5 Elements to make Data Productive

Have you adopted a password manager? Maybe you have the web browser saving your various login credentials. Both are examples of making the data you have work harder. It's at your fingertips and automatically fills out the login information when the web address is recognized. 

I haven't stopped to calculate the time it saves me, honestly. But I do know that if I had to manually enter it each time, well, it would add up.

Why should the data in your case management software not do the same? To really save time and streamline repetitive processes, make sure your case management software gives you the power to put all that data to work, automatically.  Let's consider the 5 elements of data productivity. In other words, what is required of data in order to actually put it to work!

Useful

First things first, am I right? It's a total non-starter if the data isn't useful. Case management software comes with a set of standard data fields. If that's enough for your firm, great. But chances are the fields don't include everything you need to know in order to complete required documents or letters.

This is a critical first step. Think downstream. What are the standard documents needed for the case? Is all that information available on the platform through standard fields? Chances are you need more fields... likely many more. The goal here is to give you the ability to create as many custom fields as you need to streamline the entire process, from data gathering through to document automation.

Look for case management software that lets you create custom fields. And not a limited amount. The goal, after all, is to have many many cases. And cases will each have a unique need or two. So having the ability to create as many custom fields as you need is key. 

Recorded

Is the data you need recorded and stored in your case management software?  How does it get there?

The focus on this step is all about efficiency. Sure, you or a member of your firm can complete the data gathering process with each client. But, wouldn't it be simple to give the client access to the case management software through a client portal and let them complete the information? 

Sure you or someone from your firm will review the data. If the client has questions, of course, you are there to answer. But the goal of this is to streamline the process of recording the data itself.

You may want some custom fields that are for the law firm's eyes only. Your firm may want to track the referral source if the client was referred. You may want to add notes about a good time of day to call, or a preferred method of communication. Or maybe the client has specific preferences on their nouns and pronouns. Look for software that lets you track whatever data your law firm decides to track. For your eyes only and to be completed by your firm only, too.

Accessible

This is all about being able to get to the data. Sure, some case management software platforms give you unlimited custom fields and custom client intake forms. But you can't actually access them when it comes to putting the data to work. Or a specific subscription level is required to make those fields accessible.  

Look for case management software that makes all of these data fields accessible for document automation. Not just case information, but also custom fields and full custom client intake forms. Just because the data is stored doesn't mean it's accessible.

Navigable

Great. Your data is useful, recorded, and accessible. But how easy is it to actually use? If it requires some level of programming, or a complex process to get to the data, well, that's not very navigable.

Look for case management software that lets you define the field names and where they can be found. The interaction with the recorded data should be intuitive, not a complex process of meticulous copy and paste activity.

We did a ton of research when developing our document automation. The whole copy and paste code snippet thing isn't bad. Just makes it tougher than it needs to be. With our accessibility approach, it's a simple drag and drop. And the names of those fields? Well, it's up to you. You create the fields and the names. So it makes sense to you and your law firm. Not some weird field name that the tech people created. Look, my other half is a developer. They have their way and it makes total sense to them. But to us non-techy folks, the difference between "Date_Fixed" and "Date_Set" doesn't make much sense.

Satisfies The Needs

So now you have useful data recorded, it's accessible and navigable. And, it fills the needs you currently have for documents, letters, etc. For now, anyway.

Change is the only constant. The ancient Greek philosopher Heraclitus said that SO many changes ago. So as the needs of the law, your firm, clients, or other parties to the process change, be sure you can adjust without having to recreate.

Ultimately, the time you invest in the data productivity process pays off in a big way. Look for technology that puts you in charge and lets you customize to the specific needs of your firm, clients, and cases. What good is data if you can't make it work for you?