Written by:
Grant Yuill
Head of Marketing & Customer Engagement
Adopting comprehensive case management software can truly transform a legal business’ operations, but the success of such a transition will hinge on a harmonious partnership between the software provider and the law firm. Efficiency is key.
Scott Napier, Denovo’s Software Implementation Lead, shares insights into the critical aspects of software implementation and what law firms can do to ensure a near seamless transition.
Navigating Onboarding: Streamlining the Process
Scott elaborates on Denovo’s onboarding process, emphasising its simplicity and effectiveness. “Our onboarding process is designed to be straightforward,” he explains. It begins with a series of welcome and introductory emails, followed by consultancy chats to gain a deep understanding of the firm’s unique needs. Crucially, Denovo arranges for the smooth transfer of data, ensuring that vital information is seamlessly migrated to the new system. “We work closely with firms to establish a timeline that suits their requirements,” Scott adds. This meticulous planning includes advanced training sessions to equip staff with the necessary skills for a successful transition. Scott underlines Denovo’s commitment to guiding firms through every stage of the process, from data conversion to providing on-site support during the ‘Go Live’ phase and beyond.
Collaborating with Third Parties: Ensuring Synergy
Scott highlights Denovo’s flexibility in collaborating with third-party providers commonly used by law firms. “We’re more than willing to work alongside any third-party IT support providers, dictation firms, outsourced Cashrooms, etc.” he states. This collaborative approach ensures seamless integration with existing systems and processes. By establishing direct communication channels with these entities, Denovo ensures that all stakeholders are kept informed and updated throughout the implementation process.
Proactive Engagement: Driving Success from Within
Active engagement from law firms is essential for a smooth software implementation, according to Scott. “We rely on firms to drive the implementation process from their end,” he asserts. This requires clear communication and regular updates to keep all staff informed and engaged. Scott stresses the importance of allocating dedicated time and resources to the project, urging firms to prioritise their commitment to the implementation process. “Providing information and other items to your software partner in a timely manner is crucial for keeping the project on track,” Scott advises.
Template Management: Setting the Foundation
Scott underscores the significance of organised template management from the outset. “Efficient template management is critical for maximising the benefits of the new software,” he explains. The organisation and management of templates and style documents play a pivotal role. To ensure a seamless transition, firms must prioritise this aspect from the outset.
Typically, software providers like Denovo request templates after 4 – 6 weeks of the implementation process starting. However, Scott emphasises that this task is rarely manageable for one individual alone. “A firm should share this task with staff,” Scott advises. Involving team members not only lightens the workload but also fosters a sense of ownership and involvement in the implementation process.
To streamline the template management process, Scott recommends breaking it down into manageable items. This approach allows firms to tackle the task in a systematic and efficient manner, ensuring nothing falls through the cracks.
Moreover, Scott advises firms to provide their top 20 – 30 templates for each department to kickstart the customisation process. By prioritising these key templates, firms can meet the agreed timeline without overburdening themselves.
Another critical aspect highlighted by Scott is the agreement on layout, font, and font size for all letter templates. “Agreeing on these details early on ensures consistency and uniformity across all communications,” Scott explains. By communicating these preferences to the software provider, firms can tailor the software to align seamlessly with their existing branding and communication standards.
Avoiding Disruptions: Prioritising Communication
Lack of communication is a common disruptor in software implementation, according to Scott. “Open communication is essential for addressing challenges and minimising disruptions,” he stresses. By keeping Denovo informed of progress or obstacles, firms enable proactive solutions to be implemented. Scott reassures firms that adjustments to timelines can be explored if necessary, emphasising the importance of flexibility and collaboration throughout the process.
Overlooked Aspects and Pitfalls to Avoid
Scott highlights the importance of informing staff and third-party providers about impending changes to minimise disruptions. “Clear communication and involvement of stakeholders are crucial for a successful transition,” he asserts. Additionally, Scott advises against attempting too many changes simultaneously, advocating that a phased approach to implementation makes the process manageable whilst maintaining your levels of service. “Recognising and mitigating potential pitfalls early on is key to a smooth transition,” Scott concludes.
In conclusion, successful software implementation requires a strategic blend of collaboration, communication, and proactive engagement from both the software provider and the law firm. By embracing these principles and leveraging the expertise of partners like Denovo, law firms can effectively navigate the transition from one software system to another.
To find out more about how Denovo can successfully implement new case management and legal accounts software into your legal practice, reach out to us to arrange a free consultation by visiting https://www.denovobi.com/contact-us/, or call us on 0141 331 5290.
