What happened when Phoenix Legal put everything in one place
Phoenix Legal Services, a Cardiff-based cost law firm, has been supporting legal professionals for over 22 years. But as the firm evolved, their internal systems didn’t keep up. Fragmented tools, unclear communication, and wasted time were slowing the team down.
That changed when Phoenix Legal, together with Flotek, introduced HUB365 , their new central hub for work.
How they did it
Before Workspace 365
✘ Multiple suppliers with fragmented systems and workflows
✘ Key documents were hard to find, scattered across multiple platforms
✘ People were unsure where to go for IT support
✘ High pressure on internal support due to tech confusion
✘ Time lost searching for documents and switching between systems
✘ Low visibility of updates, limited employee engagement
With Workspace 365
✓ One secure, unified digital workspace via HUB365
✓ Central, role-based access to all tools and information via HUB365
✓ One point of contact: Flotek handles all IT and communication
✓ Fewer support tickets thanks to intuitive setup and clear access
✓ Significant time saved through centralised search and smart layout
✓ Engaged employees thanks to a personalised wellbeing zone and internal news hub
The challenge: fragmentation
Phoenix Legal’s biggest hurdle was fragmentation. With multiple suppliers and tools, inefficiencies were mounting. Staff spent valuable time chasing documents, IT queries dragged, and hybrid work felt clunky. Productivity and morale were at risk.
The solution: one workspace for everything
Together with Flotek, Phoenix Legal introduced HUB365: a branded digital workspace built on Workspace 365, integrates email, calendars, documents, announcements, tasks and all business applications into a single personalised dashboard. Whether working from the office or remotely, staff now access everything they need in one secure place.
“Think of an intranet, a means of communicating with your staff. Hub365 is a much better way to do this. With Hub365, you also have all your applications visible and accessible at the touch of a button. It allows us to access documents and files from one place rather than searching across random areas.”— Stephen Averill, Managing Director, Phoenix Legal Services
Flotek also implemented Microsoft Teams Phone and Teams Rooms, making hybrid collaboration effortless. “You can have half a dozen people around the table all looking out at everybody who's connected on Teams, it makes things feel more inclusive,” said Averill.
Designed for legal professionals
Legal professionals deal with high volumes of sensitive data, strict compliance requirements and billable hours targets. They need digital tools that reduce administrative burden without compromising security or control. HUB365 meets these demands by streamlining access to key systems, removing noise and helping legal staff focus on high-value work.
“Simplicity for law firms is all about more billable time,” said Jay Ball, CEO of Flotek. “If we can simplify the way people work, they can be more productive and spend less time switching between tools.”
“We used to see law firms struggle with fragmented systems. Now, we can give them one interface with one login. It reduces stress, saves time and lets people focus on clients instead of tech.” Jay Ball, CEO, Flotek
“Simplicity for law firms is all about more billable time. If we can simplify the way people work, they can be more productive and spend less time switching between tools.”
Jay Ball
CEO of Flotek
Embedding culture into the digital workspace
Phoenix Legal went further by using HUB365 to showcase their values. They built a wellbeing space with calming audio, internal campaigns, and quick links to mental health resources.
The workspace became more than just a tool, it became a daily reflection of who they are as an organisation.
“I love HUB365 because when I am working, it has all my tasks for the day to do. I can see my emails, schedule appointments, and it is good for client control.” - Matthew Schofield, Finance Assistant
A trusted partner: Flotek’s role in success
Flotek didn’t just supply technology. They co-designed the solution with Phoenix. “The biggest thing Jay and his team do is listen,” said Averill. “They take on board what our thoughts are, convert them into ideas, and help us put them into place.”
“As a strategic partner, we work to understand how your business operates and create a workspace that supports every role, from paralegal to director,” added Jay Ball.
The result: clarity, simplicity and focus
Today, Phoenix Legal operates with a unified digital experience that supports both their people and their clients. With one login, one platform and one point of contact, their team works with more structure and less friction.
Could this work for your firm?
If you're a legal organisation facing similar challenges, book a free consultation. Discover how a digital workplace can help you simplify work, increase billable time, and support your people.
What is Workspace 365?
Workspace 365 isn’t just a platform – it simplifies the IT landscape. Helping you and your team tounlock the ultimate digital work focus, so you can concentrate on high-value tasks that truly make an impact.
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