Adopting Legal Software: Task Management and Calendaring

Keeping track of all the things that need to get done as well as appointments can be a time consuming and multi-faceted project. However, ddopting calendar and task management software isn't always a straightforward process. It requires careful planning, thoughtful review, and a strategic approach to training and change management. In this blog, we explore the steps law firms should take to successfully implement calendar and task management software, resulting in better time management and optimized efficiency.

Identify Your Firm’s Needs

Before choosing a task management software, ask several questions to best gauge what the firm needs. This is especially true given the level of customization that can come with these kinds of programs. Ask questions like:

• Does the firm need a program that merely holds and sends reminders, or does the firm need a full on scheduling program?
• What are the issues the firm faces with keeping track of tasks?
• Does each team member need to track of their items separately, or does the firm need a system that tracks all of the firm's tasks?
• Does setting priorities help the firm identify which tasks are priorities?
• Does the firm use an external calendar - Outlook or Google - to track each individuals full schedule? 

Knowing what the firm needs from a task management software greatly narrows the search for one even before it begins. Some task management and calendar programs are better suited for law firms than others. These programs generally allow firms to have track several individuals calendars and tasks in one place. These kinds of task management programs allow law firms to organize and optimize their time and tasks as a whole rather than taking an individual approach.

Choose the Right Task Software

After determining the firm's needs, the next step is to choose a program whose features best suit these needs. When choosing task management or calendar tracking software for a law firm, there are a few important factors to keep in mind:

• Customization: Good task and calendar management software offers customization to cater to the specific needs of the firm. Task management programs like SimpleLaw, Clio, or MyCase, for example, have industry-specific features like appointment and matter creation that allows law firms to organize their workflows.

• Ease of Use: Task management should be intuitive and easy to use. Law firms are busy, so the system shouldn't be unnecessarily complex. A user-friendly interface will minimize training time and elevate adoption rates.

• Tailored Solution: Search for a task management that is built specifically as part of an entire case management software platform. Removing data silos immediately drives efficiency and productivity for the firm and their clients.

• Mobile Accessibility: Lawyers usually work remotely or at court, so it's critical that they can use legal tools anywhere. For the best availability and flexibility, use task and calendar management software that is cloud-based.

• Security Features: It's important for law firms to protect their data, especially information about clients and operations. When looking for systems that protect confidential information, search for features like data encryption, HIPAA-compliant, certified secure, and leverages user authentication protocols. These tools help ensure the firm safely stores and manages confidential data.

Get Buy-In from Key Stakeholders

Task management and calendar software adoption can only succeed with support from the top. Law firms must champion the adoption of task and calendar management software and emphasize its importance to the entirety of the firm. The implementation of task management and calendar software, or any legal software, will likely fail without buy-in from management and key stakeholders.

It’s essential to involve everyone in the decision-making process. Meet with attorneys, paralegals, administrative staff, and IT professionals to gather input on task management software capabilities and identify any concerns. If you are a solo or small firm who may not have all of these functional experts, be sure to focus on ease of use and efficiency tools.

Develop a Clear Implementation Plan

Task management and calendar software implementation isn’t just about installing software. It requires strategic planning to make sure the system is rolled out successfully and actually used. A clear implementation plan includes the following steps:

• Timeline: Establish a realistic timeline for the adoption process, from selecting the task management and calendar software to full implementation. Be sure to take the time it takes to introduce and train employees into account.

• Data Migration: One of the most critical steps in task management and calendar software adoption is migrating data from any previous systems into the new one. This process can be time-consuming and error-prone, so it’s essential to ensure data accuracy during migration. It's best to ask the software owners if they provide free support to complete the migration.

• User Training: Proper training is essential to ensure everyone knows how to use the new task management program effectively. Ask each task management software provider if they offer both initial training and ongoing support to address any issues that arise. 

• Pilot Testing: Before rolling out task management and calendar software firm-wide, it's important to hold a pilot test with a small group of users or profiles. This lets the firm identify any potential problems and make necessary adjustments before full implementation.

Integrate the System into Daily Operations

For task management and calendaring software system to be truly effective, it must be seamlessly integrated into the firm’s daily operations. Encourage staff to use task management to track everything that needs to be done, and assign it to the person or people responsible. This should be the single source of truth for the entire firm. This means consistently logging tasks and appointments into the system. The more data that’s entered into the system, the more powerful it becomes in terms of providing actionable insights.

Additionally, set up automated workflows and reminders within the task management system. For instance, use task management tools to keep track of follow-ups, deadlines, and other important activities related to client cases. Automated processes can help reduce human error and improve efficiency.

Monitor and Optimize Task Management Usage

Adopting task management and calendar software is not a one-time event but an ongoing process. After the task management and calendaring system is implemented, it’s important to monitor its usage and effectiveness. Law firms should track key performance indicators (KPIs), such as the number of amount of appointments and matters scheduled through the software, the time saved by automated workflows, and the firm's ability to keep track of matters over time.

Periodically assess the system's performance and make adjustments as needed to ensure that it continues to meet the firm’s evolving needs.

Conclusion

Adopting task management and calendaring software can be a change for law firms looking to keep track of all tasks, manage appointments, and optimize their forward planning. However, successful adoption requires careful planning, selection, and execution. By choosing the right task management and calendaring software, getting buy-in from stakeholders, and integrating the system into daily operations, law firms can unlock the full potential of their task management and calendar software and create a more efficient, client-focused practice. With the right approach, task management and calendar software adoption can lead to stronger client relationships, improved internal processes, and, ultimately, a more successful law firm. Next week, we review and consider Client Portal services.