Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.
“What have the techies
ever done for us?”
Can technology help lawyers
lead a happier life?
Sue Pratt
Paul Taylor
www.ethie...
Agenda
• Legal technology: quick overview and ones to
watch
• Tips for getting a happier life with technology
• where to s...
• In the middle of a busy working day, with a
never-ending deluge of emails, smartphone
always at our side constantly chec...
Why?
• In Monty Python’s hilarious ‘what have the
Romans ever done for us’ scene in the movie “Life
of Brian” it’s fairly ...
Why?
• It can be tempting to look at something new and
shiny and think we must have that but stopping
to ask ‘why?’ is cri...
Beware of the HiPPO
Why?
When talking to in-house lawyers, they
tell us about the good and the not so
good aspects of their working life.
The good and the not so good ….
60
%
40
%
Legal
processes
not
optimised
Wasted time
spent on non-
legal admin
work
Retriev...
Why?
In recent research, we found that half of
in-house lawyers said more than 30% of
their time was being wasted.
How much of your time is wasted?
None None to 20% 20 to 30% 30 to 40% 40%+
Imagine if that figure could be
reduced…..
All that wasted time could be recycled on to
other work. Perhaps working on tho...
Imagine if that figure could be
reduced…..
• Or perhaps it allowed you go home a bit
earlier to see the kids before they g...
Example
• Casey Flaherty was the GC of Kia Motors. He decided to test
associates at his law firms on their legal tech comp...
When thinking about using technology..
Start with what you have
• Use your existing technologies better
• Look within your...
Use your existing technologies better
• Start close to home. Look around your team or department for ways
to improve what ...
Look within your own organisation
• Look within your own organisation at what
technologies are being used and how they are...
Legal technology: quick
overview and ones to
watch
Reactions to and perceptions of
technology
Anything that is in the world when you’re born is
normal and ordinary and is ju...
Reactions to and perceptions of
technology
• Our reactions to technology like Microsoft Word, the
internet, smartphones, a...
When it comes to legal technology…
• There’s certainly a lot out there
• And new ones are emerging all the
time
• Look at ...
Legal technology: quick overview
• This is just a flavour of what’s out there
• It can be hard to categorise solutions;
pr...
Interesting technologies….
On its own but even more powerful
when combined with other technologies,
RAVN can interrogate e...
Interesting technologies….
Documentaal is a great entry point
document generation tool – simply a
ribbon in MS Word but wi...
Interesting technologies….
HighQ is the law firm system of choice
for collaborative working and sharing of
information and...
Interesting technologies….
A standalone product capable of
working alongside most document
management systems to automate ...
Interesting technologies….
Blockchain is the technology that
underpins Bitcoins. Santander recently
became the first Briti...
Legal technology areas of opportunity
In use Internal Existing New
Law firms can provide you with
systems, if you ask them...
Tips for getting a happier
life with technology –
where to start
Get some help
• Given the wealth of technologies available, it can be
overwhelming. So as you start looking, get some help...
Get some help
• Do write down your list of things that
the new technology needs to do, but
don’t stop at that.
• Think wid...
Technology and supplier checklist
• Capability
• How easy is the tech to
use?
• Is it multi-use ?
• Does it support your
c...
Tips for getting a happier
life with technology
How to build a compelling
business case
Legal tech can create value in many
ways…
Technology can be used to solve a problem or create an outcome in
one of 4 key a...
Some examples
• Business Partnering - we have seen clients use technology to
improve the way they partner with the busines...
Five golden questions
It can be useful to work
through the five golden
questions:
• How do you measure it?
• What is it no...
Tips for getting a happier
life with technology
How to get the best deal
How to get the best deal
• If you have access to a procurement
specialist, get them involved early.
• Go for win:win with ...
Tips for getting a happier
life with technology
How to avoid the technology
graveyard
How to avoid the technology graveyard
• Get buy-in from
leadership team
• Keep things simple
• Allow budget and
time for c...
Case studies
“What has the legal department ever
done for us?”
Global publishing company
US contract
management
system
Seven week end-
to-end contract
process
Business and
client
dissat...
Solution:
• Foundations of a contract management life-cycle system:
Initiation – Preparation – Negotiation – Approval – Ex...
• Contract generation by the business from existing internal
data
• Legal team has ability to track progress and generate
...
No unified tender
bid system
30% win rate leads
to heavy “wasted”
costs
Business and
management
dissatisfaction
UK utiliti...
Solution:
Combined use of people, new processes and existing technology
HighQ Collaborate (Word & Excel)
• On-line instruc...
• Collaborative working platform for internal functions and external
advisers
• Inbuilt quality assurance and consistency ...
UK Telecoms company
No unified property
management system
Mistakes are very
costly to the business
Reporting
obligations i...
Solution:
Combined use of people, new processes and existing technology
HighQ Collaborate (Word & Excel)
• On-line instruc...
• Use of new solution underpins fixed price model
• Single data entry used across multiple workflows
• Significant reducti...
Case studies – common themes
• All use existing technology
• All fast to deploy with no additional
software or hardware pu...
Case studies
“What has the legal department ever
done for us?”
A lot !!
So….. apart from all that, what have the
techies ever done for us?
Or more importantly, what could the
techies do for us
Overview of Ethien
www.ethien.com
We have deep legal expertise
Having held leadership positions in leading law firms and legal departments, who
have deliver...
Our purpose
Insight
We bring new
thinking to help
solve old problems
Identify
We find innovative
ways of working
Implement...
Our business model
Law Firms
Consulting
Business
Partnering
Spend
Analytics
Legal
Operations
Managing
Change
Client
Consul...
Thanks for your time
If you’d like to find out more, please contact:
Sue Pratt - spratt@ethien.com
Paul Taylor - ptaylor@e...
"What have the techies ever done for us?"Can technology help lawyers lead a happier life?
"What have the techies ever done for us?"Can technology help lawyers lead a happier life?
Upcoming SlideShare
Loading in …5
×

"What have the techies ever done for us?"Can technology help lawyers lead a happier life?

280 views

Published on

Ethien's presentation to the Law Society In-house Division annual conference June 2016 attempts to answer these questions and gives tips on how in-house legal teams can get the best out of technology.

Published in: Law
  • Be the first to comment

"What have the techies ever done for us?"Can technology help lawyers lead a happier life?

  1. 1. “What have the techies ever done for us?” Can technology help lawyers lead a happier life? Sue Pratt Paul Taylor www.ethien.com
  2. 2. Agenda • Legal technology: quick overview and ones to watch • Tips for getting a happier life with technology • where to start • how to build a compelling business case • how to get the best deal • how to avoid the technology graveyard • Case studies: how lawyers are using digital delivery in practice • Overview of Ethien
  3. 3. • In the middle of a busy working day, with a never-ending deluge of emails, smartphone always at our side constantly checking our messages or struggling with clunky unintuitive systems which seem to add to our workload ….. it can be tempting to ask “what have the techies ever done for us?” • Technology can seem to be part of the problem. But maybe the reality is different from our perception. Maybe the techies have done a lot for us, and maybe we just don’t realise it. Or, maybe they or we haven’t approached things in the right way…..
  4. 4. Why? • In Monty Python’s hilarious ‘what have the Romans ever done for us’ scene in the movie “Life of Brian” it’s fairly obvious what the benefits of Roman innovations like roads, sanitation and public baths are. • Sometimes, it isn’t so clear. • A few years ago, I heard about a CEO who asked his digital team to develop an app. When asked ‘why’ he struggled to do give a good business justification. I think the best he could come up with was, “well, our competitors have one”.
  5. 5. Why? • It can be tempting to look at something new and shiny and think we must have that but stopping to ask ‘why?’ is critical • Which problems does it help fix? Is it quicker/cheaper/lower risk/better quality than doing the same thing manually? (or preferably all of these.) • Does it create new opportunities, such as connecting better with customers or partners or allow you to launch new products or • And just because someone senior is the ‘Highest Paid Person with an Opinion’ doesn’t make them right….
  6. 6. Beware of the HiPPO
  7. 7. Why? When talking to in-house lawyers, they tell us about the good and the not so good aspects of their working life.
  8. 8. The good and the not so good …. 60 % 40 % Legal processes not optimised Wasted time spent on non- legal admin work Retrieving, editing, sharing and storing documents Generally happy with the way legal work is being done Good relationship with law firms, happy with what they deliver Enjoy working in the legal team Get on well with business colleagues Interesting work Poor or non existent technology platforms
  9. 9. Why? In recent research, we found that half of in-house lawyers said more than 30% of their time was being wasted.
  10. 10. How much of your time is wasted? None None to 20% 20 to 30% 30 to 40% 40%+
  11. 11. Imagine if that figure could be reduced….. All that wasted time could be recycled on to other work. Perhaps working on those important but not urgent tasks that help your organisation avoid a law suit in the future or make more informed decisions on product or market strategies.
  12. 12. Imagine if that figure could be reduced….. • Or perhaps it allowed you go home a bit earlier to see the kids before they go to bed. • Wouldn’t that make you happier?
  13. 13. Example • Casey Flaherty was the GC of Kia Motors. He decided to test associates at his law firms on their legal tech competency, using standard applications like Microsoft Word and Excel.. • The issue for him was time. Being billed by the hour, he realised that if the associates weren’t being efficient, it was costing his company money. All his law firms failed the audit and so he reduced their rates unless and until they passed! • He stresses the goal is not the audit in itself, but reducing waste/cost-cutting, benchmarking, rate negotiations/invoice review and professional development. (From http://www.abajournal.com/legalrebels/article/could_you_pa ss_this_in-house_counsels_tech_test) • In fact, he eventually stopped being a GC and now runs a business helping others with a Technology Competency Audit. (http://www.techassessment.legal/)
  14. 14. When thinking about using technology.. Start with what you have • Use your existing technologies better • Look within your own organisation
  15. 15. Use your existing technologies better • Start close to home. Look around your team or department for ways to improve what you do today. Much of a lawyer’s time is spent receiving emails and instructions in MS Outlook and delivering their output in the form of a Word document. • We see that most lawyers only use about 20% of the functionality of Outlook and Word. Taking minutes rather than hours to do a particular task will make a big impact when multiplied across many documents and people. Carry out a skills audit of your own team (and law firms if you use them) and get people properly trained in the tools you already have. • Find out who in the team is the most expert user of Word and get them to run a regular “hints and tips” session for others. It’s surprising how quickly people can improve their skills. • Ask your existing technology suppliers to show you what else you could be doing with your current tech and speak to other organisations that use it. Find out what else it can do for you.
  16. 16. Look within your own organisation • Look within your own organisation at what technologies are being used and how they are being used. • Go and meet colleagues in other areas and find out what they use. Are any useful to the legal team? • Make friends with your IT team, they may have just the bit of technology you need. IT can get vilified for all sorts of reasons, but this is often without real justification. In any case they will normally be pleased that you asked and you’ll score brownie points which can come in handy later. • If you’ve done all that or can’t find anything useful, then (and only then) is it the time to look outside…..
  17. 17. Legal technology: quick overview and ones to watch
  18. 18. Reactions to and perceptions of technology Anything that is in the world when you’re born is normal and ordinary and is just a natural part of the way the world works. Anything that’s invented between when you’re fifteen and thirty-five is new and exciting and revolutionary and you can probably get a career in it. Anything invented after you’re thirty-five is against the natural order of things.” From Douglas Adams ‘The Salmon of Doubt’
  19. 19. Reactions to and perceptions of technology • Our reactions to technology like Microsoft Word, the internet, smartphones, automation and artificial intelligence as technology can be influenced by our age. • To test this, just ask yourself: “When you have a problem with your smartphone who do you go to?” 1. Your spouse 2. The EE/O2/Virgin call centre 3. Your 12 year daughter • Our perception of “technology” can promote a sub- conscious resistance to change.
  20. 20. When it comes to legal technology… • There’s certainly a lot out there • And new ones are emerging all the time • Look at mature technologies first • Keep an eye on emerging technologies • Ask your law firms
  21. 21. Legal technology: quick overview • This is just a flavour of what’s out there • It can be hard to categorise solutions; providers keep adding new features and products overlap with each other • Technology is just a tool. It doesn’t fix everything and it can be confusing with such a huge choice of vendors. • But, its worth persevering. • It’s also worth keeping an eye on emerging technologies, both in legal and generally.
  22. 22. Interesting technologies…. On its own but even more powerful when combined with other technologies, RAVN can interrogate existing systems to extract data from contracts and present it for use in either a report or a document generation tool such as…..
  23. 23. Interesting technologies…. Documentaal is a great entry point document generation tool – simply a ribbon in MS Word but with the functionality of far more sophisticated document generation systems such as Contract Express and HotDocs
  24. 24. Interesting technologies…. HighQ is the law firm system of choice for collaborative working and sharing of information and files with clients in a secure environment – on a pay as you go model.
  25. 25. Interesting technologies…. A standalone product capable of working alongside most document management systems to automate the process of getting documents approved and signed, returned and stored.
  26. 26. Interesting technologies…. Blockchain is the technology that underpins Bitcoins. Santander recently became the first British bank to start using this technology for recording international payments. Many see Blockchain as an opportunity to track assets throughout their supply chains and electronically initiate or enforce
  27. 27. Legal technology areas of opportunity In use Internal Existing New Law firms can provide you with systems, if you ask them… Refresh Repurpose Multi-use Expert
  28. 28. Tips for getting a happier life with technology – where to start
  29. 29. Get some help • Given the wealth of technologies available, it can be overwhelming. So as you start looking, get some help. • If you have an in-house business systems contact or business analyst in IT, get them involved early. [These guys aren’t too techie but generally hang out in that department.] They can help translate your wishlist in to the kind of document that an IT person or supplier will understand. If you haven’t got one, ask a consultant or Ethien to give you some help. • Don’t believe everything that the tech vendors tell you. Vendors with one solution to sell will tell you that it’ll do everything you want. That’s typically not the case. Remember if your only tool is a hammer, then everything looks like this…..
  30. 30. Get some help • Do write down your list of things that the new technology needs to do, but don’t stop at that. • Think wider. This is where procurement and IT can come in to their own.
  31. 31. Technology and supplier checklist • Capability • How easy is the tech to use? • Is it multi-use ? • Does it support your changing needs over time? • What options are there for integration to other systems? • Company • What support services do they offer? • What’s their culture like? • How financially stable are they? • Clients • How many existing clients users are there? • Any major client wins or losses? • How can you connect with and learn from other users? • How many happy clients do they have
  32. 32. Tips for getting a happier life with technology How to build a compelling business case
  33. 33. Legal tech can create value in many ways… Technology can be used to solve a problem or create an outcome in one of 4 key areas for in-house legal teams…..
  34. 34. Some examples • Business Partnering - we have seen clients use technology to improve the way they partner with the business by implementing a collaboration platform that dramatically increased the speed at which legal work was completed by the in-house team and their panel firms. It received rave reviews from the COO/CFO. • Risk Management – we have helped clients reduce the risk of making mistakes in contracts by automating their standard templates. • Efficiency – we have also helped clients implement technology which enabled legal work to be done by less experienced external resource offshore and this saved one organisation $20m in one year • People – one organisation is using a low-cost tech platform for online legal training, sharing best practices and knowledge across its legal team working across 25 offices, and most importantly to connect with each other and share ideas.
  35. 35. Five golden questions It can be useful to work through the five golden questions: • How do you measure it? • What is it now? • What would you like it to be? • What's the value of the difference? • …Over time? This supports an evidence-based approach to help you gain investment. And gives you a sense of what its worth to you, which can be helpful in supplier discussions. So, if you decide to implement technology its helpful to show how it impacts one or more of these areas and to do this you’ll be looking at some metrics.
  36. 36. Tips for getting a happier life with technology How to get the best deal
  37. 37. How to get the best deal • If you have access to a procurement specialist, get them involved early. • Go for win:win with the supplier. You want their A team after all. • Put yourself in the supplier’s shoes. Are they looking for reference customers in a new area, for a new product? • What else can they offer? Restricted price increases in future terms, service credits, free consultancy days….
  38. 38. Tips for getting a happier life with technology How to avoid the technology graveyard
  39. 39. How to avoid the technology graveyard • Get buy-in from leadership team • Keep things simple • Allow budget and time for change management • Ask for help from IT… • … but keep control • Find an experienced project manager • Learn from best practice examples • Create a communications plan • Create a training plan • Agree metrics/KPIs • Measure before and after
  40. 40. Case studies “What has the legal department ever done for us?”
  41. 41. Global publishing company US contract management system Seven week end- to-end contract process Business and client dissatisfaction
  42. 42. Solution: • Foundations of a contract management life-cycle system: Initiation – Preparation – Negotiation – Approval – Execution – Storage - Management – payment of royalties etc • Devised a business “self-service” model • Using Novatus and AdobeSign (formerly EchoSign) Requirements: Quick to deploy (3 months available) Ruled out a major IT project Utilisation of existing resources Future proof – need to integrate with planned deployment of an enterprise finance solution Requirements & solution
  43. 43. • Contract generation by the business from existing internal data • Legal team has ability to track progress and generate reports • Lawyers can focus on bespoke work and are alerted to material issues • Improved risk management • No additional capital investment on hardware or software • Low admin overhead • Improved business author satisfaction Contract creation to execution now has the potential for completion in days not weeks
  44. 44. No unified tender bid system 30% win rate leads to heavy “wasted” costs Business and management dissatisfaction UK utilities company
  45. 45. Solution: Combined use of people, new processes and existing technology HighQ Collaborate (Word & Excel) • On-line instructions • Structured Review Templates • Agreed reporting formats • Central clarification questions and responses • Post award review and approval • Data transfer to operations team Requirements: Price Appropriate risk analysis & quality assurance Collaboration across internal business functions Ability to cope with seasonal fluctuations Improved reporting and MI capture Requirements & solution
  46. 46. • Collaborative working platform for internal functions and external advisers • Inbuilt quality assurance and consistency of reviews • Immediate alerting of “No Go” issues • Internal approval processes re-engineered to leverage advantages of new legal review system • Resourcing and fluctuation risk addressed by external law firm • Foundation of fully integrated tender management system Outcomes Significant reduction in the legal review cost of the contracts
  47. 47. UK Telecoms company No unified property management system Mistakes are very costly to the business Reporting obligations increase without a matching increase in resources or budget
  48. 48. Solution: Combined use of people, new processes and existing technology HighQ Collaborate (Word & Excel) • On-line instructions • Shared calendars and event notifications • On-line document repository • Automatic generation of correspondence and court documents • On-line progress reporting of cases and fees (data visualisation) Requirements: Collaborative working between in-house teams and external advisers Progress tracking and reporting Low administrative overhead Ability to access and transfer data to & from legacy systems Requirements & solution
  49. 49. • Use of new solution underpins fixed price model • Single data entry used across multiple workflows • Significant reduction in risk profile • Self-service reporting and document generation • Completed documentation and contract data capable of transfer to client’s regulated systems Outcomes Same platform used to develop a commercial contract review system and an employment tribunal management system
  50. 50. Case studies – common themes • All use existing technology • All fast to deploy with no additional software or hardware purchases required • All have exceeded their original anticipated benefit realisation • All have entered their respective “business as usual” environments • All have continuous improvement programmes All initiated by the in-house legal teams but have had significant impact on the wider business
  51. 51. Case studies “What has the legal department ever done for us?” A lot !!
  52. 52. So….. apart from all that, what have the techies ever done for us? Or more importantly, what could the techies do for us
  53. 53. Overview of Ethien www.ethien.com
  54. 54. We have deep legal expertise Having held leadership positions in leading law firms and legal departments, who have delivered some of the most complex and innovative projects in the legal sector. Complemented by Experts from award-winning consulting, services and technology organisations armed with fresh thinking and insights from other sectors and industries. We recently launched Ethien..
  55. 55. Our purpose Insight We bring new thinking to help solve old problems Identify We find innovative ways of working Implement We deliver integrated consulting, services & technology solutions HELPING LEGAL AND COMPLIANCE TEAMS MANAGE COMPLEXITY, RISK AND CHANGE
  56. 56. Our business model Law Firms Consulting Business Partnering Spend Analytics Legal Operations Managing Change Client Consulting Optimise Profits Interim Resourcing Legal Service Centres In-house Legal Digital Delivery
  57. 57. Thanks for your time If you’d like to find out more, please contact: Sue Pratt - spratt@ethien.com Paul Taylor - ptaylor@ethien.com © Ethien Ltd 2016

×