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Why are Consultants So Sure You Need a Practice/Case Management System

Why are Consultants So Sure You Need a Practice/Case Management System
Tom O'Conner
Lexis-Nexis Webinar

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  • Mention LTN article and Andy Adkins lets you take advantage of the collective knowledge that resides in your firm’s document management repository. Precision searching capabilities let you quickly find relevant prior work product, such as case-law memos, briefs, motions filed, pleadings, depositions, deal documents, etc. to help complete a research or drafting assignment.

You Need Practice Management You Need Practice Management Presentation Transcript

  • Why Are Consultants So Sure You Need a Practice/Case Management System ? Tom O’Connor Lexis-Nexis Webinar April 29, 2008
  • WHY YOU NEED IT
    • Virtually every legal consultant says you MUST have a CMS in order to effectively manage your practice
    • Andy Adkins
      • One application is more effective way to handle multiple tasks
    • Tom O’Connor
      • Part of overall technology strategy
  • WHY YOU DON’T HAVE IT
    • Using separate applications
    • Don’t want to take the time to “unlearn” existing workflow.
    • Common impression about CMS is that it is
      • Too difficult to implement
      • Too expensive for all but the big firms
    • Many attorneys think they DO have a CMS
  • WHY YOU DON’T HAVE IT
    • ABA technology survey shows that only 53% of respondents have a CMS
      • only 36% report actually using it
      • 51% use Microsoft Outlook
      • Time Matters at 12%
      • CaseMap at 11%
    • What is CMS?
      • Case Management
      • Practice Management
  • CASE MANAGEMENT
    • Manage Specific Cases
      • Track specific case information
      • Often litigation specific
    • Matter Management
      • Transactional attorneys
      • Document assembly
    • Financial Management Systems
    • Document Management Systems
  • ADKINS REQUIREMENTS
    • Calendaring System
    • Contact Database
    • Case Notes or Diary
    • Document Assembly
    • Reports Writer
  • PRACTICE MANAGEMENT
    • Includes:
      • Case Management
      • Document Management
      • Financial Management
    • Features
      • Encompass workflow
      • Centralized information storage
      • Multi-user access
      • “Cafeteria” approach
  • TOP REASONS TO USE
    • Common Interface
    • Organized by client/matter number
    • Share everything
    • Do quick conflict checking
    • Record and link phone calls
      • No lost pink slips
    • Small firm version of KM
    • CLIENT EXPECTATIONS
  • FURTHER REASONS
    • Combines
      • calendaring/ tickler functions
      • docketing
      • case information tracking
      • address book functionality
      • document assembly capabilities
    • Portability
      • Laptops
      • PDA’s
    • Avoid malpractice
    • Turn wasted time into billable time
  • OBLIGATORY ED REFERENCE
    • CMS background in litigation
    • Growing emphasis on ED
    • Huge amount of data
      • Even in small cases
      • Average hard drive is 60GB
      • E-Mail
      • Family Law, Criminal, Bankruptcy
    • You MUST have computerized control of this data
  • O’CONNOR ANALYSIS
    • Four fundamental pieces of law office technology
      • Hardware
      • Word processing
      • Email system
      • Practice management
        • CMS
        • T&B
        • DMS
  • THE $10,000 LAW OFFICE Hardware ▸ Computers ▸ Windows Small Business Server ▸ Scanner ▸ Network Printer ▸ Gigabit Switch ▸ Firewall ▸ Backup System ▸ Electrical Protection Systems
  • The $10,000 LAW OFFICE: Software ▸ Word Processing ▸ Adobe Acrobat/ PDF writer ▸ Billing/accounting software ▸ Case management system ▸ Do cument management system ▸ E-mail software ▸ Internet access (for research) ▸ Utilities ▸ Data backup ▸ Security ▸ Anti- virus software
  • SELCTION PROCESS
    • Workflow
    • Customizable forms
    • Sync with handhelds
    • T&B
      • Merge
      • Share
    • Import old data
    • Support
    • TRAINING
  • TRAINING
    • TOP TRAINING TIPS
      • TASK-ORIENTED not FEATURE-ORIENTED
      • NO GENERIC TRAINING
      • PROFESSIONAL TRAINERS
      • TRAIN OFTEN, TRAIN GENTLY
      • MAKE TRAINING MANDATORY
      • LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE
      • THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT
  • SAVINGS
    • If CMS saves you 15 minutes per day
      • Bill 15 minutes more per day
      • @ $300/hour
    • $75/day
      • $375/week
      • $1500/month
      • $18,000 year
    • Don’t forget to add impact from billable staff as well
  • EXAMPLE
    • Murray Darnell
      • Already owned Time Matters and PCLaw
      • Felt they weren’t maximizing the effectiveness use of these applications
    • Install new hardware
      • MSBS
      • 4 new desktop PC’s
      • ScanScap scanners
    • Upgrade all of their software
    • Total cost
      • Equipment just over $10,000
      • Installation, upgrades and training $3000.
  • ESSENTIAL BOOKS
    • Computerized Case Management Systems – Andy Adkins
    • 2008 Solo & Small Firm Legal Technology Guide –Nelson, Simek & Maschke
    • How to Start and Build a Law Practice by Jay Foonberg
    • Flying Solo – Bill Gibson
  • Thank You For Listening!
    • Gulf Coast Technology Center
    • www.gulfltc.org
    • Tom O’Connor
    • [email_address]
    • Craig Bayer
    • [email_address]
    • Andy Adkins
    • [email_address]