Streamlining Phoenix Legal Services Operations

Case Study: Streamlining Phoenix Legal Operations with Flotek

About Phoenix Legal Services

Phoenix Legal Services, one of the leading UK cost lawyer firms with a key focus on creating success from within their team, has been serving various aspects of the legal profession with a focus on legal costs, auditing, and panel management for nearly 22 years. As they approached this significant milestone, Phoenix Legal sought to address several operational challenges that were impeding their efficiency and communication.

The Challenge:  Fragmentation and lack of collaboration

Before partnering with Flotek, Phoenix Legal faced a number of operational and technological challenges that hindered their efficiency and growth.

• ‍Disjointed IT and Communication Systems: The firm relied on multiple suppliers for their IT and phone systems. This not only resulted in receiving separate bills each month but also created confusion and delays when technical support was needed, as responsibilities were often unclear or overlapping.

• ‍Limited Collaboration and Remote Work Capabilities: Internal fragmentation among staff made it difficult to maintain seamless communication and collaboration. This was especially problematic for remote work, where the lack of unified tools and platforms led to inefficiencies and reduced productivity.

• ‍Scattered Documentation and Poor Integration: Without a centralised system, important documents and information were stored across various platforms and locations. This lack of integration made it time consuming and frustrating for staff to locate the information they needed, ultimately impacting client service and internal workflows.

How Flotek Helped

To address the challenges Phoenix Legal was facing, Flotek conducted a comprehensive audit of the firm’s IT and communication infrastructure. 

‍Integrated Teams Phone System
‍Flotek deployed a Microsoft Teams Phone System fully integrated with Phoenix Legal’s existing Microsoft 365 environment. This unified approach brought IT and communications under a single platform, streamlining operations and reducing the complexity of managing multiple vendors.

Microsoft Teams Rooms
‍To foster inclusivity and collaboration, Flotek introduced Microsoft Teams Room technology. This user-friendly system enables both in-person and remote team members to participate in meetings with equal presence.

HUB365 Branded Intranet Portal
‍Flotek also implemented HUB365, a custom-branded intranet designed to centralise all of Phoenix Legal’s digital resources. This “single pane of glass” solution ensures that staff can easily access the tools, documents, and applications they need on a daily basis.

The Result

• Time Saved: With the implementation of HUB365, staff no longer waste time searching across multiple platforms for documents or tools. Everything they need is now centralised and easily accessible, reducing frustration and improving workflow efficiency.

• No More Fragmentation: The integration of communication and collaboration tools has unified the team, whether they’re working remotely or in the office, allowing more cohesion for operations across departments.‍

• ‍Stress-Free Support: With all IT and communication systems managed under one roof, Phoenix Legal now benefits from a single point of contact for any technical issues. This has greatly reduced stress and downtime, allowing the team to focus on what matters most, their customers.

• Enhanced Collaboration and Scalability: The adoption of modern technologies has empowered the business to collaborate more effectively. These tools not only support current operations but also provide a scalable foundation for future growth and innovation.

" Based on our experience with Flotek, we’ve been thoroughly impressed by their ability to listen, understand our needs, and implement practical, effective solutions. Their support has helped us overcome fragmentation and streamline our operations. We’re more than happy to recommend Flotek to other law firms facing similar challenges."

Stephen Averill, Managing Director of Phoenix Legal Services

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