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Using technology and new processes to make your legal team more efficient
Jonathan Townend | Managing Director
Leigh Smith | Management Consultant
Eversheds LLP | 31/01/2017 |
T: +44 792 072 6452
Jonathan Townend
The Panel
Eversheds Consulting
Managing Director
T: +44 29 2047 7077
Leigh Smith
Senior Technology Consultant
1. About Eversheds Consulting
2. Key challenges faced by legal teams
3. Our Legal Technology Maturity Model
4. Technology products and strategies
− Document Management
− Matter Lifecycle Management
− Process Automation
− Management Information and Analytics
− Artificial Intelligence and Virtual Assistants
5. Summary
6. Q&A
Eversheds Consulting
Eversheds LLP | 31/01/2017 |
Legal Consulting
Global Risk and
Compliance
Eversheds Ignite
Eversheds Agile
HR Consulting
FS Regulatory Compliance
Legal Consulting - Full service management consultancy delivering legal transformation to in-house teams across the globe
Eversheds Ignite – a managed service for in house legal teams, delivering higher volume, lower complexity work
Our service offering
Eversheds Consulting
The need to do more with less
Managing demand
Focussing the right resource on the right work
Demonstrating value and performance
A lack of tools to support change
We have worked over 50 in-house teams across the globe. These are the BIG challenges we observe…
Our experience
Legal Consulting
Meeting the challenges
Legal Consulting
Process
Resource Management
Business Engagement
Technology is an enabler to
overcoming many of these
challenges, but brings with it
it’s own, including:
• Budget
• IT priority
• Saturated marketplace
• Finding time to make the
change
• Knowing what good
looks like
Our legal technology maturity model
Legal Consulting
No IT strategy orinvestment
Manual and paper based process
Shared drives, spreadsheets, email
filing
Document management and knowledge sharing
Capturing data on volumes and work
typesSystem administration of basic tasks (alerts,
reminders etc.)
Legal processes and workflows administered
through technology (intake/ request
management, matter tracking & closure, e-
Billing)
MI & Reporting generated in real time to demonstrate value, manage resources and
justify investment
Document automation in place to improve efficiency of drafting
Self Service tools in place to enable
business processes
Data driven inputs to continuous
improvement (cycle times, insource v
outsource)Opportunities for
further automation, Artificial Intelligence
(AI) and Robotic Process Automation
(RPA) being assessed and implemented
OptimisedEstablishedCentralised
Manual
• You are storing important and sensitive documents on shared drives and your own hard drive
• You are relying on your email for everything
Common issues
• Risk of data loss
• Duplication of effort
• Security challenges
• Lack of knowledge sharing
• Frustrating environment
Moving towards “centralisation”
The First Step
Centralise all of your assets in one place
Employ proper version control, no more guessing which version is the latest
Work more efficiently
Work collaboratively
Store important emails where other can see them
De-risk, know where your files are, who has access to them and that they are backed up!
Capture information for basic reporting
Set up alerts and reminders
Industry leader
Moving towards “centralisation”
The First Step
Document management
ImprovedSecurity
Basic Management Information
You may already have it in your organisation
IT teams accept and understand it
It uses a toolset you are already familiar with
Easy to use
Progressing to “established”
The Next Step
• You are looking to engage with the business differently to provide a better service
• You want or need to demonstrate the value and performance of the team
• You want to identify better ways of working
• You need to free up resources for higher value work
Common issues
• You capturing data but not driving value from it
• You don’t have a granular view of work type, workload or complexity
• You have a better back office but nothing has changed for the business
Do more with less - Improve team efficiency and drive greater value from existing resources and assets
Prioritise and focus on the right work – Manage work requests more effectively and ensure team members are doing the right work at the right level
Demonstrate value and performance – Use up-to the-minute and accurate management information to demonstrate performance and identify bottlenecks
Reduce or remove repetitive and/or low value tasks –Free up resources to concentrate on important matters
Build better business relationships – Consistency of process, increased self service and better more readily available information that will benefit business users
Industry leaders
Progressing to “established”
The Next Step
Matter Lifecycle Management
Simple ProcessAutomation
ComplexManagementInformation
Eversheds LLP | 31/01/2017 |
Matter lifecycle management
Legal transformation
1. Service user requests legal
assistance
2. GC/manager notified and
assigned approval task
3. GC/manager accepts request
and assigns work to lawyer(s)
4. Legal team undertakes work and updates on
progress
Documents managed in a secure,
collaborative and version controlled
environment
Real-time reporting
Our best practice model for in-house matter management
Eversheds LLP | 31/01/2017 |
Simple process automation
Legal transformation
Select contract
Complete questionnaire
Review and amend
Send Track
• Stop repetitive low skilled, low value tasks being undertaken by highly skilled, high value staff e.g. NDA’s and simple agreements
• Better and quicker for the business user
• A Simpler, better and quicker process for all parties
• Full audit trial
• Reduced management overhead
Welcome to the Future
• You have an established technology platform and a data driven process
• You are identifying greater opportunities for automation and self-service
• You want to achieve even greater flexibility in how and where matters are processed whilst maintaining consistency and quality for business users
• You are looking to continually improve your process and service
• Demand can’t easily be met with just a people centric processes
• A need to provide an “always on” 24/7 365 service
Achieving an “optimised” model
Common issues
Welcome to the Future
Artificial Intelligence (AI) based technology such as IBM’s Watson can change the way Legal works
Robots and AI can be used to automate laborious and costly tasks such as document reviews and data analysis
Good legal training, judgement and council will always be critical, but robots can lower costs and improve client satisfaction
Contract reviews and work allocation are examples of where this technology is now being applied
Virtual assistants can service client requirements without impacting legal team. Eversheds Lawbot can produce and distribute NDAs, undertake property searches etc…
Sophisticated analytics tools can provide insight for continuous business improvement and automated MI and reporting
Industry leaders
Sophisticated Analytics
RoboticAutomation &AI
Increasing self service
Achieving an “optimised” model
A Legal Technology Case Study
Tech Data
Case study –Tech Data
40+lawyers
6jurisdictions
The problem
− The world’s leading distributor of IT, communications and consumer electronics products and services with 40+ lawyers across 6 jurisdictions
− Key to the success of Tech Data (a business founded on high volumes and tight margins) is the effectiveness of its legal team and their contracting process.
− Challenges include the speed to market of new products and the emergence of new and innovative business models.
− They needed:
• greater visibility of demand and workload
• powerful management information
• the ability to ensure the right work is undertaken by the right people
• the ability to scale the legal service more easily
• cost savings through greater efficiency and flexibility
Case study –Tech Data
Our solution
OptimisedEstablishedCentralised
Manual
Before
After
Stage 1
−Delivered a matter lifecycle management system to automate legal request intake, full lifecycle management and reporting as well as outlook integrated email and document management
−Included automatic routing of legal requests to the right jurisdictional teams - providing local service with global oversight
Stage 2
−Delivered a contract management system to streamline the entire contracting lifecycle from request to execution with multiple routes depending on contract risk and sophisticated approval gates
−Full audit trail of contracting process
Though tough to accept, new software has freed this legal team to lead, not just ‘lawyer’
Extract from the American Business Journalabout Tech Data’s legal tech transformation project
Where to Start?
Optimised?Established?Centralised?
Manual?
• The Looking Glass Report (available here and on our
website)
• Legal Technology health check
“to-be”
“as-is”
Q&A
Jonathan Townend
T: +44 792 072 6452
• Leigh Smith
• T: +44 29 2047 7077
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