Upgrading Technology in Law Firms: A concise guide to get started on the right track.

GETTING STARTED

Upgrading or replacing your practice or case management systems or infrastructure, moving more to the Cloud or taking your first steps to explore and make use of legal AI are all significant steps that take time. Here's how best to approach an upgrade or replacement project for starters.

Bear in mind that success in any IT initiative is often still as much about people as technology. You can achieve results with outdated technology if your team is motivated, although that is becoming increasingly less likely as technology continues to develop. Conversely though, even the best technology will fail if your team isn't on board. 

Engage your lawyers and staff from the beginning, listen hard to their views and involve them in the decision-making process. There will inevitably be niggles and challenges along the way, so a clear picture of where you want to get to helps a lot to keep the momentum going and component projects to keep moving in the right direction. 

KEY STEPS TO EVALUATE OPTIONS, SUPPLIERS & SOLUTIONS

1. Evaluate Current Systems & Usage

Before making changes, assess if your current system's issues can be resolved or if it can be used more effectively. This can save costs and minimise disruption. Identify what works well as well as the gaps and frustrations your people feel as you don't want to go backwards. Identify the most important / profitable areas of your business and how IT works there and can be improved there from the outset.

2. Identify Objectives & Priorities

There is no perfect one-size-fits-all solution. Identify and prioritise your requirements to know where you can compromise. Engage your staff early in this part of the process as their buy-in is crucial for successful implementation.

Identifying priorities will help you to make decisions further down the line. Critical, as there will always be an exercise in balancing different pros and cons of suppliers and solutions. If you haven't thought this through, it will slow you down.

3. Explore AI Potential

AI offers transformative potential in legal services. Discuss it with your clients to help understand how this might impact on your priorities and to identify areas where AI can reliably add value now, such as legal research, document and contract review, client interactions and more. Be cautious as there's a lot of talk about what's possible but not reliable yet - but keep an eye on where this is going and work with it now so you don't get left behind.

4. Focus on What Differentiates

Identify what differentiates suppliers in areas critical to your practice. Use a lean selection process to quickly delve into how a new system can work for you and begin building a relationship with your potential IT partner from the beginning. Whatever decisions you make, you will need them to work collaboratively with you to develop and adapt your systems during the years ahead.

Technology is constantly evolving, so you'll need a partner who can collaborate with you to adapt and develop your systems over time if you want to make the most from your investment of money and time.

5. Get the Selection Process Moving

• Engage with your people
  
• Request outline responses, pricing, and demos from several suppliers.
  
• Conduct half-day demos based on these initial responses.
  
• Select a preferred supplier based on proposals, demos, and user feedback.
  
• Expand on specifications with the preferred supplier.
  
• Confirm your choice with in-depth demos.
  
• Start focusing on contracts and implementation plans early.

Decide how consultants can help you structure the project and make decisions with confidence as this is "our day job". Our specialist legal technology consultants offer flexible support tailored to your needs. Services include:

• Briefing you on your options and compiling specifications. Avoid going down blind alleys!
  
• Attend and challenge at demonstrations. Experience to dig deeper.
  
• Contract negotiation
  
• Implementation planning, where can pre-empt issues to save you time and money.
  
• Workflow, data management, and reporting improvements.
  
• Project management

We provide fixed prices for key stages or day rates, depending on your preferences and in-house resources.

6. Comparing Options - Briefings / Request for Proposal/Information

Focus on areas that matter for your practice. Engage with a preferred supplier early to refine specifications and implementation plans, moving beyond comparisons to actionable improvements.  Don't over-complicate the process but create a structure for comparison from the outset,

• Questionnaire: Gather initial information.
  
• Meetings/Interviews: Compile detailed information, identify issues, explore options.
  
• Steering Group: Form a group to lead the project and engage key people.
  
• Briefings: Submit to suppliers for comparable responses.
  
• Demos: Conduct half-day demos and evaluate feedback.
  
• Extended Demos: With preferred supplier(s), refine plans and contracts.
  
• Modify your specification: If need be, based on all you have seen from suppliers.
• Invest Time with your preferred supplier to add more detail to your specification and plans for implementation.
• Confirm and Plan: Finalise selection and plan implementation.
  

OTHER CONSIDERATIONS

• Evaluate Office 365 and cloud hosting options.
• Anticipate and plan for challenges such as maintaining operations during the transition, keeping momentum, and achieving integration with other applications.
  
• Embrace opportunities like moving towards paperless operations and managing expectations effectively.

Role of an IT Steering Group - this dedicated group within your firm should:

• Finalise project objectives and planning
  
• Engage "Champions" across the practice
  
• Oversee system selection and implementation
  
• Communicate with the wider firm
  
• Obtain acceptance and troubleshoot
  
• Monitor and develop the system continuously - well beyond the initial flurry.

GET IN TOUCH - FREE TEAMS CALL

For more information and to discuss your needs confidentially and without obligation, contact us today.

Contact:   Allan Carton   - you have the option of a free Teams call to explore options.

Email: acarton@cartonconsultants.com

Tel: 07779 653105

www.cartonconsultants.com