
The legal industry is constantly evolving. Keeping up with changes in legislation, emerging trends, and new technologies is crucial to staying ahead of the competition.
Pro move: Attend webinars, join online communities, and complete certifications that align with your practice area. Make full use of in-app training or resources to keep your experience and skills sharp. Hint: Our 2025 State of Law report is coming in a few weeks. Stay tuned to get the latest insights about the legal industry and how to stay ahead this year.
Long-term strategy: Create a yearly learning plan for you and your team to ensure everyone is aligned with the latest best practices and technologies.
11. Focus on client experience
Happy clients lead to repeat business and referrals. Create a client experience that stands out by leveraging tech to provide transparency, accessibility, and ease of use.
Quick tip: Automate feedback collection to understand what your clients value most. Use their insights to continually refine your service offerings.
12. Plan for growth
Growth doesn’t happen by accident—it’s the result of intentional strategies. Map out where you want your firm to be in one, three, and five years. Then align your tools, team, and processes to achieve those goals.
Action item: Use legal practice management software to project revenue, monitor KPIs, and track progress toward your growth milestones.
Ready to check all the boxes?
Success in 2025 starts with the right tools, strategies, and mindset. By implementing this checklist, you’re setting your firm up for smoother operations, happier clients, and sustainable growth.
Take the first step today and see how Smokeball can transform your practice into a powerhouse.
