Most solo and small firms have some sort of Practice Management Software they are using to manage their work load. However, many are not using their software to its fullest potential and may not even realize it or they simply do not have a process lined out well enough to follow that would even allow for best usage of the software. If you feel that is the case in your firm, perhaps you will want to consider the following:
- Are you consistent in following your process?Keep in mind that software is only as good as its user allows it to be. Practice Management Software either allows you to create Process Workflows or Process Automations. However, if you are not adhering to your own processes, such workflows and automations essentially become useless and can even create further disorganization in your law firm. This is especially the case with Automations. Automations, such as with Lawmatics or Lawcus, have great potential in saving you time, making your law firm much more efficient. However, they follow VERY strict rules for activation. That means, if you are not following the same rules that you set for said automations, they will not fire off properly and could cause you to miss essential tasks or events.
- Do you have the right software?There is no one size fits all approach to choosing Practice Management Software. That means there is a lot to consider about yourself, your law firm and practice areas before choosing the right software.
- Are you a solo? Perhaps having software that allows for heavy automations is right for you. As a solo, it is easier to adhere to a certain process when you are counting on contractors to do the same. This allows for you to be able to more easily count on the automations to respond properly, allowing you more opportunity to time outside your firm and scale it at the same time.
- Are your processes linear?We all know that some practice areas do not follow a linear path and can involve a lot of inconsistencies in the steps to concluding a Matter. That’s not to mean you can’t have any processes outlines, as everything can have an outlined process! It simply means that you might need a little more “looseness” (weird word). This might be a good opportunity for Process Workflows. These are selectable workflows that outline a list of tasks for you to follow, depending on a certain situation or stage a Matter is in.
- Do you have other people in your firm?Like I stated in the title of this blog, software is only as good as its users. That doesn’t mean just you! Whether it be paralegals, VA’s, etc. everyone operating in your firm should be in the know about how you want your Practice Management Software managed. If they don’t adhere to this, it could cause a breakdown in the process, possibly putting you at risk for meeting essential tasks and/or deadlines. This is why after I build out Practice Management Software for a law firm, I train ALL users on how to use it and ensure they understand their responsibilities.To ensure your people are following the write processes and best use of your software, consider the following:
- Develop an SOP for their individual role.
- Have an SOP developed for general use of your Practice Management Software and any other software that may used in your firm.
- Perform quarterly audits of your users to ensure they are adhering to your processes. This may include doing random check on different client files. Check the workflows, tasks and emails going out. Not to mean you should be glaring over their shoulder or anything, but they should know that this could occur. Keep them on their toes and accountable to their responsibilities.