Harnessing Artificial Intelligence: A Beginners Guide for Paralegals

Artificial Intelligence (AI) has become a buzzword in many industries, including the legal field. For paralegals, AI represents an exciting opportunity to work smarter, not harder. This guide provides an entry-level understanding of AI, introduces some popular tools like ChatGPT, Gemini, and Co-Pilot, and explores the challenges and opportunities AI presents in creating efficiencies and saving time.

What is Artificial Intelligence?

AI refers to the development of computer systems that can perform tasks typically requiring human intelligence. These tasks include problem-solving, learning, decision-making, and understanding natural language. Unlike traditional software, AI systems can analyze data, recognize patterns, and improve their performance over time.

For paralegals, AI is not about replacing jobs but about enhancing your ability to handle routine, repetitive tasks, freeing you to focus on more strategic and nuanced responsibilities.

Ethical Responsibilities in Using AI Tools

In November 2024, the NC State Bar adopted 2024 Formal Ethics Opinion 1, Use of Artificial Intelligence in a Law Practice. Every paralegal and lawyer should take the time to read this opinion which is linked here and can be found on the NC State Bar website.

The first inquiry in the opinion asks whether a lawyer is permitted to use AI in their law practice. Here is the State Bar response:

“Yes, provided the lawyer uses any AI program, tool, or resource competently, securely to protect client confidentiality, and with proper supervision when relying upon or implementing the AI’s work product in the provision of legal services.”

The opinion has six issues presented so a detailed reading is a must before using AI tools.

I experimented with ChatGPT’s free version for months. I found the tool to be great in creating efficiencies. I used ChatGPT to create ideas for articles, to create drafts of articles or to summarize information, to create social media content, as well as subject lines for risk management resources such as alerts.

I used ChatGPT to create the strategic plan for my department for 2025. I was specifically interested in creating a CLE plan for Lawyers Mutual insureds. I was pleased with the detail provided, as well as the innovative ideas that I would not have otherwise thought of including.

Once I generate a prompt and receive the information from ChatGPT, I make sure the information is accurate and that it fits my needs. I edit, add personal examples or stories, and make sure the information reflects well on my company and my own reputation.

When I decided to input Lawyers Mutual’s work content into ChatGPT for editing or analysis, I purchased a subscription at approximately $20 per month for two users.

As an example, I wanted to update some of the risk management resources previously created by me and other Lawyers Mutual employees by inputting various Lawyers Mutual articles and guides into ChatGPT and created prompts for updates. Using the paid version prohibits ChatGPT from using our documents as a training tool or for sharing with other users. A best practice for any software tool you are using in your law firm or for business purposes is that the paid version will generally provide more safeguards than the free version.

At Lawyers Mutual, we are creating a work policy around using AI. At this point in AI development, we will prohibit our employees from inputting any insured data into an AI tool. I would encourage your firms to create policies for using AI tools as well.

Popular AI Tools for Paralegals

ChatGPT, developed by OpenAI, is a conversational AI tool that responds to text input in a human-like manner.

It can be helpful to paralegals for tasks such as:

• Drafting emails, memos, and basic legal documents such as client letters and explanations about process and procedure of cases.
• Summarizing lengthy documents.
• Brainstorming firm newsletter or blog posts for content, article titles, or subject lines for marketing emails.

Gemini, a product of Google DeepMind, combines advanced language processing and problem-solving capabilities.

It can be helpful to paralegals for tasks such as:

• Conducting research projects such as creating a firm office procedures manual.
• Offering insights on trends such as generational differences in clients and how to improve client relationships with younger generations of clients.

Co-Pilot, Microsoft’s AI-powered assistant designed to integrate seamlessly with Office products.

It can be helpful to paralegals for tasks such as:

• Automating tasks within Word, Excel, and PowerPoint, such as formatting documents, creating data tables, or designing presentations.
• Tracking changes and providing editing suggestions.

While AI offers immense promise, it’s important to approach it with a clear understanding of its limitations and challenges.

Accuracy and Reliability. AI tools can make errors or provide incorrect outputs, especially in highly technical or nuanced areas of law. Always verify AI-generated content against reliable sources to ensure accuracy.

Confidentiality Concerns. Inputting sensitive client information into AI systems may raise ethical or security issues. Use AI tools that comply with your organization’s confidentiality policies and avoid sharing private details unless using secure platforms.

Learning Curve. Adopting new technology requires time and effort to learn and integrate into daily workflows. Start small with basic tasks and gradually expand your use of AI as you become more comfortable.

Regulatory Compliance. AI tools must be used in accordance with legal and ethical standards, including those set by the NC State Bar. Stay informed about local regulations concerning the use of AI in legal practice.

Creating Efficiencies and Saving Time

AI provides numerous opportunities to streamline workflows, allowing paralegals to focus on high-value tasks. Here are some ways to use AI efficiently:

Automating Repetitive Tasks. AI can automate routine tasks like organizing documents, tracking deadlines, and drafting correspondence. As an example, you can use Co-Pilot to update spreadsheets tracking case deadlines automatically.

Improving Research Efficiency. AI tools like ChatGPT and Gemini can perform quick searches across vast legal databases. You can formulate specific questions or queries for AI tools to get targeted results.

Customized Workflows. With tools like Co-Pilot integrated into Office products, AI can adapt to specific workflow preferences, ensuring consistency in style and structure. Use AI to set up task automations that align with your firm's operational standards.

Professional Development. AI can also support learning by offering summaries of new regulations or trends in your area of law. Use AI tools to stay updated with minimal effort, saving you time for other responsibilities.

Conclusion

Responsible use of Artificial Intelligence can be a game-changer for paralegals, offering tools that can save time, improve accuracy, and enhance productivity. While challenges like accuracy and confidentiality must be managed, the opportunities outweigh the risks when used responsibly. Tools like ChatGPT are just the beginning of what AI can offer to streamline legal workflows.

By embracing AI, paralegals can not only meet the demands of their profession with greater ease but also demonstrate adaptability in a rapidly evolving legal landscape. Whether you’re drafting documents, conducting research, or managing communications, AI can help you work smarter, leaving more time for strategic thinking and career growth.