How to choose the right case management system for your law firm?

Identifying your firm’s requirements

Before diving into the heaps of case management software options available, it's crucial to pinpoint your firm's specific needs. Think of this as drawing a map for your journey. Without it, you risk wandering aimlessly. Start by asking key questions:

What are your business objectives for the next 2-3 years?
What processes are currently working well?
Where are the pain points in your workflow?

For example, if your goal is to reduce the amount of physical post sent out, you need a case management system that excels in digital communications. Similarly, if increasing productivity is a priority, look for features that streamline routine tasks and enhance collaboration.

Evaluating case management solutions

Once you've outlined your requirements, it's time to evaluate potential solutions. This step is like comparing travel routes; you need to assess which path best aligns with your destination.

Consider our two solutions: Access Legal Proclaim and Access Legal Case Management. Both are excellent, but they cater to different needs:

Access Legal Proclaim is a hosted case management system, ideal for firms looking for robust, on-premises solutions.

Access Legal Case Management is a browser-based system, perfect for firms that prioritise flexibility and remote accessibility.

During your evaluation, conduct a discovery call with providers to delve into specifics. Ask about their features, integration capabilities, and how they align with your identified objectives. For instance, if your firm has many paralegals handling routine tasks, a system that offers extensive automation might be beneficial. In our case, that would be Access Legal Proclaim.

Addressing challenges and objectives

Transitioning to a new case management system can be disruptive. It's like renovating your home while still living in it—challenging but ultimately rewarding if done right. To minimise disruption, ensure everyone in the firm is on board from the outset.

Here are some strategies to address potential challenges:

Get buy-in from all departments: Change can be met with resistance. Make sure all stakeholders understand the benefits and are involved in the decision-making process.
Focus on training: A new system is only as good as the people using it. Invest in comprehensive training to ensure smooth adoption.
Set clear goals: Define what success looks like. Whether it's reducing turnaround times or improving client satisfaction, having clear, measurable goals will keep everyone aligned.

Assessing your business objectives

Evaluating the impact of a new case management software involves more than just looking at the bottom line. Consider both qualitative and quantitative factors:

Cost savings: Calculate potential savings from reduced physical post, improved productivity, and streamlined processes. Why not try out our free calculators to see how much our case management could save you? Cost per case calculator
Productivity gains: Measure how much more work can be done in less time. This could be by individual fee earners or entire departments. Efficiency calculator
Client retention: A better case management system can enhance client interactions, leading to higher retention rates.

Having a single source of truth across all departments is invaluable. It prevents conflicts and ensures everyone is working with the same data, leading to more informed decisions and better outcomes.

Choosing between Access Legal Proclaim and Access Legal Case Management

Let's delve deeper into the differences between our case management systems, Access Legal Proclaim and Access Legal Case Management:

Access Legal Proclaim is tailored for firms that need a comprehensive, hosted solution. It offers extensive customisation and is suited for firms that prefer an on-premises setup.

Access Legal Case Management, on the other hand, is a cloud-based solution offering greater flexibility. It's ideal for firms with a remote workforce or those that prefer the convenience of a browser-based system.

Both systems are designed to handle documents, manage accounts, and streamline case management. However, the choice depends on your specific needs and goals. For example, if you have a high volume of routine tasks handled by paralegals, a system with robust automation like Access Legal Case Management might be more suitable.

Key takeaways

Selecting the right case management software is a significant investment, but the benefits far outweigh the initial challenges. By identifying your requirements, evaluating solutions, and addressing potential challenges head-on, you can find a case management system that not only meets your needs but also propels your firm toward its long-term goals.

For more useful tips and tricks once you’ve decided what case management system you want, check out our blog on navigating the transition to a new case management system.

Remember, this decision isn't just about software—it's about transforming how your firm operates, improving efficiency, and delivering better outcomes for your clients.

Whether you choose Access Legal Proclaim or Access Legal Case Management, make sure it's a solution that aligns with your vision and supports your firm's growth.