Utilize Today’s Technology to Enhance Your Law Firm’s Productivity

May 23, 2006 - Today’s legal environment can take advantage of new technologies that are streamlining how law firms operate. Using and understanding these technologies can be challenging, but will provide a competitive edge for your firm to succeed in today’s aggressive market.

When your firm commits to a new technology solution, research technology options as the first step of implementation. Develop a budget to determine how much you can spend on the solution. Generally speaking, software should consist of 50% or less of the total implementation cost. Next, identify existing needs/problems of your firm.

How does your firm track billable time and generate billing? Is it efficient?
Does you law firm duplicate efforts like entering the same date twice in current applications?

With your needs/problems in mind, research the hardware and software systems available based on the type of law your firm practices. Determine how the new system integrates with existing hardware/software. If you have an IT department, consult your chief information officer for the best solution. If you need help, employ an IT consulting firm specializing in the legal industry to identify the right solution.

Software Options
In regards to software, the top legal applications and their functionality are outlined briefly below. This article focuses on Practice Management; Time and Billing; Document Management; and Document Assembly software. For those practicing litigation, follow up in the next issue for more information on Litigation Support software.

A few of the more practical Practice Management features include calendaring, streamline interfacing for easy retrieval of documents and integrating applications to exchange data. Calendaring not only allows the viewing of the calendar of those involved in the case/matter, but also creates a preliminary customer relationship management system for individuals outside the firm. The other most popular feature – integrating applications – links documents with applications to reduce time in reentering the same data, thus, helping to eliminate errors. Practice Management’s top applications include Amicus Attorney, PracticeMaster, PCLaw and TimeMatters.

Time and Billing applications, of course, help you track billable time and automatically bills clients. Additionally, reports can be generated to show profitability/productivity to recognize areas to address. In regards to billing, accounts receivable and trust account transactions can be linked with accounting packages to draw on the trust account automatically when invoices are generated. The most popular software for this category includes Timeslips, Tabs3, PCLaw and BillingMatters.

Document Management essentially controls how documents are created, edited, stored, retrieved, received, distributed and disposed. This function can be indispensable for firms with strict document control standards and is more involved than normal word processing functions. Document Management software can capture searchable text from incoming paper documents to allow searches on the text without re-typing. Electronic documents can also be coded to be identifiable by client, case, keyword, etc. to leverage intellectual copy from previous cases. Access to documents can be controlled with security settings restricting how and when documents can be changed through an audit trail. Plus, the software identifies the lifecycle of documents to alert the owner when the documents need to be destroyed reducing liability. Top Document Management applications include Adobe Acrobat Professional, DocuLex, Questys and Worldox.

The Document Assembly function works with existing documents to generate templates, smart documents and automates data retrievable. New documents can be easily built based on templates created by designated experts. Smart documents are developed from predefined standard clauses. Data can be set up to automatically retrieve predetermined information from document management systems and contact managers to reduce time needed for data entry.

Remember software isn’t the only factor to research. Utilizing the proper hardware can also increase your firm’s proficiencies and productivity. Again, your CIO or IT consulting firm can audit your current system and suggest upgrades or new hardware. Hardware should include adequate protection (firewalls), back up and technical support for hardware as well as software needs.

Rely on the Expers
Once you’ve decided on the entire technology solution, make sure a certified professional is performing the installation. Utilizing skilled technicians can help reduce the downtime and errors that can occur with migration. Additionally, designate a source to train staff and attorneys immediately on the new solution to ensure acceptance. Training helps users learn the solution quickly and encourage them to use it to ensure the firm can reap the benefits quickly. Doing your homework in the beginning and depending upon the expertise of IT professionals, and following the steps outlined above will help you maximize your technology investment.

About BNC
Founded in 1997, Business Network Consulting (BNC) is the largest provider of outsourced computer and network support for small to medium-sized businesses in Colorado and Texas. BNC supports corporate IT networks to produce innovative and goal-driven IT solutions. BNC supports over 650 companies across the two states equating to over 10,000 systems. For more information, please call 303-782-9090 or visit www.bncsystems.com.