Extending the Value of WorkSite
                          ITLA Regional Presentation July 14-15, 2009



    Baker Robbins...
Key Market Forces
                                                           What’s Keeping Law Firm Partners Awake at Nig...
Productivity Challenge
                                   demand for services remains soft based on monthly billable hours...
Key Market Forces
                                                                      What’s Keeping IT Awake at Night…
...
Take Advantage

    The key challenge for law firms in 2009 and beyond is to
      “shift gears” from a model premised on ...
Deliver on the WorkSite Investment
                    three steps to leverage your document management platform



      ...
Lower WorkSite TCO

• Centralize and consolidate WorkSite libraries
     – Reduce system administration costs
     – Reduc...
Deliver on the WorkSite Investment
                    three steps to leverage your document management platform



      ...
Concise Email Policy




         © 2009 Baker Robbins & Company   9
Email Lifecycle Management
                                                         This workflow is realistic and easy to...
Product Demonstrations
                      how WorkSmart products address key user community challenges




         • W...
Deliver on the WorkSite Investment
                    three steps to leverage your document management platform



      ...
Improve Productivity
                                               Learning vs. Training




• Training is a means to the...
Improve Productivity
                                                        User Adoption




• Deployment of new product...
Improve Productivity
                                                  What’s in it for me?




• Adoption of new technolo...
Realizing the WorkSite Promise
                                                                           closing comments...
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Deliver Value with Autonomy-iManage WorkSite In Todays Economy Road Show 2009 Baker Robbins-ILTA (611228)

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Baker Robbins & Company and Traveling Coaches, Inc. describe how to increase the effectiveness of your iManage WorkSite environment to manage the electronic client file in current economic times.

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  • Remember that a financial crisis is a terrible thing to waste. The current productivity drop is pushing firms to price, staff and deliver servicesdifferently. Some organizations are re-think associate compensation, re-think staffing models for the delivery of legal services. The IT community must take this into consideration in planning and project delivery. You must enable lawyers to become an “enhanced practitioner” (Susskind) that blend legal skills with deal/project delivery. They need different tools for different times. We believe there is a shift in delivery models emerging, including Customized, project pricing for major transactions, “unbundling” legal services, push work to offices where it can be most efficiently performed and develop serious project management skills. The objective is to blend Legal Services with effective project delivery.
  • Based on the economic backdrop in 2009, the mandate to IT is clear. With productivity drop is pushing firms to price and deliver differently – where do you start.IT has to demonstrate value to the business through prudent, cost effective innovation using existing toolsEmail communication demands clear policy and efficient product to respond to staff ratios and volume.Learning services have to respond with new techniques, including social networking and scenario based solutions.
  • The cost of distributed iManageWorkSite environments continues to increase. WAN reliability and price-performance ratios continue to drop. Tools to consolidate libraries are very strong with Shamrock and other solutions. Second, email filing initiatives will place more pressure on Worksite library growth. Successful organizations should be filing 5 emails for every document, year over year. Expect spikes as change management and email wellness campaigns are launched. YourWorkSite infrastructure must evolve to address centralization and growth. We recommend 64-bit hardware and operating systems. Even though WorkSite application server is (and will likely remain) 32-bit, critical pathways such as SQL Server and Autonomy IDOL should be deployed exclusively on 64-bit platforms to support larger memory address space. As your sites grow, performance is frequently connected with memory available. Chase the Space model to permit storage growth. Allocate LUNS on SANs is an art and a battle.  DocServer balancing 500GB SAN LUNs (some much less), but it’s very awkward to add a new docserver if the first volume fills up (and most bigger firms doing email filing will file more than 500GB each year). Chase the Space is a best practice that pre-allocates ten or more document servers and randomly assigns these servers to users. Check with us for the docusers trigger that initiates Chase the Space for existing and new users.Enterprise Virtualization can save up to $100k over 2 years based on servers, maintenance and licensing in typical firm reducing server count by 30. This also provides built-in platform for disaster recovery.Reduce administrative overhead using Integration Appliance to automate key meta data.
  • Based on the economic backdrop in 2009, the mandate to IT is clear. With productivity drop is pushing firms to price and deliver differently – where do you start.IT has to demonstrate value to the business through prudent, cost effective innovation using existing toolsEmail communication demands clear policy and efficient product to respond to staff ratios and volume.Learning services have to respond with new techniques, including social networking and scenario based solutions.
  • See more at http://insight.brco.com/worksmart/blog/
  • Based on the economic backdrop in 2009, the mandate to IT is clear. With productivity drop is pushing firms to price and deliver differently – where do you start.IT has to demonstrate value to the business through prudent, cost effective innovation using existing toolsEmail communication demands clear policy and efficient product to respond to staff ratios and volume.Learning services have to respond with new techniques, including social networking and scenario based solutions.
  • Professionals need learning resources that address:Training has to be relevant + timely. Think http://creative.brco.com/CrabbySnacks/index.htm is a great exampleTraining has to be a resource to return to. See http://creative.brco.com/MCC/!SSL!/FlashHelp/Matter_Centric_Computing.htm
  • Deliver Value with Autonomy-iManage WorkSite In Todays Economy Road Show 2009 Baker Robbins-ILTA (611228)

    1. 1. Extending the Value of WorkSite ITLA Regional Presentation July 14-15, 2009 Baker Robbins & Company and Traveling Coaches, Inc. describe how to increase the effectiveness of your iManage WorkSite environment to manage the electronic client file in current economic times. Agenda 10m - Key Market Forces – how the economy impacts our choices today 50m - Responding with WorkSite – how to show value with the platform 20m - Delivering Change – how to calibrate your learning message Peter Buck, Mark Denner, Liza Madden, Marilyn Sink & JB Trexler Baker Robbins & Company Joe Buser Traveling Coaches Resources WorkSmart blog http://insight.brco.com/worksmart/blog Electronic file 2.0 about eRecords http://insight.brco.com/e2.0/ © 2009 Baker Robbins & Company
    2. 2. Key Market Forces What’s Keeping Law Firm Partners Awake at Night… 2009 Economic Realities Current slow revenue and productivity growth foreshadowed 2009/2010 Outcomes in 2008 as 6-8% drop in productivity Modest revenue growth in 3% range, but net income targeted down by 15% Productivity continues to soften over 2008 compared to prior years, up 12% over 2007 Attorney to secretary ratios to rise up to 5:1 Redistribution of practice group activity from Financial Services and Expenses, relative to demand, continue Real Estate to IP Litigation and to rise. Bankruptcy The 17-year old hourly business model is being tested Based on data from Hildebrandt Peer Monitor. Contact James Jones. © 2009 Baker Robbins & Company 2
    3. 3. Productivity Challenge demand for services remains soft based on monthly billable hours Productivity Analysis (Avg Hrs / Mo) 150 140 Al l 130 A ssoc EP 120 NE P +OC 110 100 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Jan 2005 2006 2007 2008 2009 © 2009 Baker Robbins & Company 3
    4. 4. Key Market Forces What’s Keeping IT Awake at Night… Information Management, Digital reality Client file now in digital form. Email contains 75% of business content 2009 Baker Robbins & Company Lawyers now being brought into Lit Holds Email Wellness survey revealed + Discovery in ways that they were once protected Only 9% survey respondents confident they can produce the entire electronic client file 86% complain they do not follow email management guidelines because the volume is too high See http://insight.brco.com/e2.0 for the 2009 email wellness survey © 2009 Baker Robbins & Company 4
    5. 5. Take Advantage The key challenge for law firms in 2009 and beyond is to “shift gears” from a model premised on growth and expansion to one premised on the more efficient and cost effective delivery of legal services. The IT community must take this into consideration in planning and project delivery. You must enable lawyers to become an “enhanced practitioner” (Susskind) that blend legal skills with deal/project delivery. They need different tools for different times. © 2009 Baker Robbins & Company 5
    6. 6. Deliver on the WorkSite Investment three steps to leverage your document management platform Lower system total cost of ownership 1 Leverage the existing investment in 3 WorkSite 2 Improve Manage email with Productivity through learning practical lifecycle + policy © 2009 Baker Robbins & Company 6
    7. 7. Lower WorkSite TCO • Centralize and consolidate WorkSite libraries – Reduce system administration costs – Reduce hardware and software costs • Scalability and performance challenges – 5:1 Email to documents – Chase the space – IDOL full text – WorkSite Archive Manager • Evolve the infrastructure – 64-bit operating systems – WorkSite server virtualization – Windows N+1 clustering – Cost effective approaches to disaster recovery • Reduce administrative overhead – Automated metadata administration and replication using Integration Appliance – Streamline workspace generation and assignments © 2009 Baker Robbins & Company 7
    8. 8. Deliver on the WorkSite Investment three steps to leverage your document management platform Lower system total cost of ownership 1 Leverage the Improve 3 2 existing investment in WorkSite 2 Manage email with Productivity through learning practical lifecycle + policy © 2009 Baker Robbins & Company 8
    9. 9. Concise Email Policy © 2009 Baker Robbins & Company 9
    10. 10. Email Lifecycle Management This workflow is realistic and easy to implement Purged by law firm Deleted or >= 6 Months Sent items 1 Non-Record Limited Usefulness 3 File in Move to official Email <= 60 Days Official Record client/matter Life cycle retention managed via Records created or received Preserve Correspondence folder Management System (DMS) Convenience Materials 2 Useful for some period Store in Purged by law firm personal folder >= 2 Years or Inbox © 2009 Baker Robbins & Company 10
    11. 11. Product Demonstrations how WorkSmart products address key user community challenges • Work the way users want to work with – Unites document profile + entire workspace in a single view – No need to navigate the WorkSite tree – Works with or without matter centric workspaces • Improve MCC outcomes with – Simplify the workspace design process – Provide flexible folder choices – Support for complex matters – Improve team collaboration • Extend WorkSite’s reach with – Connect Workspaces with Matter Portals, Extranets and Dashboards – Provide content in context See more at http://insight.brco.com/worksmart/blog/?page_id=469 © 2009 Baker Robbins & Company 11
    12. 12. Deliver on the WorkSite Investment three steps to leverage your document management platform Lower system total cost of ownership 1 Leverage the Improve 3 3 existing investment in WorkSite 2 Manage email with Productivity through learning practical lifecycle + policy © 2009 Baker Robbins & Company 12
    13. 13. Improve Productivity Learning vs. Training • Training is a means to the end, not the end itself • The goal is always user adoption • Maximize adoption by providing a variety of information touch points and learning opportunities • Technology commercials • WOW! sessions • Self-paced learning • Classroom training • One-on-one coaching • Reference materials • Subject matter experts © 2009 Baker Robbins & Company 13
    14. 14. Improve Productivity User Adoption • Deployment of new products and development of efficient processes do not guarantee maximum ROI on technology investment • Just because we build it doesn’t mean they will come • Successful technology change is predicated on complete user adoption of the new products and processes • Users are more likely to adopt solutions that have demonstrable personal benefit • Firm-wide initiatives to ensure user adoption are required • Identification of the necessary core competencies and their reinforcement through specific best practices is critical to success © 2009 Baker Robbins & Company 14
    15. 15. Improve Productivity What’s in it for me? • Adoption of new technologies and new business processes is personal • Investment in re-training for greater efficiencies • Get beyond intellect and create an emotional response • Different strokes for different folks: secretaries care about filing it while fee earners care about finding it! • Communicate early and often and sell the project to gate keepers, influencers and champions • Use peers to break the cycle of resistance • Teach best practices to circumvent non-supported processes • Alignment of firm policies to personal habits © 2009 Baker Robbins & Company 15
    16. 16. Realizing the WorkSite Promise closing comments The IT community must plan and delivery projects differently in 2009-2010. You must enable lawyers to become an “enhanced practitioner” (Susskind) that blend legal skills with deal/project delivery. They need different tools for different times. 1. Lower WorkSite TCO with virtualization and Chase the Space practices 2. Push work to right staff in the right location with WorkSpace Extender, with SmartSpace Wiki integration 3. Streamline lawyer inbox with clear, frequently communicated Email Lifecycle Management story 4. Plan and continue change management with learning suited to your community. Learn More about… WorkSmart: http://insight.brco.com/worksmart/blog Baker Robbins & Company: http://www.brco.com/worksmart Travelling Coaches: http://www.travelingcoaches.com/training.htm © 2009 Baker Robbins & Company 16

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