This guide provides you with a communication framework to ensure your clients have a seamless and highly valuable experience as you roll out AI-powered deposition summaries to them.
Why a Communication Cadence Matters: A well-executed communication strategy is vital for successful adoption and sets you up for a seamless transition period for all. It helps:
- Set Clear Expectations: Your clients will understand the new service and what to anticipate.
- Proactively Address Questions: Minimize confusion and maximize user satisfaction.
- Reinforce Value: Highlight the benefits of deposition summaries at critical junctures.
- Gather Feedback: Learn from your clients' experiences to refine and improve.
- Drive Adoption: Encourage continued use of AI-powered deposition summaries as part of your enhanced service offering.
The Recommended Communication Series: We've developed a series of three email templates designed to guide your clients through their initial experience with AI-powered deposition summaries. We strongly recommend sending these emails at the prescribed cadences to ensure optimal engagement and a positive client experience.
Imagery options: We’ve created a bank of images you can use in email communication and on your website. Find it all here.
If you have any questions, don’t hesitate to reach out to us at yourteam@smartdepo.law.
We’ve split these into two use cases, depending on how you’re rolling out SmartDepo summaries.
If you’re rolling out a pilot program:
Email 1: Pre-Pilot Planning
Purpose: To inform clients about the upcoming SmartDepo pilot, explain what deposition summaries are, and prepare them for the additional service with their transcript orders.
When to Send: as early as 2 weeks before the pilot kickoff, as late as 1 week prior to kickoff.
Subject Option 1: Upcoming Enhancement to Your Deposition Services: SmartDepo Summaries!
Subject Option 2: Introducing Smart AI Deposition Summaries - Starting [LAUNCH DATE]!
Body:
Hi [Client Contact Name],
We're excited to let you know about an upcoming enhancement to the deposition services you receive from [Your CRA Name]!
Starting [Start Date], we'll be including SmartDepo Summaries with your transcript orders for a [pilot duration] pilot period. SmartDepo provides concise, AI-powered summaries of your deposition transcripts, designed to save you valuable time and help you quickly grasp key information.
What to expect during this promotional period:
- Effortless Integration: You'll receive your SmartDepo Summary alongside your regular transcript delivery.
- Key Insights at a Glance: Quickly review the most important points, questions, and answers from your depositions with 100% accurate page/line summary citations
- Court-Ready Citations: Precise citations you can copy and paste directly into legal briefs
- Time-Saving Summaries: Detailed overviews organized by topic (1/5 - 1/10 the length of original)
- Comprehensive Package: Each summary includes a deposition abstract, key admissions analysis, page/line summary, and thematic memo
Our goal is to continually provide you with the most efficient and valuable services. We believe SmartDepo Summaries will significantly enhance your ability to review and utilize deposition transcripts.
We'll be in touch throughout the pilot to gather your feedback. In the meantime, we encourage you to browse the attached brochure to explore this new service and how it can help you review your files with confidence, provide unmatched accuracy and speed in filing, and save you time. If you have any questions or want to share early feedback, please don't hesitate to reach out.
Sincerely,
The [COMPANY NAME] Team
Attachment: Branded SmartDepo Sales Brochure
Email 2: Mid-Pilot Check-In
Purpose: To check in on the client's experience, understand their satisfaction, and reinforce the value of SmartDepo summaries.
When to Send: 2 weeks into the pilot.
Subject Option 1: SmartDepo Pilot Check-In: How are Deposition Summaries Helping You?
Subject Option 2: SmartDepo Pilot Update: How's it Going?
Body:
Hi [Client Contact Name],
We hope you're finding the AI-powered deposition summaries beneficial during this pilot period!
We're two weeks into our new offering, and we'd love to hear about your experience so far. Are the summaries saving you time? Are they helping you quickly identify key information from your transcripts?
A quick reminder of the value you'll find in each deposition summary:
- Time-Saving: Quickly get up to speed on deposition content without reading every page
- Enhanced Understanding: Pinpoint crucial details and arguments efficiently
- Improved Workflow: Seamlessly integrate summaries into your case preparation
- Court-Ready Citations: 100% accurate page/line references with hyperlinks to source dialogue
We're committed to providing tools that truly make a difference in your practice. Please take a moment to reply to this email and let us know your thoughts. We're here to answer any questions you may have.
Thank you for your participation in this pilot!
Email 3: Pilot Coming to an End // Next Steps
Purpose: To inform clients that the pilot is ending, collect final satisfaction feedback, outline ongoing costs, and provide an opt-out option.
When to Send: 1 week before the end of the pilot.
Subject: Important: Your SmartDepo Pilot is Ending Soon – Next Steps & Continued Access
Body:
Hi [Client Contact Name],
Your SmartDepo pilot is scheduled to conclude on [Pilot End Date]. We’re so glad we were able to provide these services to you in a pilot environment for you to see the value first hand and hope you've found the AI-powered deposition summaries a valuable addition to your workflow.
Share Your Feedback: To help us understand the impact of SmartDepo and how we can continue to improve, please take a few moments to complete our brief satisfaction survey here: [Link to Survey – eg: Google Forms]. Your insights are incredibly important to us!
Continuing with SmartDepo Summaries: Based on the overwhelmingly positive feedback we've received, we're excited to offer SmartDepo Summaries as a standard add-on service. Moving forward, the cost for SmartDepo Summaries will be [Cost per page/Cost per summary/Flat fee – clearly state the pricing model and amount]. This will be automatically added to your invoices for deposition services.
Service Flexibility: We understand that every firm's needs are unique. While we believe these summaries provide tremendous value, if you prefer not to receive them with your future transcript orders, please reply to this email or contact us at [Your Contact Email/Phone Number]. We're happy to accommodate your preferences while continuing to provide you with exceptional deposition services.
We're confident that SmartDepo will continue to be a powerful tool for your legal team. Please let us know if you have any questions or would like to discuss your continued use of SmartDepo.
Thank you for your continued partnership!
Best regards,
The Team at [Your CRA Name]
[Your Website/Contact Info]
If you’re rolling out a permanent service option:
Email 1: Pre-Launch Announcement – Share the Excitement!
Purpose: To inform clients about the upcoming enhancement to their deposition services, explain that AI-powered deposition summaries and memos will now be delivered with all deposition transcript orders as part of UCR's new offering.When to Send: One week prior to launch
Subject Option 1: New Enhancement to Your Deposition Services: AI-Powered Summaries! Subject Option 2: Introducing AI-Powered Deposition Summaries - [Starting date]!
Body:
Hi [Client Contact Name],
We're excited to announce a significant enhancement to the deposition services you receive from [Your CRA Name]!
As part of our commitment to providing you with the most advanced legal technology solutions, we've contracted to offer AI-powered deposition summaries with your transcript orders. Starting [Launch Date], you'll receive comprehensive deposition summaries alongside every transcript delivery.
What you can expect with this new service:
- Key Insights at a Glance: Quickly review the most important points with 100% accurate page/line citations
- Court-Ready Citations: Precise citations you can copy and paste directly into legal briefs
- Time-Saving Summaries: Detailed overviews organized by topic (1/5 - 1/10 the length of original)
- Comprehensive Package: Each summary includes a deposition abstract, key admissions analysis, page/line summary, and thematic memo
Pricing: AI-powered deposition summaries will be available for [INSERT PRICING STRUCTURE - e.g., $X per summary, $X per page, bundled rate, etc.]. This fee will be added to your regular deposition service invoices. If for any reason you would like to opt out of receiving future summaries, please let us know.
These AI-powered summaries are designed to significantly enhance your ability to review and utilize deposition transcripts, saving you valuable time for case strategy and preparation.
We encourage you to browse the attached brochure to explore this new service in detail.
If you have any questions, please don't hesitate to reach out.
Sincerely,
[Your CRA Team]
Attachment: Branded AI Deposition Summary Sales Brochure
Email 2: Post-Launch Check-In
Purpose: To check in on the client's experience, understand their satisfaction, reinforce the value of the summaries, and provide opt-out information.
When to Send: 2 weeks after launch
Subject Option 1: How are Your New AI-Powered Deposition Summaries Working for You? Subject Option 2: Check-In: Your Enhanced Deposition Service Experience
Body:
Hi [Client Contact Name],
We hope you're finding the AI-powered deposition summaries beneficial as part of your enhanced service experience with [Your CRA Name]!
We're two weeks into our new offering, and we'd love to hear about your experience so far. Are the summaries saving you time? Are they helping you quickly identify key information from your transcripts?
A quick reminder of the value you'll find in each deposition summary:
- Time-Saving: Quickly get up to speed on deposition content without reading every page
- Enhanced Understanding: Pinpoint crucial details and arguments efficiently
- Improved Workflow: Seamlessly integrate summaries into your case preparation
- Court-Ready Citations: 100% accurate page/line references with hyperlinks to source dialogue
Service Flexibility: We understand that every firm's needs are unique. While we believe these summaries provide tremendous value, if you prefer not to receive them with your future transcript orders, please reply to this email or contact us at [Your Contact Email/Phone Number]. We're happy to accommodate your preferences while continuing to provide you with exceptional deposition services.
We're committed to providing tools that truly make a difference in your practice. Please feel free to reply to this email and let us know your thoughts. We're here to answer any questions you may have.
Thank you for your continued partnership with [Your CRA Name]!
Best regards,
[Your CRA Team]
Email 3: One-Month Follow-Up
Purpose: To reinforce the ongoing value of the service and maintain strong client relationships.
When to Send: 4 weeks after launch
Subject: Your Enhanced Deposition Services: One Month In
Body:
Hi [Client Contact Name],
It's been a month since we launched AI-powered deposition summaries as part of your enhanced service package with [Your CRA Name], and we wanted to check in on your experience.
We hope you've discovered how these comprehensive summaries can streamline your case preparation and help you work more efficiently. The feedback we've received has been overwhelmingly positive, with attorneys noting significant time savings and improved case organization.
Continuing Excellence: As we move forward, we remain committed to providing you with cutting-edge legal technology solutions alongside our trusted deposition services. Our AI-powered summaries will continue to evolve and improve, ensuring you always have access to the most advanced tools for your legal practice.
We're Here for You: If you have any questions about your summaries, need assistance with any aspect of our services, or have suggestions for how we can better serve you, please don't hesitate to reach out.
Thank you for your continued trust in [Your CRA Name]. We look forward to supporting your legal practice with innovative solutions and exceptional service.
Best regards,
[Your CRA Name]