There are lots of options out there if you are looking for case management software. The trick is how to find the right case management software for your firm. And just like shoes, one size does not fit all. Understanding your firm, your priorities, and the options available, are the keys to optimizing your selection process.
There are many elements to consider here. The first step is understanding your current process. Spend a few moments to understand the firms process when it comes to managing documents, client information, leads, the billing cycle, and any other processes that help the firm manage cases. Are you using multiple technology solutions that don't talk to each other? For example, do you track hours on an online shared spreadsheet? How are invoices created from that record? Similarly, where are documents stored? Are they easily accessible to all that need to view them? Are you able to take information already recorded somewhere and automatically complete repetitively used documents? For most firms that use multiple individual point solutions, there is room for improvement.
Looking at your current processes, consider the time required using this approach. You may not know how many hours it takes to complete monthly billing. If not, track it for a month. Look at other processes - the ones that you dislike doing the most are likely the ones that have the most room for improvement. Come up with a list of at least 3 things you want to focus on when considering your options.
Then consider your firm's profile. Would you consider your firm to be fairly open to change, using new technology? Maybe you have someone on your team that really enjoys technology. Or is your firm looking for a solution that doesn't require a lot of time to understand and use?
Considering all the elements of your firm, create your list of must-haves. Remember, you need to be flexible too. But be sure you have a core set of requirements. Perhaps it's a focus on a streamlined billing cycle or providing a client portal. Maybe the focus is on ease of use and the most ongoing support. You get the idea.
We recommend creating a long list of things that may be helpful to your firm. Then, going through the list, consider the items that are must haves, nice to haves, and optional. The nice to haves and optional list will likely be fluid as you go through researching and viewing case management software platforms. The must haves are truly things that your firm truly requires. Don't be surprised if your list changes a bit after seeing what is out there. For many law firms, we hear 'wow, didn't know we could do that'.
When considering your options, it's critical to include the user experience. Are you looking for cloud-based software that is accessible anywhere or do you prefer a local installation of software? What technology do you already have and are you open to upgrading your existing computers should they need to be replaced? Is your firm largely tech-savvy - always on the cutting edge of tech? Perhaps your firm is looking for a comprehensive platform that is simple to learn and use. Consider the number of users and the budget your firm is open to spend.
Looking at the available options, look deeper than the top 3 or 4 options There are so many available case management software platforms. Your bar association is a great resource, as is the ABA. If you were able to make it to the annual ABA TECHSHOW, you saw how many options there are. If not, check out the website to see a list of providers. Spend some time on each of the providers websites. Remember, focus on the must haves. And keep an open mind. Sometimes the most 'popular' option isn't always a fit.
Schedule demos for your top 8 to 10 providers. Be sure to throw in a random selection, too. When going through the demos, be sure to take notes. What did you like? What was lacking? Ask the demo provider to send you some screenshots or other things that may jog your memory. Trust us, after you sit through a few of these, they all start to blur.
After all your demos are complete, sit down with your notes and streamline the list. What other questions came up after you saw all these various technology platforms? Don't be shy about revisiting past demos. As you learn more, you may have more questions. Book another round of demos, if needed.
When it comes to making the choice, be sure to go back to the beginning. How will your internal processes be changed? What is the potential impact in terms of time savings, client satisfaction, etc.? No platform is 'perfect' just as no two law firms are the same. Each firm has their own unique set of needs, internal approach, and priorities. Be sure to ask your top choices about their history of rolling out upgrades based on user request, any cost for continued training, and any discounts.
Next week we'll address the best practices on adopting new case management software. Do you have any specific questions? Send them our way!