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Setting Up Internet, Phone, And Fax For Your Law Firm
(Current as of August 2020)
To start a law firm you’ll need to establish a telecommunications infrastructure, with reliable internet, phone, and (yes, really) fax.
Internet
It’s virtually impossible to practice law in the digital age without a high-speed (broadband) internet connection. Most internet providers offer a variety of speed tiers, so you’ll need to consider what speed is right for your firm. Generally speaking, the more active users you have relying on the same connection, and the more download and upload activities each user simultaneously engages in, the more internet bandwidth you’ll need in both directions.
Download Speed. Your download speed determines how quickly you receive data. If you’re doing online research, downloading a large file, or streaming a CLE video, you’re relying on download speed.
Upload Speed. Your upload speed determines how quickly you transmit data. Common activities that rely on upload speed include sending emails with large attachments, video conferencing, saving documents to file sharing or cloud storage services, or working on cloud-hosted documents like Google Docs.
Many internet providers offer plans with far faster download speeds than upload speeds. So before buying a plan, make sure you understand what you’re paying for in both directions. As a rough guideline, for 1-2 active users, consider an internet plan of no less than 50-100 megabytes per second (both ways). For 3-4 active users, consider a plan of no less than 200 Mbps (both ways). And for 5-8 active users, consider a plan of 400 Mbps (both ways) or more.
Phone
You’ll want a business phone number for your law firm. A business phone number gives you a professional image, protects your cell from robocalls, allows you to set up a professional voicemail, and affords you the flexibility to screen or redirect business calls as you see fit. Your two main options for business phone service are: (i) a landline phone system; or (ii) a Voice over Internet Protocol (VoIP) phone system.
Landline Phone System
Because they’re hardwired, landline phone systems generally provide a clear and reliable connection with few dropped calls. Landlines also tend to be unaffected by power outages. On the flip side, landlines are generally more expensive to install and maintain than VoIP systems, and many landline providers charge extra (on a per line basis) for basic features like voicemail, conferencing, caller ID, and call forwarding.
VoIP Phone System
With a VoIP system, you can make and receive calls using your business phone number anywhere with internet service—from a desk phone, cell phone, laptop, or any other VoIP-enabled device. VoIP systems generally offer greater functionality than landlines at a lower cost. Basic features like voicemail, call forwarding, and caller ID—in addition to advanced features like voicemail-to-email, visual voicemail transcription, and more—are often included in basic VoIP plans. VoIP technology can also deliver the same or better call quality as compared to landlines. But with VoIP, your call quality and reliability will ultimately depend on the strength and consistency of your internet connection.
Deciding Between Landline And VoIP
Which phone system is right for your firm will depend on a number of factors, including cost, desired functionality, and the strength of your internet connection. Some businesses find peace of mind in the fact that landline phone systems have withstood the test of time. But VoIP technology is highly developed, and can deliver the same or better call quality, with greater functionality, at a lower cost—provided you have a reliable internet connection.
If you’re curious about VoIP call quality and features, Nextiva and RingCentral are two highly rated VoIP providers that offer free trials.
Fax
While many industries have done away with faxing entirely, lawyers still find themselves required at times to fax documents to courts, governmental agencies, banks, insurance companies, or even to clients. Though it may seem like an antiquated technology, your new law firm should still have some sort of faxing capability.
The good news is, you definitely don’t need a fax machine. There are a number of online fax services that’ll provide you with a local fax number and the ability to send and receive faxes right from your email, in the same way you’d send or receive an email attachment.
Nextiva and RingCentral offer free trials for their online fax services, here and here (which you can either purchase separately or bundle with a VoIP phone system).
OTHER ARTICLES ON THE LAW FIRM LAUNCHPAD:
Choosing A Business Entity Structure
Getting An Employer Identification Number (EIN)
Getting A Business Credit Card
Opening Law Firm Bank Accounts
Buying Legal Malpractice Insurance
Assessing Your Furniture And Office Supply Needs
Assessing Your Computer And Technology Hardware Needs
Assessing Your Software Solutions Needs
Fortifying Your Electronic Data Security
Setting Up Mailing And Shipping Accounts