Sustainable Productivity Talks: Ben Munro on employing tech in legal space

Meet Ben, our first legal professional guest at the sustainable productivity talks. We continue to explore different approaches to sustainable productivity, which aim at getting things done without sacrificing our well-being. We're chatting with experts about finding that sweet spot where they crush their goals while keeping their health, relationships, and overall quality of life intact. 

>> Read our previous interviews with productivity apps expert Francesco D’Alessio here and inspirational Instagram vlogger Giorgia Calvi here

Ben is passionate about helping people understand their rights—whether this involves maternity leave policies or accessing local government services. He receives lots of emails and goes through large documents daily. For this, it’s critical for him to employ the right tools (starting with a paper notebook and pen and ending with PDF Expert) and set up efficient workflows.

We’ve talked with Ben about his approach to work-life balance, his view on the future of AI in the legal space, and his tried and tested productivity tips.

1. As a legal professional, you know what it's like to work a lot and experience stress. How do you tackle productivity pressure?

The work within the legal arena is varied and brings many challenges. Some tasks are easy and straightforward, and some are very complex. It is very much about how you approach tasks and the support network around you, such as colleagues and family. 

Prioritizing and time management are key. It helps me to organize tasks and break larger tasks down into small ones. Using digital tools such as Todoist etc., also helps, although I prefer a notebook and pen.

Setting boundaries is also important for me. Establishing a good work-life balance is crucial so that one can stay focused on work. I know we’re all guilty of checking work emails on our days off. Learning to say no helps to manage expectations by not taking on more work than you can handle. This prevents burnout. 

2. Have you heard about the 'sustainable productivity' concept? How do you feel about it?

This is a topic I’m deeply passionate about. One positive outcome of the global pandemic was the way businesses, both large and small, adapted to new ways of working. We saw a notable increase in productivity across both the private and public sectors. However, as restrictions were lifted and we returned to the office, there was a noticeable decline in productivity. This shift also led to a rise in employment disputes, particularly concerning the demand for office presence despite the demonstrated effectiveness of remote work, which offers employees greater flexibility.

3. On your website, you say you have a passion for helping people know their rights. Why so?

Yes. I don’t just mean human rights; I mean the whole spectrum of rights individuals have. For example, what rights does a woman have in the workplace prior to going on maternity leave, while on maternity leave, and when she returns to work, or what rights does a member of the public have when accessing local government services and facilities? It is surprising how many people do not know their basic rights.  

4. How do you employ technology and apps for your mission?

In a range of ways. I’m a massive fan of the cloud and using it to share and collaborate with others. My most used app, like most people, will be email. I get emails daily from people asking for help with various issues, mainly about employment and industrial matters. As I said above, I use a notebook and pen rather than note-taking apps as they are easier to use when on the go. When it comes to preparing documents, I use a range of Office-based apps and, of course, PDF Expert when putting a final bundle together.  

5. Do you think AI will transform your industry? Do you use any AI apps now?

AI has the potential to improve access to justice and support legal professionals in day-to-day legal practice, but I don’t think it will transform the industry soon. Law is very complex, and as has been shown already, large language models (LLMs) are not built or equipped to work the way people may try to use them. For example, a recent case saw a litigant in person (a person without a lawyer) representing themselves at court, citing cases that an LLM provided, those cases were fictitious. Obviously, for that person, it is very damaging to their claim. 

Both regulators, the Bar Standards Board (BSB) and the Solicitors Regulation Authority (SRA) have issued guidance on using AI in legal practice. While tools such as AI can speed up processes, legal professionals ultimately hold core duties to act in the best interests of the court and the clients. 

I don’t use any AI by choice. Some apps I use have it built in, and like any technology, you cannot escape it forever. Over time, and as the technology develops, I think it will play a vital role in how we work. 

6. Please share your experience with PDF Expert: what do you like the most about it, and what features do you use?

PDF Expert is a tool I use daily. The affordability of the app makes it very attractive when compared to other market leaders. I like that it isn’t resource-heavy on my laptop, so that I can work with a large document, and my laptop does not sound like an aircraft speeding down a runway. 

I would say that the top 3 PDF Expert features I use daily are

1. Redaction
2. Merging and outlining
3. Scan & OCR 

Scan&OCR functionality allows me to work with documents more practically and proficiently. It also allows me to search documents and find exactly what I’m looking for. 

Another feature I use is the redaction feature. This is helpful when working on a document that is being sent to other parties who are not privileged to the information contained in the document. It is a useful tool that allows me to comply with my obligations under the General Data Protection Regulations. 

Another feature I use is bookmarking and outlining. I can merge several documents into a bundle and organize them according to procedural requirements. 

7. Please share five must-have apps you would recommend to your colleagues.

1. PDF Expert 
2. Microsoft 365 suite
3. Bear note-taking app
4. Spotify – we all need music!
5. E-book reading app (makes reading legal texts much easier)

8. What inspires you in everyday life?

I don’t even have to think about this one. My family. They inspire me every single day. 

9. Personal productivity tip to share with our audience.

Clear your desk if you can. At the end of the day, clear your desk so, when you start fresh the following day, it is clear and organized. 

Read more of Ben's thoughts on human rights and law in his blog.

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Stay tuned for more insights from top industry experts! We'd love to hear your thoughts on finding balance in productivity. Drop us a message on Facebook or Twitter, or send us an email at stories@readdle.com. Our community of driven and insightful users is always a source of inspiration, and we can’t wait for you to join the conversation and share your own experiences!