Introduction
Artificial intelligence tools are flooding the legal market, promising to streamline tasks from document review to practice management. For law firms, choosing the right AI tool requires careful due diligence, balancing innovation with the profession’s strict confidentiality and reliability needs. Lawyers have an ethical duty to safeguard client information and maintain competence with technology, so selecting an AI vendor isn’t just an IT decision, but also a professional responsibility.
Here are some key considerations when choosing to onboard an AI platform for your firm.
Questions to Ask AI Vendors
It's important to vet AI tools to properly assess the background, usage, support, pricing, and other crucial pieces of information to see how the tools fits within your firm. Consider the needs and gaps that you are seeking to address and ask vendors specifically what the AI tool will specifically do to help your firm. Here are some questions we recommend asking providers:
What legal tasks or use cases is this AI tool designed for and what problem does it solve? - Many providers claim that their product can do many things for a firm, but it's important to consider whether the tool would have a purpose for your firm. Ensure that the vendor can thoroughly explain how their product can fulfill a need (case review, billing, research, etc.) and how the A.I can do it more effectively than a regular employee. Additionally, you should find out how their product differentiates itself from other tools that can perform the same task to compare your different options in the market.
How well does the AI integrate with existing software and your current workflows? - Adopting a new tool should enhance your operations, not disrupt them. Some AI tools integrate directly with some existing systems that you may already be using. For example, Billables AI integrates with a variety of everyday work software such as Outlook, Google Drive, Microsoft Office, Clio, and more. When a tool integrates with your current tech stack, you won't have to worry as much about constantly checking if the product is in use and it allows for a seamless transition process with onboarding. It's best if jumping into a new AI tool allows you to build upon your current work environment rather than forcing you to jump into a completely new one.
Does the vendor offer dedicated support or training on the use of the tool? - Since AI is rapidly evolving and can be quite difficult to grasp, it is important for the vendor to be a partner and help with training, support, and onboarding to help adjust new users to their platform. Check to see if there are any resources, help centers, or dedicated support teams aimed at improving your experience.
What is the pricing structure for the use of the AI tool? - Pricing structure is essential for any law firm to know when adopting any product. Some AI tools offer prices based on user, per seat, or per document, while others offer different package options to get varying features. It's important to pick the pricing structure that best supports the size and capabilities of your firm to ensure that it's a good investment. Many companies offer free trials and demos for their products to allow firms to see if it is something scalable with your firm.
Does the AI adhere to the firm's privacy and security standards? - The ABA's Guidelines regarding the confidentiality of information clearly define a lawyer's responsibility for the confidentiality of client information, which can be at risk in today's highly technological world. It's important to ask vendors about their privacy and security policy before making a purchase to ensure that any sensitive information is handled safely and that you have greater control over your data. Consider inquiring about encryption, monitoring, and other measures that the vendor takes to keep your data out of the wrong hands.
A strong relationship with the vendor streamlines the purchasing process.
Evaluating AI Tools: From Pilot to Purchase
Selecting an AI solution is never a single decision but a series of steps that a firm takes before committing. Here are some steps to consider when taking on an initial trial.
1. Define the success criteria - What do you wish to achieve from onboarding an AI tool to your firm? Is it saving 40% less time on billing? Improving accuracy in legal research? Reducing document review costs? Always keep measurable success metrics in mind when researching AI tools, as success looks different for every firm and not every firm might need the same tool to meet its targets. Having concrete goals allows you and your team to easily agree on justifying a significant investment.
2. Run a trial/pilot - Many legal tech vendors accommodate pilots, trials, or other programs to help introduce firms to their product. During the pilot phase, use realistic data and scenarios to assess the capabilities and limitations of the products. This is your chance to clarify any questions with the vendors and envision how the product would function in the day-to-day setting of your firm.
3. Gather Feedback - Regardless of the size of your firm, it is important to collect feedback from all trial users and consider onboarding more before making a final decision. Ask if the tool was intuitive, if it worked as promised, and if it actually met the expectations of users. Often, tools may work but may be too complex or require extensive training to fully reap the benefits. This may even discourage professionals from using it, as time-sensitive and important tasks may not allow any room for failure. Be sure to relay this feedback to the vendor to see if they can address any concerns.
4. Evaluate - This is the time to consider if the success criteria were fulfilled and to reflect on the experience you had with the trial. Is there a noticeable difference between how work was conducted before and after the trial? Is the difference worth the extra cost? An important thing to consider when using AI is if it performed a certain task at the same level or more efficiently than a human. AI can occasionally make mistakes and it's important to determine the reliability of the tool. Use both qualitative and quantitative analysis to make your final call.
5. Purchase - If you decide to move forward with the tool, ensure a smooth transition and integration with your workflows. For larger firms, this might involve having the product onboard in phases or testing its use for one type of matter for some time. It's important to inform team members of the uses of the tool and ensure all members are well aware of how to use it and can get their questions answered by knowledgeable staff. Continue to maintain a strong relationship with the vendor, as updates and changes to the product might affect workflows and troubleshooting.
Our Commitment
At Billables AI, we are committed to establishing strong partnerships with firms that value transparency, robust security, and support. We believe that open communication is vital for firms to learn more about our product and we are open to addressing all questions and concerns you may have. We are serious about security and have dedicated systems in place to help protect your information and data. We stay connected with our current users to keep them updated about changes and continuously provide support to help save time on billing.
Interested in learning more about how our legal AI tool can help your firm? Sign up at the bottom of this page to learn more or set up a trial!
