As an administrator, you have a responsibility to drive both efficiency and effectiveness. Used appropriately, AI can be an important part of that strategy. This article explores practical applications and points to resources that can help you develop and refine these skills.
Be Mindful of Security
Any AI initiative should be developed in close collaboration with your IT department. Administrators often have access to confidential information about employees, clients and the firm itself, and all data protection rules still apply. Do not upload or share confidential or sensitive information on open AI systems. Most firms subscribe to closed platforms that include safeguards against accidental exposure, while open platforms may train on the data provided and risk exposing information to others. Even in a closed system, it is best practice to remove names, Social Security numbers and other sensitive information whenever possible.
While firms have invested heavily in AI to support attorney research and drafting, the administrative side of the house has often been overlooked. That is a significant underestimation of AI’s potential. Administrators can use AI to streamline and automate processes, analyze data, create foundational presentations and brainstorm solutions. Using Copilot and ChatGPT, I have automated termination notifications, developed messaging to market our employee value proposition, created job descriptions and interview tools, and analyzed termination data to identify trends and possible solutions.
Pursue Training Opportunities
I began by taking a comprehensive six-week course, AI for Human Resource Professionals. My goal was to train myself to look for AI solutions instead of defaulting to familiar work methods. Through simulated real-world scenarios, I quickly identified applications I could bring back to my firm.
As you move through your to-do list, consider which tasks could be shortened, automated or enhanced with AI.
Next, I collaborated with my Director of Cyber Security and Chief Information Officer. With their guidance, I developed guidelines and guardrails as I implemented changes and built chatbot assistants. I attended webinars, consulted with peers, and tested products and processes. What worked, I kept. What did not fit my work style, I moved on from.
Look for Tasks to Automate
One of my first projects was using ChatGPT to help design messaging and materials that showcased our unique employee value proposition in recruiting. Unlike many firms, Butler Snow actively discourages internal competition, creating a distinctively collaborative culture. My goal was twofold: to identify what makes Butler Snow different and to translate that difference into compelling recruiting materials.
To support that work, I uploaded summarized information from exit and stay interviews into our closed-loop system, along with benefits information, job descriptions, and professional development materials. I prompted ChatGPT to act as an experienced human resource professional and use the uploaded data, along with information from the firm website, to design collateral for specific audiences — first attorneys, then staff. The platform generated strong messaging tips and draft materials. I reviewed each carefully, adjusted the language to reflect our voice and values, and then met with Marketing to plan next steps. ChatGPT saved hours of research and brainstorming while offering perspectives I might otherwise have missed.
Creating a benefits chatbot for employees took longer and required more nuance. In this instance, clear guardrails were critical. I uploaded summary plan descriptions and internal marketing materials to our closed-loop system, then carefully drafted a prompt that limited the platform to those materials and prohibited internet searches. The result was a simple question-and-answer bot employees could use to ask about benefits. For example, if an employee typed, “I just found out I am pregnant. What benefits does the firm offer that may be useful?” the bot searched the uploaded materials and summarized the benefits that might apply.
Automating our departure notification process was my next focus. I identified each step involved in an employee departure and each department requiring notice. I then created an automated process that, when triggered by a resignation or termination, notified Marketing, IT and Facilities to remove access and update our website. The system also sent a reminder to schedule an exit interview. This automation saves time and reduces the risk of human error.
A final, straightforward application was shared with me recently. A colleague uses walks to strategize and reflect on issues facing her department. She records her thoughts on her smartphone, then uploads the audio file into a closed-loop AI platform and asks the system to summarize and prioritize her musings. After reviewing and editing the summary, she can send action items to the appropriate team members.
The possibilities for legal administrators are limited only by our imagination. As you move through your to-do list, consider which tasks could be shortened, automated or enhanced with AI. I have yet to meet a law firm administrator with more time than tasks. Used thoughtfully, AI can create space for the higher-value strategic work that too often gets pushed aside.
