TLOMA Today

As the TLOMA 2025 Conference Chair, I'm super excited to invite you to this year's TLOMA Conference & Trade Show. Whether you're a regular attendee or thinking about joining us for the first time, this year’s conference is going to be an amazing experience jam packed with learning, networking, and inspiration.

If you haven't been to the conference before, let me give you a sneak peek. The TLOMA Conference is more than just an event; it's a lively community where legal management pros come together to share knowledge, exchange ideas, and make lasting connections. This year, we've got an awesome lineup of speakers and sessions that will leave you inspired and ready to take you and your firm to the next level. The TLOMA Conference Committee has worked meticulously to put together the ultimate agenda to ’Lead the Change’ for your firm!

We're thrilled to have Connie Podesta as the Opening Keynote speaker and Shawn Kanungo wrap things up as the Closing Keynote speaker. Connie is a fantastic speaker known for her engaging and humorous approach to personal and professional development. “Life Would Be Easy If It Weren’t for Other People” is more than just a great title, she will outline how to make life easier with other people! Hands up if you think you can use a session like this!

Shawn is known for his high-energy presentations that will give you and your team an optimistic roadmap for the future. He draws on his extensive experience (12 years with Deloitte, consultant to hundreds of firms and a partner at Queen & Rook) to offer thought-provoking insights and strategies for navigating the future of work and embracing disruptive change. Shawn will close the conference and leave you energized to lead you and your firm to a positive future.

Watch for Mondays with Michelle on the Forum, TLOMA Social Media, the Conference website and your emails for information about other workshops and sessions. The Conference Committee Team is looking forward to putting on a “TLOMA Conference 101” lunchtime webinar sometime late Spring – stay tuned for those details!  If you have any questions or ideas about conference, please reach out to me directly – always happy to discuss Conference!

Every year TLOMA begins March with a new Board of Directors. The "changing of the guard" took place this past Thursday, February 27. I am honoured to serve as the new TLOMA President. I am not "new" to many members as I have been involved in TLOMA for many years. I look forward to meeting the members that I have not met yet, either in person or virtually.

We owe heartfelt thanks to the Directors who are leaving the Board, who have devoted time, commitment and dedication to serving the members of TLOMA. Brigitte Mulder (Past President), Samantha Scimmi (Conference Chair) and Simone Knott (Communications Coordinator) have made significant contributions to the success of  TLOMA.

The new Board consists of Pat Carrano (Past President), Ava Isaacson (Vice President), Farzad Boreyri (Treasurer), Michelle Bilboe (Conference Chair), Sulai Chan (Education Coordinator) and Myself as President.

During 2024 we had a Membership Task Force that worked to find initiatives that would benefit the Association's members. Thanks go to Mary DaRosa, Nicole Sparkman and Karen Gerhardt for their dedication.

The Conference Committee has been hard at work securing an amazing slate of speakers for the TLOMA 2025 Conference & Trade Show being held at White Oaks Resort and Spa in Niagara-on-the-Lake, from September 16-19, 2025. Be sure to take advantage of early-bird pricing and register for this extraordinary professional development opportunity! This Conference is where you get to meet and network with your peers and Business partners. I hope to see you there.

TLOMA has welcomed many new members to the fold over the past few months. On Thursday, February 6, I had the pleasure of meeting some of these members at the first of two New Member Lunches to be held this year. This lunch provides an opportunity for new members to connect with one another and meet some of the Board members.

I encourage you to get involved in the Association, either by attending Special Interest Group seminars (in person or virtually), contributing to the TLOMA Forums, participating in the annual Compensation Survey, attending Networking events, and the Annual TLOMA Conference. The more you participate the more you will reap the benefits of TLOMA membership.  I look forward to catching up with as many members as possible in the year ahead! Please feel free to drop me a line: lmcneely@laxtonglass.com.

Before we can delve into the possible impact of a tariff war on small to mid-size law firms in Canada, we need to back up and agree on some simple facts about tariffs.

A tariff is a tax imposed by a government on imported or exported goods. The intent of tariffs is often not driven by  the stated intention of the government and can include:

• Making imported items less competitive with domestic goods and encouraging the purchase of domestic goods;
• Generate revenue for a government looking to finance some unrelated activity;
• Regulate trade imbalances between countries, including retaliation for perceived unfair trade practices;
• Protection of struggling domestic industries; and
• Retaliate for some perceived slight by another country.

Tariff Definitions

The three main types of tariffs executed by the government are:

1.  Specific Tariffs: A fixed fee based on the physical units of an imported good (e.g., $100 per ton).

2.  Ad Valorem Tariffs: A percentage of the value of the imported good (e.g., 10% of the total value).

3.  Tariff Rate Quotas: A combination of both that allows a certain quantity of goods to be imported at a lower tariff rate, with higher rates applied to imports beyond that quantity.

A truism that has stood the test of time is that a tariff is a tax and frequently does not result in lower costs for the consumer, especially when the domestic product bears a higher price than the imported goods.

Impacts

One of the direct impacts of a tariff war is the re-awakening or renewal of nationalism at all levels, including    government, corporations, and individuals. This nationalism can have both positive and negative consequences depending on its expression and context. Like any emotional outpouring, extreme nationalism can contribute to exclusionary practices, xenophobia, and conflict with other nations or groups.

There are likely to be a number of impacts on small to mid-size law firms in Canada as a result of any prolonged tariff war with the USA. In keeping with the motto, “never waste a good crisis,” firms need to brainstorm and explore potential opportunities.

Opportunities

The opportunities that may exist (and firms need to seek out proactively) could include:

• Consult with local businesses to assess their exposure to tariffs and custom import/export regulations and develop strategies for mitigation.
• Advise clients on possible business adjustments that could include corporate restructuring, mergers, windups, etc.
• Renegotiating contractual obligations, including supply chains, sales contracts, credit agreements, etc.
• Guiding clients on employment law and labor relations as a result of business adjustments.
• Collaborating with other professional services firms (accountants, lobbyists, larger law firms, etc.) to be able to offer a complete package of services.
• Developing top-of-mind / expertise in specific industry sectors (e.g., farming, transportation, energy, etc.).
• Protecting clients’ intellectual property in light of the possible shifts in trade dynamics.
• Mediating marital arrangements as consumers who will face increased costs may be unable to make support payments or stretch out support payments.

A note of caution overall: while some law firms may benefit from increased work related to trade issues and compliance that can arise from a tariff war, the potential for economic strain on your client base could also pose significant challenges for small to mid-sized law firms in Canada.

The key is to pursue a strategy proactively that emphasizes your firm’s strengths.

Business as usual is no more. The traditional workplace has been transitioning for more than 30 years, with the advent of computers and a host of other innovations changing the way people work and what they do each day. Automation allows organizations to streamline their workflow, eliminate mundane tasks and reduce manual labour. What was a slow shift to remote work accelerated with the pandemic and heightened the need for work-from-home (WFH) initiatives, cybersecurity awareness and defense, unified communications and cloud computing.

According to Global Workplace Analytics, businesses can save more than $11,000 per employee per year in real estate and utility costs, absenteeism, turnover and productivity by adopting WFH policies (Global Workplace Analytics, https://globalworkplaceanalytics.com).

In areas where commercial property and living expenses are high, those savings could be substantially higher. Employees gain back part of their lives and pay no gas or parking expenses.

There is no reason for businesses to wait for another pandemic to prepare for the next new normal. With a host of available technologies, including cloud services, mobility solutions, cybersecurity measures, remote monitoring and management, and productivity tools, as well as co-managed IT options, it is easier than ever to revolutionize the workplace for any size company.

The Workplace of Tomorrow

When intelligently designed and professionally implemented, the new norm can be a significant business enhancer. Several other factors support the movement toward flexible workplaces. First, small business organizations can exponentially grow their pool of potential employees by recruiting in distant geographic regions. Rather than compete with enterprise organizations for quality talent, especially with all the unknowns that businesses face today, from the global pandemic and natural disasters to increasing government regulations, the value of IT systems and support has never been higher.

In the GTA and larger metropolitan areas, smaller businesses can cast a wider net for similarly, if not more highly, gifted employees. Remote work options help companies attract those highly skilled professionals who may not want to leave family and friends or prefer not to relocate due to financial hardships or other quality-of-life choices. Casting a wider geographic net also allows companies to attract a more diverse workforce. Bringing in people with different backgrounds and customs can spur new ideas and encourage strategic planning.

Economically challenged cities and rural areas are great recruiting areas for companies with job openings where remote work is an option. Of course, applicants must meet specific criteria to qualify, including a work location with minimum internet speeds and other lines of communication.

Employee satisfaction is another opportunity in the new norm. A recent survey found that 77% of respondents appreciate the flexibility of working at home, with 69% indicating satisfaction with their well-being in a WFH situation (Global Workplace Analytics’ Global Work-from-Home Experience Survey https://globalworkplaceanalytics.com/globalwork-from-home-experience-survey).

Quality IT Systems Are Essential

The latest generation of communications platforms includes voice, video and text. Email remains the business standard, and many of the new options can leverage those systems to deliver messages in multiple formats, including hosted VoIP (Voice over Internet Protocol). Whether employees work from home, in a corporate office or flexible workspace, or from the road, these technologies allow them to talk, share information and collaborate seamlessly.

Some organizations may need to upgrade their infrastructure to attain those capabilities. For systems to operate at peak performance levels, with secure connections to the cloud and other

platforms, reliable networks are a must. Qualified personnel should evaluate internet speeds, bandwidth and basic security precautions, and additional protection measures should be put in place before remote teams can access any systems behind the corporate firewall.

Companies that steadily invest in new Information Technologies and consistently reevaluate their employee work environments typically reap higher profits and experience less turnover than less proactive competitors. Those costs of improvements are offset by the benefits, including greater efficiency, higher customer and employee satisfaction, and lower expenses.

The best option for small businesses is to contract with a reputable managed services provider (MSP) who has the expertise and tools in order to manage and protect their IT resources virtually anywhere. Remote work environments require constant attention, and your MSP should be able to react quickly but also be proactive, helping them avoid problems in the first place. Without monitoring, management and ticketing systems in place, and skilled IT professionals available to assist, it is all too easy to overlook potential cybersecurity threats or systems issues.

Time tracking has long been a necessary yet tedious task for lawyers. Whether billing hourly or tracking time for internal reporting, accurately capturing work has always been inefficient and prone to error. As AI-powered tools reshape legal operations, AI time tracking has emerged as a game-changer—but is your firm ready to adopt it?

A Brief History of Time Tracking

Traditionally, time tracking relied on manual entries, handwritten logs, or spreadsheets. Over time, law firms adopted software-based solutions such as integrated timers and digital timesheets. While these tools improved accuracy, they still required significant effort and remained susceptible to human error.

What Makes AI Time Tracking Different?

Unlike traditional methods, AI time tracking automates time capture using machine learning to analyze emails, documents, meetings, and casework in real time. These tools recognize patterns and automatically assign work to matters without disrupting workflows. By eliminating the manual effort involved in tracking time, AI allows lawyers to focus on their cases rather than administrative tasks.

Key Benefits of AI Time Tracking

• Greater Accuracy: AI helps recover missed billable hours—firms report a 15–30% increase in billable time captured per month.
• Time Savings: Automating time tracking reduces manual entry, saving lawyers 3–8 hours per month.
• Revenue Growth: Firms implementing AI time tracking firmwide see 5–10% increases in overall revenue, directly impacting profitability.

Legal professionals rely on technology to manage cases, communicate with clients, and safeguard sensitive information. However, IT issues can cause serious disruptions, impact security, and even lead to compliance violations.

In this guide, we’ll explore the most common IT problems in law firms, their impact, and how to prevent them. Whether you run a solo practice or a large firm, understanding these issues will help you maintain a secure and efficient legal practice.

1. Cybersecurity Threats & Data Breaches

Why Cybersecurity is Critical for Law Firms

Law firms are prime targets for cybercriminals because they store highly sensitive client data, including financial records, personal identification, and confidential case details. A single security breach can lead to severe financial losses, reputational damage, and even legal consequences.

Common Cybersecurity Threats Faced by Law Firms

• Phishing Attacks – Fraudulent emails trick staff into sharing confidential data.
• Ransomware Attacks – Hackers encrypt files and demand payment to restore access.
• Insider Threats – Employees or former staff members misuse or leak data.
• Unsecured Email Communications – Sending unencrypted legal documents can expose sensitive information.

How to Prevent Cybersecurity Breaches

✔ Implement Multi-Factor Authentication (MFA): Add an extra layer of security for accessing critical systems.
✔ Encrypt All Client Data: Secure sensitive files with strong encryption protocols.
✔ Use Secure Email & Communication Tools: Adopt encrypted email solutions and client portals.
✔ Conduct Regular Cybersecurity Training: Ensure staff can identify phishing scams and cyber threats.
✔ Perform Frequent Security Audits: Work with cybersecurity professionals to identify vulnerabilities.

2. Slow or Unstable Internet Connection

Why Internet Reliability Matters in Law Firms

A poor internet connection can slow down legal research, delay case filings, and disrupt virtual court hearings. In today’s digital-first legal environment, reliable high-speed internet is a necessity.

Common Causes of Slow Internet in Legal Offices

• Outdated routers and modems
• Overloaded Wi-Fi networks
• ISP throttling during peak hours
• Poor office layout affecting Wi-Fi signal strength

How to Fix & Prevent Connectivity Issues

✔ Upgrade to a Business-Class Internet Plan: Ensure your firm has sufficient bandwidth to handle daily operations.
✔ Use Wired Ethernet for Critical Devices: Ethernet connections provide more stability than Wi-Fi.
✔ Optimize Router Placement & Wi-Fi Extenders: Place routers centrally and consider a mesh Wi-Fi system.
✔ Monitor Network Traffic: Identify devices or applications consuming excessive bandwidth.

3. Data Loss & Poor Backup Practices

Why Law Firms Cannot Afford Data Loss

Losing case files, contracts, or client records due to accidental deletion, ransomware, or hardware failure can be catastrophic. Without a proper backup strategy, law firms risk non-compliance with data protection regulations.

Common Causes of Data Loss in Legal Practices

• No automated backup system in place
• Storing critical files only on local devices
• Relying on outdated backup methods

How to Implement a Strong Backup & Recovery Plan

✔ Follow the 3-2-1 Backup Rule: Keep 3 copies of data (primary + two backups), stored on 2 different media, with 1 offsite.
✔ Utilize Cloud-Based Backup Solutions: Secure client files in a compliant cloud storage environment.
✔ Test Data Restoration Regularly: Ensure you can recover data quickly if needed.
✔ Implement Disaster Recovery Planning: Develop a plan for business continuity in case of data loss.

4. Software Compatibility & Integration Issues

The Challenge of Using Multiple Legal Software Platforms

Legal professionals use various tools for case management, billing, document storage, and client communication. However, when these systems don’t integrate well, it leads to inefficiencies and data entry errors.

Common Legal Software Problems

• Outdated software that lacks essential integrations
• Manually transferring data between systems
• Lack of automation leading to inefficiencies

How to Fix & Prevent Software Issues

✔ Use Integrated Legal Practice Management Software: Solutions like Clio, MyCase, and PracticePanther streamline case and client management.
✔ Check Software Compatibility Before Upgrading: Ensure new tools integrate with your existing systems.
✔ Automate Workflows Where Possible: Reduce repetitive tasks by integrating automation tools.

5. Outdated Hardware & Equipment Failures

Why Hardware Maintenance is Essential

Slow computers, failing printers, and outdated servers can disrupt workflow and frustrate employees. Keeping hardware up to date ensures smooth operations.

Common IT Hardware Issues in Law Firms

• Aging computers and office equipment
• Running outdated operating systems
• Frequent printer failures or paper jams

How to Upgrade & Maintain IT Hardware

✔ Replace Computers Every 3-5 Years: Ensure systems can handle modern legal software.
✔ Use Cloud-Based Servers Instead of In-House Servers: Reduce maintenance costs with scalable cloud solutions.
✔ Schedule Routine IT Maintenance: Prevent failures with proactive inspections and updates.

6. Compliance & Legal Tech Regulations

Why Compliance Matters for Law Firms

Legal firms must follow strict regulations regarding data privacy and cybersecurity, such as GDPR, HIPAA, and ABA guidelines.

Common Compliance Risks

• Lack of encryption for client data
• Poor data retention policies
• Failure to meet cybersecurity standards

How to Ensure Compliance in Your Law Firm

✔ Conduct Regular IT Compliance Audits: Identify and fix compliance gaps.
✔ Implement Secure Communication Tools: Use encrypted email and document-sharing platforms.
✔ Train Employees on Data Security: Ensure everyone understands compliance best practices.

7. Poor IT Support & Frequent Downtime

How IT Downtime Affects Law Firms

Unresolved IT issues lead to lost productivity, missed deadlines, and frustrated clients. A proactive IT support plan ensures smooth operations.

Common IT Support Challenges in Legal Offices

• No dedicated IT team
• Relying on a break-fix approach instead of proactive IT management
• Slow response times from IT providers

How to Improve IT Support in Your Law Firm

✔ Partner with a Managed IT Service Provider: Gain access to 24/7 IT support.
✔ Implement a Ticketing System for IT Issues: Track and resolve problems efficiently.
✔ Use Remote IT Support: Reduce downtime with fast online troubleshooting.

Final Thoughts

Law firms rely on technology more than ever. By proactively addressing these IT challenges, your firm can improve efficiency, enhance security, and ensure compliance.

Law firms are fast paced at the best of times, so the technology you’re using every day should make you more efficient, not slow you down. At the same time, so many Ontario law offices stick with outdated systems because “it still works.”

Here’s the problem: outdated or unsecured technology can end up costing you time, money, and even clients. If you’re constantly dealing with problems, it might be time for an upgrade. Here’s how you can tell if your firm’s legal tech is due for a refresh, and what to do about it. 

1.  Your Systems Are Slowing Everyone Down 

Do your lawyers and staff constantly complain about slow computers, frozen screens, or endless loading times? Are basic tasks (like opening files, searching case records, or running billing software) drawn out due to sluggish systems? This happens at other firms too, mainly due to overall hesitation over investing in new tech. 

The fact is that outdated systems create unnecessary delays. Every minute spent waiting on a system to respond is time that could be spent on client work. And if your team dreads using your tech because it’s clunky or unreliable, productivity takes a hit. 

What to Do 

• Assess your firm’s tech problems. Where are the bottlenecks? What tasks take longer than they should? 
• Adopt cloud-based solutions. They perform faster, updates are automatic, and remote access is never an issue. 
• Take inventory of your hardware, especially computers, and consider upgrading where necessary 

2.  Your Team Can’t Work from Anywhere 

Hybrid and remote work are now standard in legal practice. If your team struggles to access files, collaborate, or communicate securely outside the office, your tech isn’t keeping up. 

Do lawyers rely on personal devices to access firm data? Are emails still the main way documents get shared? These are security risks and workflow inefficiencies that modern legal tech can solve. 

What to Do 

• Adopt cloud-based practice management software so staff can securely access case files from any location. 
• Upgrade your communication tools with secure messaging and video conferencing solutions designed for law firms. 
• Implement a virtual desktop system like the Cloud Office and multi-factor authentication (MFA) to protect remote access. 

3.   Security Risks Are Growing 

Cyber threats are increasing, and law firms are prime targets. If your systems aren’t up to modern security standards, you risk exposing client data. Warning signs include:

• Staff using weak or shared passwords. 
• No multi-factor authentication (MFA) for logins. 
• Outdated software with no recent security updates. 
• Relying on email alone for sensitive communications. 

What to Do 

• Make sure all software is up to date. If your software provider no longer supports your version, upgrade immediately. 
• Use encrypted communication tools for client discussions and file sharing. 
• Train staff on cyber security best practices to prevent phishing attacks and other common threats. 

4.  Your Firm Is Drowning in Paperwork 

If your office still relies heavily on paper files, physical signatures, and manual data entry, your efficiency is suffering. Not only does paper slow everything down, but it also increases storage costs and makes document retrieval a hassle.

Modern legal tech allows for: 

• E-signatures to speed up document approvals. 
• Automated workflows to reduce manual administrative tasks. 
• Document management systems that make it easy to find what you need instantly. 

What to Do 

• Digitize your files with a legal document management system. 
• Implement e-signature tools like DocuSign or Adobe Sign to speed up approvals. 
• Use automation for routine tasks like document generation, invoicing, and scheduling. 

5.  Billing and Accounting Are Manual (or a Mess) 

Are invoices still being prepared manually? Do you deal with frequent billing errors or delayed payments? If your firm’s billing and accounting processes feel outdated, it’s time for a change.  Modern legal billing software automates invoicing, tracks billable hours in real time, and integrates with accounting tools to reduce errors and improve cash flow. 

What to Do 

• Switch to cloud-based legal billing software that syncs with your accounting system. 
• Use automated time tracking tools to ensure no billable hours are lost. 
• Offer online payment options to speed up collections.6.  

6.  You’re Relying on Too Many Disconnected Tools 

If your firm uses multiple systems that don’t talk to each other, you’re wasting time. Manually transferring data between platforms is not only time-consuming but prone to errors. For example: 

• Client data needs to be re-entered in different systems. 
• Documents are stored in multiple locations, making them hard to find. 
• Emails, calendars, and billing don’t sync properly. 

What to Do 

• Look for an all-in-one legal practice management solution that integrates case management, billing, and document storage. 
• Ensure your systems integrate well. If they don’t, consider switching to software that does. 
• Use automation to reduce manual data entry and eliminate duplicate work.

7.  Your Competitors Are More Tech-Savvy 

If other firms are delivering faster service and responding to clients more quickly, you risk losing clients who now expect: 

• Online appointment scheduling. 
• Secure client portals for easy access to case updates. 
• Faster response times through automation and AI-assisted tools. 

What to Do 

• Make client interactions more convenient with online scheduling, chatbots, and client portals. 
• Use AI-assisted legal research tools to speed up case preparation. (Always check the results though!)

Don’t Let Outdated Tech Hold You Back 

If any of these warning signs sound familiar, your firm’s technology isn’t just outdated: it’s also costing you time and money. Investing in modern legal tech improves your ability to serve clients, heightens security, and helps your firm stay competitive. 

Technology should work for you, not against you. If your current systems are causing frustration, it’s time for a change. The longer you wait, the further behind you fall. Is your firm ready to move forward?

At Inderly, we help Ontario law firms upgrade their IT systems to stay competitive. For more information about how our services can transform your practice, head to our website for short informational videos.