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Can a Case Management Software System Really Deliver Benefits?

July 29th, 2009 | admin | mp3 audio book

The benefits of a case management software system are few but far reaching. Broadly, they include:

Saving time in document production, storage and retrieval and disseminating documents to relevant parties.
Saving on the costs associated with all of the above.
Standardizing all your processes easily.
Concentrating on the value added services of your fee earners and practice managers and creating more income for your organization.

Will the software I have chosen really provide the benefits I’m looking for?
Yes, when implemented correctly. Success criteria include:

Realistically scoping out the project and setting appropriate goals
Whether you work in the public sector, private practice or a legal department you will need to demonstrate value when in investing in case management software. Find a supplier who will help you develop a clear idea of what is achievable within the project, together with a return on investment document and implementation schedule.

Gaining buy-in from the organization

Have you communicated to all the people within the organization why the new system is being implemented? For instance:
Who will benefit from the savings in time?
Will it make more work for some people initially?
Have you considered whether this will put them under increased pressure?
Successful communication and hand holding before and during implementation will increase the likelihood of its success.
Will your supplier help you demonstrate the software’s value to key decision makers?

Who owns the project?
The internal appointment of an empowered member of staff to liase between the supplier of case management software and your organization will often lead to a more successful project implementation. He or she will need to be an excellent communicator. Appointing a responsible person within the organization pre-supposes that they have the time to give to the project and the respect of decision makers and key staff in the organization. If you do not have such a person available internally, a consultant would be an alternative. Some suppliers are capable of designing and implementing a project within organizations with a clear initial brief. Check that they have sufficient track record within your type of organization and can provide good references.

Training
The software supplier and/or consultant and your organization will need to work closely together. Make sure that your supplier or consultant has a track record in training and implementation with other law firms or departments of your size

Is the training ongoing and well planned?
How easy will it be for staff to adopt the new software? Is a gradual implementation process possible?
Can the trainer and supplier be involved at both stages?
Will your staff be trained just on the case management software or also how it integrates with other systems?

Flexibility and the right system for you
How adaptable is your new software and is it the best fit for your organization? Software systems often require professionals to change the way they work. Can it be adapted for your organization so that the software matches your working practices? Flexibility is not necessarily a cheap option but in the long run it will pay for itself. It will result in quicker adoption by users and will ease their workload. They will be able to complete work more efficiently and handle larger case loads, earning their organization more income. Ask for references and case studies from your supplier.

Future Needs
Are there software updates available from your supplier? With rapid technological advances, software needs to be adaptable. What ongoing costs are there? Can you add further functionality to your system at a later date to meet the changing needs of your legal work?

Does the system provide value for your organization?
Some vendors offer consultancy services, initial and ongoing training, product development in close consultation with clients, individual modules and/or integrated systems and regular software updates according to your needs. Find one of these and you are on to a winner.