Right now, AI dominates the digital transformation conversation. From boardroom agendas to legal tech panels, artificial intelligence has become the headline act – and for good reason. Tools like Microsoft 365 Copilot are poised to reshape how law firms analyse information, serve clients, and operate day to day.
But with AI stealing the spotlight, other impactful – and often more immediate – opportunities risk being overlooked. For many firms, that means leaving serious value on the table.
“AI is incredibly powerful,” says Roché Veenman, Modern Work & Content Management Lead at Cloud Essentials. “But its true impact comes when it’s layered on top of a well-optimised environment. There’s so much untapped value in simply using your Microsoft 365 ecosystem to its full potential.”
Across the legal sector, the firms making real progress with digital transformation are the ones that understand the importance of getting the fundamentals of information and knowledge management in place. AI deployment cannot fix these fundamentals, but can be greatly enhanced by them – enhancing accuracy and avoiding risk – think rubbish in and rubbish out! . From smarter document management and task automation to cloud consolidation and real-time collaboration, these firms are using technology to boost efficiency, improve accuracy, and enhance client service – not just in the future, but right now.
By leveraging the digital tools already included in their Microsoft 365 licence, legal professionals are reducing manual processing, unlocking data-driven insights and shifting focus to strategic, higher-value work. All while cutting costs and building more agile, scalable – and AI-ready – practices.
What does transformation actually look like?
Firstly, let’s debunk the myth that digital transformation has to involve expensive tech, long lead times and major disruption. The truth is, law firms using Microsoft 365 already have access to all the tools necessary to modernise internal operations, manage collaboration in a matter centric solution and streamline workflows.
With the right partner, these tools can be configured and optimised to deliver real, measurable value, without needing to invest in new platforms or overhaul your infrastructure.
Here’s how:
Automated routine tasks
Manual processes like document filing, billing, and scheduling quietly drain valuable time and introduce unnecessary risk. With Power Automate, these tasks can be digitised and streamlined, freeing up legal professionals to focus on higher-value work.
“The biggest wins often come from solving everyday inefficiencies,” says Roché. “And because tools like Power Automate are already included in many firms’ licences, there’s no extra spend – just better use of what you already have.”
Quick wins with Power Apps and Power Automate
These tools are already included in many Microsoft 365 licences, meaning law firms can unlock efficiencies without investing in new platforms. Here are some of the fastest ways to see results:
- Digitise approvals: Replace paper-based or email-heavy approvals with automated workflows
- Custom forms & apps: Build simple apps for tasks like client onboarding or matter requests – no coding required
- Automated notifications: Trigger alerts when case files are updated, deadlines approach, or data changes
- Data routing: Automatically push information to the right people or systems, reducing admin time and error
- Everyday automation: Streamline repetitive tasks such as billing, scheduling, or document filing
These “quick wins” compound quickly, cutting manual effort and freeing up fee-earners to focus on higher-value work.
Improved document management
Still relying on network drives, shared inboxes, or third-party DMS platforms? With the right setup, SharePoint Online becomes a powerful, flexible document management system built right into your Microsoft 365 environment.
It offers:
- Secure, structured storage with granular permissions and access controls
- Version control and full audit trails to track changes and restore previous drafts
- Metadata tagging and custom columns to improve searchability and categorisation
- Co-authoring and real-time collaboration within Word, Excel and PowerPoint
- Integration with Teams and Outlook, making it easy to work across platforms
- Automated retention and sensitivity labelling, supporting compliance by design
All of this means faster access to documents, fewer silos, and better support for governance, collaboration, and knowledge management.
“Don’t underestimate SharePoint,” says Roché. “Used well, it does everything most legal teams need without having to bolt on something new.”
Accelerated communication and collaboration
Modern legal work moves fast and relies on seamless, secure communication. Microsoft’s Modern Workplace tools, including Teams, SharePoint, OneDrive and Intune, enable legal teams to collaborate in real time, across devices, departments and even borders.
These tools help replace outdated, siloed processes with:
- Instant messaging, voice and video calls via Teams
- Secure client portals and file-sharing through SharePoint and OneDrive
- Real-time co-authoring and version control for collaborative drafting
- Device management and data protection through Intune, supporting hybrid work without compromising security
Whether it’s briefing counsel, updating clients, or collaborating across departments, these tools streamline the flow of information and reduce dependence on email chains, physical files, and on-site infrastructure.
“The tools are already there,” says Roché. “Legal teams just need the confidence and structure to use them more effectively.”
Data-driven decision-making
Gut feel only goes so far. Law firms need clear, accessible insights to make confident decisions – whether it’s about client profitability, matter progress, or internal performance.
With Power BI, firms can move beyond static spreadsheets and manual reports to create:
- Real-time dashboards that track productivity and utilisation
- Interactive reports on matter status, billing, and client engagement
- Visualisations that reveal patterns, risks, and opportunities for improvement
All of this enables smarter, faster decisions, improving both client outcomes and business performance.
“Power BI gives firms visibility they’ve never had before,” says Roché. “And because it draws from your existing Microsoft 365 data, the insights are both immediate and actionable.”
Cost optimisation
Transformation isn’t only about efficiency – it’s about reducing overheads, too. Many firms are still paying for third-party systems or maintaining legacy platforms that could be replaced with tools already available in Microsoft 365.
By consolidating systems and migrating legacy data into the Microsoft cloud, firms can:
- Retire costly third-party platforms for archiving, collaboration, or reporting
- Simplify IT support and maintenance
- Reduce infrastructure spend while improving governance and security
These savings free up budget for innovation, while also creating a leaner, more future-ready technology environment.
Key factors for success
Choose the right partner
Technology delivers the best results when it’s guided by insight. A partner with experience in the legal sector understands the unique requirements, compliance obligations and workflow complexities inherent to the industry. That knowledge can be leveraged to avoid costly missteps and ensure solutions align with operational realities.
Balance off-the-shelf and custom solutions
Microsoft 365 provides a wealth of ready-to-use tools that deliver speed and cost efficiency. But every firm has unique processes and strategic goals. The most effective approach is often hybrid: start with what’s built in, then extend or customise where it creates the greatest impact.
Invest in adoption and training
Even the smartest tools fall flat if people don’t use them. Effective change management, ongoing training, and clear communication help staff understand not only how to use new tools, but why they matter. Building confidence drives long-term engagement and lasting value.
Keep security and compliance front and centre
Few sectors handle data as sensitive as the legal profession. That’s why security can’t be treated as a bolt-on. The most effective approach is to work with partners who design with protection in mind, so controls and governance are embedded from day one. With Microsoft Purview and robust governance practices in place, firms can meet regulatory obligations such as GDPR while safeguarding client confidentiality and trust.
Plan for scalability and future innovation
Digital transformation isn’t a one-off project. Firms need solutions that grow with them, scaling to support expansion, new practice areas, and emerging innovations like AI. Regularly reviewing the tech stack keeps technology aligned with operational goals and market demands, ensuring investments stay relevant and continue delivering value.
Why Cloud Essentials
At Cloud Essentials, we’ve worked with some of South Africa’s leading law firms (and many more, internationally) so we understand what makes legal practices tick. The challenges, the compliance requirements, the pressure to deliver value for clients while keeping costs under control: it’s a world we know inside out.
As a Microsoft Solutions Partner, we help firms maximise the value of their existing licences, tailoring Microsoft 365 to meet specific business needs. We’re also experts in enterprise content management and migration – designing strategies, processes, and technologies for capturing, storing, managing, and preserving content. That means we can enhance collaboration, ensure compliance, and improve operational efficiency, while making sure valuable knowledge is protected and accessible.
And with Cloud Security Solution Partner status and deep experience in Microsoft Purview deployments, we keep governance, privacy, and security at the heart of every project.
“Digital transformation isn’t about chasing every new tool,” says Roché. “It’s about putting the right pieces in place, in the right order, so technology supports your firm today, while preparing for tomorrow.”