Legal leaders everywhere face the same challenges: growing their firms sustainably, managing an overwhelming amount of administrative tasks, and finding the right balance of technology to support their people and clients.
Our first-ever File Notes Live event in London brought together an incredible group of forward-thinking legal professionals to discuss how technology can help firms grow (without burning out their teams along the way).
What is File Notes Live?
File Notes Live is the in-person version of the File Notes podcast, a show that explores how to build better law firms and the people behind them.
Each event brings together firm owners, operations managers, and tech partners for open, practical discussions about the realities of running a modern legal business. The goal is simple: everyone should leave with one or two tangible ideas they can put into action the very next day.
London marked the seventh File Notes Live event, following previous dinners in New Zealand, Australia, and the US. What started as a small idea, to bring podcast conversations into real-world discussions, has now become a global series uniting attorneys and legal operations leaders from every corner of the profession.
Our guest for the London event was Colin McArdle, Regional Director of Verlata Consulting.
Colin is an experienced director with deep expertise in customer strategy and legal technology. Over his career, he has led the delivery of services, products, and applications in both outsourced and in-house settings. His background includes guiding go-to-market approaches, shaping client engagement, and helping firms adopt technology to improve the way legal services are delivered.
Big themes from London
At the London event, Colin shared what does and doesn’t work when scaling a modern law firm through technology. His insights focused on practical steps firms can take immediately to grow revenue, enhance client experience, and support their teams, all without overcomplicating their systems.
Here’s three themes that stood out:
1. Choosing tools that cut down admin
The conversation began with a simple question: “Has anyone implemented a new piece of software in the past year?”
Nearly every hand went up. The common thread was the desire to reduce admin and get systems that actually talk to each other.
Colin from Verlata shared his perspective on where firms typically hit bottlenecks, from under-utilizing existing tools to missing opportunities for automation. Too often, firms buy new software before exploring whether their current systems could already solve the problem.
Attendees agreed that integrations matter more than ever. Firms are moving away from disconnected tools toward API-based platforms that sync data across matter management, document storage, and communications.
VXT, for instance, captures call notes and time entries automatically, helping lawyers save hours of manual work and ensure no billable time goes missing.
Colin’s advice was clear:
“Start with what you already have, explore integrations next, and only then consider customization.”
That three-step approach helps firms stay lean and focused, achieving quick wins without adding unnecessary complexity.
2. Practical ways technology can improve the client experience
The next discussion centered on the client journey and where technology can make the biggest impact.
Attendees shared that the most common client frustrations stem from delays, inconsistent communication, and lack of visibility into their matters.
Tools like Actionstep, NetDocuments, and VXT can solve these pain points by ensuring every client interaction is tracked, documented, and transparent. When systems are connected, anyone in the firm can quickly see the full picture of a client’s file, meaning faster responses, fewer missed details, and a smoother experience overall.
“Speed builds trust. When clients see you’re responsive and proactive, it changes the entire relationship,” Colin noted.
3. Supporting and retaining great people with the right tools
Recruitment and retention remain top of mind for every firm, and the conversation soon turned to people.
Attendees agreed that today’s lawyers want flexibility, clarity, and the best tools to do their jobs well. Modern, connected systems are no longer a nice-to-have, they’re a competitive advantage in attracting and keeping great talent.
Technology enables hybrid work, ensures visibility, and helps teams collaborate remotely, all while maintaining a strong firm culture. Clear workflows and reliable tools reduce frustration and empower staff to focus on meaningful work, not busywork.
As Colin put it: “When your systems run smoothly, your people can too.”
Key takeaways from London
File Notes Live London reinforced that growth isn’t about adding more tools or more people, it’s about making smarter decisions.
Here are the biggest takeaways from the evening:
- Audit before you add: Maximize what your current systems can do before introducing new ones.
- Integrate to elevate: Connected tools save time, improve accuracy, and enhance client service.
- Invest in your people: The right technology helps retain top talent and enables flexibility without sacrificing quality.
A huge thank you to Colin and the Verlata team, and to our partners Actionstep, NetDocuments, and VXT for making this event possible. Most of all, thank you to everyone who joined us in London and shared your stories, insights, and energy. File Notes Live continues to thrive because of the curious, collaborative leaders who show up ready to learn from one another.
Want to join the next File Notes Live?
We’re heading to Christchurch and Melbourne next. We’d love to see you there!
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Can’t make those cities or have somewhere else in mind? Send me an email and let me know where you’d like us to host the next File Notes Live!
And if you haven’t already, check out the File Notes podcast for more conversations with leaders who are shaping the future of legal practice.
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