Aspen Management Group | Practical AI for Law Firms | Category: Practical AI for Law Firms
Author: Scott Samborn, Founder, Aspen Management Group | aspenmg.net | May 28, 2026
| TL;DR If your firm is on Microsoft 365, you already have what you need for five meaningful AI workflows.No new software, no additional budget — just tools in your existing subscription used intentionally.The five workflows: client email drafting, document summarization, meeting transcription, intake preparation, and research summarization.Copilot must be enabled in your Microsoft 365 environment — if you are not sure, check with your IT contact.The firms that get value from these tools received specific guidance, not a general announcement. |
The most common thing managing partners tell AMG is that they want to move forward with AI but are not sure where to start. They are waiting for the right moment, the right tool, the right budget cycle.
If your firm is on Microsoft 365, you already have what you need to implement five meaningful AI workflows this month. No new software. No additional budget. Just the tools in your existing subscription, used intentionally.
What do you need before starting these workflows?
All five workflows require Microsoft 365 Copilot to be enabled in your environment. Copilot is an add-on to Microsoft 365. If you are not sure whether you have it, check Settings, Apps in your Microsoft admin center or ask your IT contact.
Documents need to be stored in OneDrive or SharePoint — not on local drives — for Copilot to access them. If your firm stores files locally, that is the first thing to address.
Workflow 1: Client communication drafting in Outlook
How it works: After a client call or meeting, open a new email in Outlook and use Copilot to draft the follow-up. Give it two or three sentences about what was covered and what the client needs to do next. It produces a complete, professional email. You review, adjust tone, and send.
Time saved: 10 to 15 minutes per email. For a firm sending 20 to 30 client communications per day across the team, this adds up significantly over a month.
Workflow 2: Document summarization in Word
How it works: Open any document in Word and use Copilot to generate a summary. Works for contracts, prior estate plans, lease agreements, operating agreements — anything attorneys need to review quickly before a meeting.
Time saved: 20 to 40 minutes per complex document. The summary does not replace a full review for work product purposes, but attorneys walk into meetings already knowing the key issues rather than skimming on the way in.
Workflow 3: Meeting transcription and follow-up in Teams
How it works: Enable transcription in Teams for internal meetings. At the end of the meeting, Copilot generates a summary of what was discussed, what decisions were made, and what the follow-up tasks are.
Time saved: Eliminates most of the work of writing meeting notes and creates a consistent record that does not depend on one person’s memory. Note: review your bar guidance on recording and transcription obligations before enabling this for client meetings.
Workflow 4: Intake document preparation in Word
How it works: Use Copilot to generate a first draft of the intake summary after each new client meeting, based on your notes. The draft organizes client information, matter type, and key issues into a structured document.
Time saved: 30 to 45 minutes per new matter. Creates consistency across the firm so every matter file starts the same way.
Workflow 5: Research summarization with Copilot in Edge
How it works: Use Copilot in the Edge browser to summarize web content, pull key points from multiple sources, and organize findings into a draft memo. Most useful for background research and procedural questions rather than citation-dependent legal argument.
Time saved: 30 to 60 minutes per background research task. The attorney still does the substantive legal analysis but spends less time on the initial landscape.
Why do these workflows fail at most firms?
Copilot is capable but not intuitive without guidance. Firms that try it and give up typically had no structure around how to use it. The attorneys who get consistent value had a structured introduction with real examples from their practice area, not a generic tutorial.
The second failure mode is lack of follow-through. Even good training decays without reinforcement. A 30-day check-in to see what is working — and one shared example per attorney meeting — makes a significant difference in whether adoption sticks.
Firms using AI save an average of one to five hours per attorney per week. At your billing rate, that is not a productivity story. It is a revenue story.
Frequently Asked Questions
Do all five workflows require a paid Copilot subscription?
Yes. All five require Microsoft 365 Copilot, which is a paid add-on. The exception is basic Copilot in Edge, which has limited free functionality, though the most useful features require a paid subscription.
Can these workflows be used with any type of law firm?
Yes, though document-heavy practices see the most immediate benefit. Estate planning, real estate, immigration, and corporate law firms have the most to gain because their workflows involve producing similar documents many times per week.
How do I know if my Microsoft 365 plan includes Copilot?
Check your Microsoft admin center under Settings, Apps, and look for Copilot in the list. If it is not there, contact your Microsoft reseller or IT contact. Copilot is an add-on available for most business and enterprise Microsoft 365 plans.
What is the risk of using Teams transcription for client calls?
Bar ethics rules in Maryland, DC, and Virginia all require attorneys to protect client confidentiality. Before enabling Teams transcription for client calls, verify that your Microsoft data handling settings are appropriate for a legal environment and review your jurisdiction’s recording notification requirements.
How long should it take to implement these five workflows?
A structured implementation with a trained facilitator typically takes one 60 to 90-minute session. Most attorneys and staff can implement the first two or three workflows the same day.
Aspen Management Group works with boutique advisory firms to clarify key workflows, layer in AI where it truly adds value, and build governance and training around that change.
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Scott spent 20 years running a managed IT services practice with law firm clients across the DC Metro area, and has worked in technology for 30 years. AMG helps boutique law firms get practical value out of AI.