How is it that with such a vast array of case management systems out there, all claiming to have the perfect solution for matter management, very few firms are actually happy with the systems they have?
Changing a system is a daunting prospect. Most firms do not have the appetite for a system change and after spending thousands (or possibly millions) of pounds and man hours implementing their current system, as quite frankly the business case does not stack up. A system will never be perfect – but that doesn’t mean that you have to settle for mediocrity. So what can you do to make the most of what you have?
Use it:
It never fails to surprise us how many people do not actually use their case management system at all and instead rely on spreadsheets managed by individuals or departments and shared files simply dumped on Sharepoint. This creates many issues around access, security and transparency. Any firm operating in this way will struggle to find one version of the ‘truth’ making it nigh-on impossible to get an overall view of the state of play. You’d be surprised how versatile and easy to use these systems can be so ditch the spreadsheets, use the case management system and you will find that by putting accurate data in you will be rewarded with the ability to get accurate MI out.
Paperless or ‘paperlittle’:
Yes – you too can get rid of paper, and your Case and Document Management Systems can help you! Paper is often a safety blanket or a bad habit that lawyers are not willing to shake. Documents can be scanned and stored electronically, electronic signatures can save days of waiting around, and contracts can be edited and amended collaboratively through the system itself rather than by printing off and annotating various drafts offline. You may not be able to get rid of all paper but you can become ‘paperlittle’ by relying less on your printer and more on your systems – a 50% reduction in paper is very achievable. Just think of all the cost savings in man hours, printing, postage and general occupational health for your staff for not having to lug around kilos of paperwork.
Streamline processes:
Your system may not do everything you want, but by simplifying and standardising business processes within and across the practices, huge savings can be made. As firms grow, so do the business processes and often they become too bureaucratic, are duplicated, inefficient or simply not fit for purpose. Keep it simple and you will find that the case management system can support you better.
Train it:
An assumption is often made that your people know how to use your systems, however the training manuals that were issued when the system initially went live years ago either no longer exist or are out of date. A small investment in training to re-engage your workforce with the processes themselves and how they are supported by IT will go a long way. If people understand how to use the system and can see the benefits of being client centric, they will soon accept the value that a case management system can bring.
Nine Feet Tall have a proven track recording delivering real efficiencies, transparency and making matter management work for a wide range of law firms. So if your matter management is creating bottlenecks instead of making your business more efficient, we can help you.
Get in touch on 02037 534 692
