The Case for Practice Management Software

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For solos and small-firm lawyers, technology can be a great leveler. But does every practitioner need practice management software?

Probably, according to Catherine Sanders Reach, the director of the Legal Technology Resource Center of the American Bar Association in Chicago.

But first, the very basics.

Practice and case management software provides attorneys with a convenient method of effectively managing client and case information, including contacts, calendaring, documents, and other specifics by facilitating automation in law practices. It can be used to share information with other attorneys in the firm and will help prevent having to enter duplicate data in conjunction with billing programs and data processors. Many programs link with smart phones, so that calendars and schedules are always handy. Some case management packages are Web-based, with more on the way, allowing anytime access to all features.

The alternative, she said, is to learn how to make better use of your existing technology, with “front-end,” or client-centric work-products generated by familiar programs like Microsoft Exchange or Outlook. For document management, lawyers can rely on their operating systems and use folders and sub-folders.

It’s do-able – but in Reach’s estimation, not the most efficient use of your time. And, a significant drawback she identified is, you can’t generate reports using such a system.

“Even if you had the best system in the world for saving client documents, with folders and subfolders and a naming convention and all that, how do you run a report on what you’ve done for a specific client? You can’t,” she explained.

She says to think about it in terms of your ability to add just 10 more minutes per day to your billable hours, everyday. If you multiply that by every workday, and then by 50 weeks, in a year’s time, not only has the practice management software paid for itself many times over, but it also nicely enhances your bottom line – and reduces your stress level. In her mind, that’s worth it.

It is an investment. It’s also a bit overwhelming at first, when lawyers who are just starting a new practice realize the plethora of products available.

“I’m a big fan of being a well-informed consumer, and doing your due diligence on the products that are out there,” Reach said.

Things to consider

Technological expertise. Some lawyers are not fans of technology generally, and with the more sophisticated products, like TimeMatters, Amicus Attorney and Abacus, there is a learning curve, she cautioned. “If you’re not willing to get training, I would suggest you’ll get out of it what you put into it. So for more sophisticated, more expensive products, not getting training will almost assure that you won’t get your money’s worth.”

Some products are geared with simplicity in mind, such as Credenza by Gavel & Gown. It has a very familiar interface for lawyers – Microsoft Outlook – but “beefs it up for practice management,” she said, adding that there are other products similar to Credenza as well.

Cost. Reach said the advent of “cloud computing,” otherwise known as Software as a Service, was a great development for those who need to be extremely cost-conscious when first starting their practices. They don’t require a large cash outlay up front, but rather use monthly fees, which is a little more manageable for a newly minted lawyer, for example.

Mac v. Windows. Many of the better-known products were created for use in the Windows environment and do not have Mac-native equivalents, she said.

But there are options for the Mac environment, if that your preference. Reach suggests subscribing to the Macs in the Law Office (MILO) Google Group, or check out any of the Macs in the law office Blogs or Web sites. You’ll find tons of resources.

Another option is to run a dual boot, so that two operating systems are available on your Mac and you can opt for the Windows environment for your work day usage.

Buying

Figure out where your “pain points” are in your law office systems, Reach said. By that she means to ask yourself, where are your processes breaking down? What problem are you trying to solve?

Go to the LTRC’s Web page, where she and other staff have created a comparison chart of the various law practice and case management software packages on the market. It’s at http://www.abanet.org/tech/ltrc/charts/casemanagementcomparison.html. It looks at the costs, technical requirements, tasks, software compatibility, etc. of Abacus Law, Amicus Attorney, Clio, Legal Files, Needles, PracticeMaster, ProLaw, Rocket Matter, Time Matters, Amicus Accounting, Bill4Time, Easy TimeBill & Trust Accounting, PCLaw, Tabs3 Billing, TimeSlips, TimeSolv Legal, and TurboLaw Time and Billing. There are many more products available, she noted. The LTRC updated the chart annually, and fields questions about it constantly.

Spend some time on the Web reading product reviews. Pick the brain of Nerino Petro, the State Bar of Wisconsin’s Law Practice Management Advisor.

Then, attend a legal tech show, or annual convention for legal professionals where software vendors will be present. Tell the vendors about the problem you need to solve, and let them sell you on their product.

The current practice is for them to set up a time for a Webinar where they’ll educate you on the basics, let you give the product a trial run and they’ll answer questions.