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To make
a significant improvement in
productivity and efficiency, you'll
need
to look beyond traditional "task-based"
solutions, and focus on solutions
that address broader firm-wide
processes. Even though law
firms use technology to automate
certain tasks, they often still use
manual processes that haven't
changed in decades.
For example, consider what's
involved when accepting a new
client. Several individual
tasks must be completed -
conflict checks, new case approvals,
data entry for billing and case
management setup, printing of
labels, etc. Software programs
(and law firms) typically treat each
of these tasks as a separate
function. As a result, many
firms still use paper-based forms to manage
the client intake process as a
whole.
Instead of treating each task as an
isolated event, tied together by
printed forms, paper clips and
post-it notes, think about a
solution that would automate the
entire process. For example,
a
paper-based intake sheet could be
replaced by an on-line form. Legal assistants
could
type new client/matter information
on-line. From there, software could
manage the rest of the process
electronically.
A process-based solution using
on-line forms could automatically
perform conflict searches, attach
necessary reports, and route
everything to various users for
comments and approvals. And
when the information is ready to be
added to the billing and case
management systems, the data could
be imported directly from the
on-line form without having to
retype anything.
Information would flow much more
efficiently throughout the firm.
Duplicate data entry would be
totally eliminated. And
processes could become virtually
paperless.
Workflow Management software is the
technology that makes a
process-based solution possible.
And although Workflow Management
software is nothing new (it's been used in manufacturing and
retail environments for many years),
it hasn't been fully utilized in the
legal industry.
Fortunately, that is all changing.
Law firms can now find some amazing Workflow Management
systems, designed specifically to
handle the unique requirements of
the legal profession. As these
systems are becoming more well
known, law firms can begin looking at
technology solutions in an entirely
new way.
Remember to
"think big". Consider entire
processes rather than individual
tasks. Software developers are
offering new solutions for law firms
that have never been available
before. You will be impressed
with what you find, and it's
definitely worth some research.
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