From Vintage to Modern: Changing the Face of Legal IT Software through the Cloud

31
Jul
2013

Matt Spiegel

Say what you want - there's no denying that recent business technologies have changed the face of the legal professional community. From attorneys to consultants to support staff, law practices everywhere are using software to simplify and enhance their daily workflow. Yet not all legal professionals know how to capitalize on these recent advances - and the history of legal technology shows why.

Although it wasn't that long ago, it's hard to remember that most law practices once relied on a simple typewriter and paper. Once the computer era began, new software systems brought a stunning level of convenience and efficiency into the office. While many law firms began their first ventures into technology with Excel spreadsheets, most eventually graduated to legacy software systems that could assist with daily tasks such as calendaring, case management, billing, time tracking and contact management.

Although all of these systems seemed sufficient at the time, they did carry some drawbacks - which law firms were quick to see. For starters, the software was usually installed via a CD onto a hard drive, which meant that updates required continued expenses of buying and installation. The client and case information was often disorganized and wasn't always readily available - and even when it was, it was tied to local machines. Anyone who needed to study case notes, check an unpaid invoice on the billing system or review time tracking had to be physically present in the office, which simply didn't accommodate unpredictable schedules or the realities of travel. Even when remote access did eventually become available, it was prohibitively expensive and involved a remote setup and an IT person. 

The bad news? Many legal professionals associate today's law practice management software with these drawbacks. The good news? They couldn't be more wrong.

Today's technology landscape

As technology has grown more sophisticated, legal IT software has advanced to the point of truly streamlining and automating manual tasks, increasing firms' efficiency and revenue. Today's software packages can expertly handle calendars and case management, while accounting functions save both attorneys and their staff considerable time. The flexibility and convenience of Web-based platforms has allowed legal professionals to work from wherever they are, whenever they need to. Best of all, appealing features like online payment systems and enhanced client communication have enabled law firms to strengthen their client relationships.

Sounds great, right? But when it comes to selecting the right software package, many firms still aren't sure how to proceed. It's often believed that learning and implementing new software will be too time-consuming. In reality, the right solution will ultimately save law practices time by delivering a more efficient workflow. It's just a matter of choosing the right one. So what's a firm to do? Here are five steps to selecting the right software: 

1. Start by identifying challenges. Take a look at the typical office workflow and make notes of areas for improvement. What problems are you trying to solve? What are your practice management goals? Once you have a grasp of these, you'll have a roadmap of the features you need from your software.
2. Next, try a few different vendors. Don't settle for the first one you find; each vendor will offer a unique take, so sample the different solutions out there and see what works for you. Good vendors understand this and offer a trial period for this very reason. And if you find a vendor who doesn't believe in giving trial periods? Consider that a red flag. While you're evaluating vendors, make sure you select one who can help you transfer your data from the old system to the new system. Data migration can be a headache, so finding a vendor who can make it easy will save you untold hours of effort and expense. 
3. Once you've implemented your software, prepare for a learning curve. It's important to educate yourself on the right way to use your new tools, so take advantage of your vendor's resources, including demos, webinars, help files and training. Make sure that everyone in your practice understands how to use the software for its particular functions.
4. A final word of advice: go slowly. Transferring all of your data and plunging into your new system often creates more confusion than it solves. Ease into your new system and transfer only the right data, such as contact management and current case files. Keep data like old billing records in the original system, so it can be referenced for historical data until it's phased out completely.

As technology continues to advance, the world of law practice management software will doubtlessly continue to evolve. The rising importance of mobile options points to a future of applications involving on-the-go payments and client communication, while the increasing trend of software integrations with other company packages is likely to continue as well. No doubt other developments will come along too - and smart legal professionals will learn to capitalize on them to grow and strengthen their practices.