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March 25, 2020 legal

Emergency Remote Work Setup for Law Firms

Remote work setup during emergency response

March 2020 changed everything. Law firms need remote work capability now, not in six months after careful planning.

Here's practical guide for getting your law firm working remotely as quickly as possible while maintaining reasonable security.

Immediate Priorities

Email Access

Attorneys and staff need email from home. This is most critical communication tool.

If you have Office 365 or Google Workspace

Good news: email already works from anywhere. Staff just access through web browser or email apps on phones.

If you have on-premise Exchange or other email server

Enable webmail access (OWA for Exchange). This allows email access through web browser without VPN.

Alternative: Consider emergency migration to Office 365. Microsoft is expediting migrations right now.

File Access

Attorneys need access to client files and documents.

If files are in cloud (OneDrive, SharePoint, Dropbox)

Already accessible remotely. Ensure staff knows how to access.

If files are on office server

Need VPN access to office network. See VPN section below.

Alternative short-term: Use file sharing services to move actively needed files to accessible location.

Practice Management Software

Time tracking, billing, case management, calendaring.

If cloud-based (Clio, PracticePanther, etc.)

Already accessible remotely. Just need internet access.

If server-based

Need VPN access or remote desktop to office computers.

VPN Setup

Virtual Private Network allows secure access to office network from home.

Do you have existing VPN?

If yes: Enable for all staff who need remote access. Ensure capacity handles everyone connecting simultaneously.

No existing VPN?

Options:

Cloud VPN Services

Services like Perimeter 81 or OpenVPN Cloud can be set up quickly. Easier than configuring hardware VPN.

Windows Server VPN

If you have Windows Server, it includes VPN capability. Can be configured relatively quickly.

Router VPN

Many business routers support VPN. Check if yours does and enable it.

VPN Client Software

Staff need VPN client software on home computers. Provide clear installation and connection instructions.

Remote Desktop

Alternative to VPN: remote desktop to office computers.

Windows Remote Desktop

Built into Windows. Enable Remote Desktop on office computers. Staff connect from home using Remote Desktop client.

Warning: exposing Remote Desktop directly to internet is security risk. Use VPN first, then Remote Desktop. Or use Remote Desktop Gateway.

Third-Party Remote Access

Services like TeamViewer, LogMeIn, or Splashtop allow remote access to office computers.

Can be set up quickly. Less secure than VPN but faster to implement in emergency.

Security Considerations

Multi-Factor Authentication

If VPN or remote access doesn't already require MFA, enable it. This prevents compromised passwords from providing access.

Endpoint Security

Ensure home computers have:

Not perfect but better than nothing.

Home Wi-Fi Security

Remind staff to use password-protected Wi-Fi, not open networks.

Physical Security

Lock screens when away from computer. Don't leave confidential information visible in video call backgrounds.

Communication Tools

Video Conferencing

Zoom, Teams, Webex. Needed for team meetings and client meetings.

Set up accounts. Train staff on basic use. Send meeting links via email.

Instant Messaging

Slack, Teams, other chat tools. Replace hallway conversations and quick questions.

Phone System

VoIP Systems

If you have VoIP, many systems allow softphone apps on computers or forwarding to cell phones.

Traditional Phone System

Set up call forwarding from office phones to cell phones. Not ideal but works in emergency.

Client Communication

Inform Clients

Let clients know firm is operating remotely. Provide contact information (cell phones, email).

Secure Client Communication

Email isn't secure for confidential information. Consider:

Document Signing

Electronic signature services (DocuSign, Adobe Sign) allow signing documents remotely.

Home Office Setup

Equipment

Staff need basic equipment:

Ergonomics

Working from kitchen table for weeks creates physical problems. Encourage proper desk and chair.

Separating Work and Home

Dedicated workspace helps maintain boundaries. Even if small, having defined work area matters.

Productivity and Management

Regular Check-Ins

Daily or every-other-day team video calls. Maintain connection and coordination.

Clear Expectations

Define work hours, availability expectations, response time expectations.

Task Management

Use task lists or project management tools to track who's doing what.

Trust

Remote work requires trusting staff to work without direct supervision. Focus on results, not presence.

Compliance Considerations

Attorney-Client Privilege

Remote work doesn't eliminate privilege protections. But be aware of who might overhear conversations.

Confidentiality

Take reasonable precautions to protect client confidentiality even when working from home.

Data Security

Client data must be protected. Use secure connections (VPN), encrypt devices, don't leave documents lying around homes.

Common Problems and Solutions

Internet Too Slow

Contact internet provider about upgrading speed. Many providers offering free upgrades during pandemic.

Can't Access Specific Applications

Some applications require specific setup for remote access. Contact vendors for guidance.

Too Many Distractions at Home

Set boundaries with family. Create schedule. Use headphones for focus.

Missing Office Interaction

Schedule virtual coffee breaks or lunch meetings. Maintain team connection.

For IT Support

Prioritize Ruthlessly

Can't solve everything immediately. Focus on what's critical for basic operations.

Document Everything

Write instructions for common tasks. Reduces support calls.

Be Available

Staff struggling with remote access need quick support. Be responsive.

Triage Issues

Critical: can't work at all. Urgent: limited functionality. Routine: works but annoying. Handle in that order.

This Is Temporary (We Hope)

This is emergency response, not perfect solution. Goal is getting firm operational quickly.

When crisis passes, evaluate what worked and what needs improvement for sustainable remote work capability.

What We're Doing

At Robell Technologies, we're helping Arizona law firms implement emergency remote work:

If your law firm needs help getting remote work operational quickly, contact us. We're working extended hours to help practices through this crisis.

This situation is unprecedented. We're all figuring it out together. Focus on getting basic operations working. Iterate and improve as you go.

Stay safe. Stay connected. We'll get through this.