Gaia Allies
AI Ready
People
Process
Technology
Case Study
From Untapped AI Tools
to Same-Day Results
Litigation Firm | ~20 Team Members | Southwest U.S. | February 2026
15/15
Positive Evaluations
20 min
Firmwide Docket Scheduling (Was Half a Day)
5-15 min
Was 3-4 Hours (Discovery)
The Situation
A litigation firm with AI tools in place but no strategy to use them.
The firm handles catastrophic PI and wrongful death cases. They had invested in practice management software with a built-in AI assistant and had a Zoom AI Companion configured. Some attorneys were using tools like Perplexity on their own. But there was no firm-wide policy, no structured training, and no plan to connect these tools to their actual workflows.
Discovery drafting: 3-4 hours per set, drafted from scratch
AI policy: None. No guardrails for using AI with client data.
Built-in AI tools: Available but underutilized across the team.
Team readiness: Ranged from early-career to 50 years of experience.
On the docket: 4-5 upcoming trials needing faster preparation.
The Discovery
Preparation began weeks before training day.
People
Strategy call with managing partner and office manager
Team comfort levels and dynamics assessed
Identified who could champion AI adoption internally
Process
Two active litigation matters selected as working case studies
Firm SOPs, checklists, and trial prep forms reviewed
Key bottlenecks mapped: discovery, complaints, correspondence, trial prep
Technology
Pre-training access to the firm's platform to test AI capabilities firsthand
Identified features the firm was paying for but not using
Coordinated sandbox environments for hands-on exercises
Every finding shaped the curriculum. Nothing was off-the-shelf.
Training Day
01
Foundations and Firm Policy
AI concerns addressed openly. Managing partner set the tone. Ethics, hallucinations, and data security covered.
02
Hands-On Platform Training
Deposition summaries. Demand letters. Discovery requests. Trial prep. In their own system, with their own cases.
03
Role-Based Breakout Sessions
Attorneys: case analysis, depo prep, trial strategy. Staff: correspondence, medical records, intake optimization.
04
Prompt Library and Next Steps
Shared prompt library started live. Knowledge source configuration. Adoption recommendations delivered.
The Results
Before
Discovery: 3-4 hours per set
Firmwide docket scheduling: half a day
Complaints and letters drafted from scratch
No AI policy or structured training
AI tools available but largely unused
After (Training Day)
Discovery: 5-15 minutes
Firmwide docket scheduling: 20 minutes
Prompt library for repeatable drafting
Policy framework and adoption roadmap delivered
Team trained on their own platform with real cases
Time savings reflect results observed on training day. Evaluation independently administered by the training company.
"It exceeded our expectations and has already created a real sense of energy and momentum in the office. We have already begun working on the suggestions you outlined."
Managing Partner
What Participants Said
"She used her paralegal experience and knowledge of AI to develop effective solutions that make routine tasks exponentially faster."
Paralegal
"She provided her personal experience and knowledge to help aid those with an on the fence mind set about using AI in a more positive way."
Paralegal
"Her knowledge was plentiful which allowed her to answer even the oddest of questions. She was a delight and eager to help us in any capacity possible."
Paralegal
"Thank you for the amazing preparation and care for the many different level of needs."
Office Manager
Evaluation independently administered. Trainer had no role in survey design, distribution, or collection.