Law Firm Workflow. An ILTA Educational Presentation

Transcription

1 Law Firm Workflow An ILTA Educational Presentation

2 RBRO in a Nutshell 30+ People - HQ in Pickering, UK Office and Extensive Partner Network. Traditionally known for Document/Records Management Diversified into Workflow due to Client demand 20% of Staff in Development creating and maintaining productivity tools for DM, RM, PM Dedicated to being a Trusted and Strategic Partner for all Legal Technology needs 2Copyright 2017 RBRO Solutions Inc. Confidential.

3 The Age of Workflow in Legal Aderant 2017 Business of Law Top Technology Focus to Drive Efficiency Cloud Based Solutions Mobile Access Collaboration Tools Integration of Systems Analytics and BI Automating Manual Tasks 0% 10% 20% 30% 40% 50% 60% 70% 80% Improving operational efficiency is one of the greatest challenges facing law firms but respondents indicated it is also one of the greatest opportunities 74% 3Copyright 2017 RBRO Solutions Inc. Confidential.

4 Workflow Terminology Business Process Automation (Basic Digitization) Business Process Management (Lifecycle ability to measure/adjust even self-healing) AI Applications (Early days but growing data pertaining to people, processes, responses is of value) Enjoy present functionality but Make sure future technologies such as AI/RPA are at least on vendor roadmaps. 4Copyright 2017 RBRO Solutions Inc. Confidential.

5 Workflow Process Map An example of a popular tool which Law Firms use to document their Workflows 5Copyright 2017 RBRO Solutions Inc. Confidential.

6 The Evolution of Workflow in Legal Basic Tools + Applications with Workflow Capability Pre-Packaged Workflows Dedicated Workflow Platforms Adobe Jetforms Metastorm InfoPath SharePoint Designer Case Management Systems Practice Management Systems Finance Systems ERP Systems (SAP, AX) Ethical Walls Time Capture Business Intake Not Tied to an Application Scaled down from Fortune 500 Easier to use Starter Templates Low Code, No Code 6Copyright 2017 RBRO Solutions Inc. Confidential.

7 Typical Law Firm Workflows Complex (Long timelines before delivery) New Business Intake Employee On/Off-Boarding Mid-sized (Good areas to learn the ropes) Finance - Cheque Requisition, Expense Claim, HR - Vacation Approval, Training Sign-up, I.T. / Facilities Equipment Loan, 7Copyright 2017 RBRO Solutions Inc. Confidential.

8 Workflows aimed at the heart Document Approval (Internal & External) Client RFP Response 6 Month Associate Orientation Contract Lifecycle Emphasis on Workflows which attack the core of the business. 8Copyright 2017 RBRO Solutions Inc. Confidential.

9 Business Case (Part 1) Cost Savings Labour - FTE Reduction or Avoidance Maintenance on systems you can replace Revenue - Billable Time Estimate time savings using Process Maps Allocate % towards Billable time Risk Management / Compliance Missed Deadlines, Data Errors Lack of Audit & Governance Tools - Expected Monetary Value, Probability/Impact Containment. Workflow can interact with data at rest in native systems (DMS integration, digital signing) to eliminate copies on hard drives and at printers. 9Copyright 2017 RBRO Solutions Inc. Confidential.

10 Copyright 2017 RBRO Solutions Inc. Confidential. 10/2/2017 Business Case (Part 2) Intangibles Reducing Lawyer/Staff Frustration Inspiring creativity and new Ideas Directing saved time to higher value work Greater collective system value when systems are integrated in Workflows. Improving Firm Technology Image especially when Clients are involved. Justify over 3-5 Years Costs & Benefits (Hard & Soft) Schedule of Workflows to be addressed Use Measureable Success Criteria 10

11 Copyright 2017 RBRO Solutions Inc. Confidential. 10/2/2017 Workflow Tool Selection List of Workflow Tool features and relative importance System #1 Weight Score WS Ease Of Use Building a Workflow 10 Publishing a Workflow 8 Reporting on Workflows 7 Finding Workflow Status 10 Mockup Capability 10 Dashboards 8 Security 10 System Configuration On-Premise 6 Cloud Options 8 Update Process 7 Integration Existing Integrations 9 Integrating with New Systems 10 Costs (Over 3 Years) 8 Features Workflow Launch Options 5 Workflow Perf. Meas. 9 Granular Security 8 Mobility Support 10 Re-usable objects 8 Template Availability 8 Delegation (Temp., Perm.) 10 Task Multiple Assignment 3 OTS Workflows 6 Notifications 10 Reporting 7 Vendor Demo / Testing 10 Ability to Execute / Support 10 Future Support (RPA, AI) 5 Total Weighted Score How will stakeholders collaborate over designs and experience mock-ups? 11

12 Copyright 2017 RBRO Solutions Inc. Confidential. 10/2/2017 Implementing Workflow Best Practices Start with a small Workflow to get an early win while learning the ropes for more complex workflows Training x 3 (Builders, End-Users, Managers) Developer role will likely transition to Integrator Document your workflows before you start (Process Map) Dynamic design collaboration for Stakeholders (mock-ups) Balance Internal / External Resources. Don t try to do it all yourself manage the risk. Workflow system might become your most critical system 12

13 Copyright 2017 RBRO Solutions Inc. Confidential. 10/2/2017 Implementing Workflow The Final Word Don t bite off more than you can chew. Only redesign parts of the process for which there is consensus Monitor/Remediate your Workflows and Put the Management in BPM 13

14 Copyright 2017 RBRO Solutions Inc. Confidential. 10/2/