ILNews

Finney: 8 steps to evaluating and selecting your firm’s software

Back to TopCommentsE-mailPrintBookmark and Share

FinneyThe words, “This software is horrible,” often echo through the halls of many firms. “We’ve tried all the systems available, and they’re all equally as terrible” is the resounding response. Why does it seem that no software developer can get it right?

The answer may be as simple as shifting the focus from what the software developer needs to change to evaluating what internal processes need to be changed. Oftentimes firms select software based upon performance during a software demonstration rather than evaluating what will provide the best results for specific firm needs. Finding the right software requires identification of job requirements including process workflows prior to selecting the tool. The following steps are useful in both selecting new software and improving satisfaction with current systems.

Step 1: Document current process. When firms skip this step and jump directly to demonstrations, the selection becomes merely about showmanship. Without a true understanding of the current process it is nearly impossible to recognize if the software is the right fit.

At this stage a focus group representative of each role in the current process should be established. By documenting the process as a group, it often becomes apparent that portions of the process are resulting in duplication of efforts or people unknowingly causing conflicts with the workflow of others.

Step 2: Identify current pain points. Without knowing what seems to be broken, it will be difficult to fix. While some pain points will be known prior to Step 1, many others will likely arise during the documentation of the current process. Bottom line, a detailed list of pain points must be identified to recognize the end goal.

Step 3: Categorize needs, wants and deal-breakers. No single software tool can encompass every single task you may desire to perform. Therefore, classifying requirements is necessary to ensure that necessities are not overlooked and that too much time is not spent trying to accommodate wishful thinking.

Step 4: Set a budget. Oftentimes this can be difficult without knowing reasonable ballpark ranges. While most software companies will provide such information upon request, realistic quotes will require information regarding the intent and goals identified by your focus group. By setting a spending limit upfront, time will be saved limiting demonstrations to include only packages and features within budget.

Step 5: Assessment. Receiving feedback about popular software packages can assist in identification of packages to review. Software reviews can be easily collected via various legal technology publications, legal technology networking groups, and of course colleagues in other firms. When requesting a demonstration, it is best to provide the sales representative with key information identified by the focus group to find any deal-breakers within a package and allow the demonstration to be tailored to your firm. Ideally all members of the focus group should be available to view the demonstration and compare each package.

Step 6: Selection of software and workflow. The selection phase may seem daunting, but viable options often become apparent when measuring against comprehensive benchmarks. Once a selection has been made, the focus group should then reevaluate the firm’s process to determine what tweaks will need to be made and standards set to enable the software to work as intended.

Step 7: Implementation. This phase is not merely a matter of installing software and allowing users to sit through a 30-minute webinar to learn the product. Members of the firm should be trained on both the product and firm-specific processes to ensure data integrity and process consistency. This will require extensive planning to ensure reasonable standards are set for things like naming conventions, consistent usage of fields and general best practices. Documentation of these standards is essential to ensure they are adhered to into the future. If data is not entered consistently, anticipated features will not produce the intended results and often leads to a general distrust of the product creating a consensus that the product does not work.

Step 8: Audit. This process should not stop after implementation because it is not uncommon for people to revert back to old habits. Additionally, it is normal for changes in desired reports and similar output to occur over time. Without continual attention to ensuring standards are being followed and underlying processes continue to be practical, the effectiveness of the software can quickly decline.

Though this process may seem tedious and time consuming, remember the wise words of Theodore Roosevelt: “Nothing worth having was ever achieved without effort.”•

__________

Deanna Finney (deanna.finney@miscindiana.com) is a co-owner of the Indianapolis-based legal technology company, Modern Information Solutions LLC. Areas of service include traditional IT services, software training and litigation support including trial presentation services. www.miscindiana.com. The opinions expressed are those of the author.

ADVERTISEMENT

Post a comment to this story

COMMENTS POLICY
We reserve the right to remove any post that we feel is obscene, profane, vulgar, racist, sexually explicit, abusive, or hateful.
 
You are legally responsible for what you post and your anonymity is not guaranteed.
 
Posts that insult, defame, threaten, harass or abuse other readers or people mentioned in Indiana Lawyer editorial content are also subject to removal. Please respect the privacy of individuals and refrain from posting personal information.
 
No solicitations, spamming or advertisements are allowed. Readers may post links to other informational websites that are relevant to the topic at hand, but please do not link to objectionable material.
 
We may remove messages that are unrelated to the topic, encourage illegal activity, use all capital letters or are unreadable.
 

Messages that are flagged by readers as objectionable will be reviewed and may or may not be removed. Please do not flag a post simply because you disagree with it.

Sponsored by
ADVERTISEMENT
Subscribe to Indiana Lawyer
  1. State Farm is sad and filled with woe Edward Rust is no longer CEO He had knowledge, but wasn’t in the know The Board said it was time for him to go All American Girl starred Margaret Cho The Miami Heat coach is nicknamed Spo I hate to paddle but don’t like to row Edward Rust is no longer CEO The Board said it was time for him to go The word souffler is French for blow I love the rain but dislike the snow Ten tosses for a nickel or a penny a throw State Farm is sad and filled with woe Edward Rust is no longer CEO Bambi’s mom was a fawn who became a doe You can’t line up if you don’t get in a row My car isn’t running, “Give me a tow” He had knowledge but wasn’t in the know The Board said it was time for him to go Plant a seed and water it to make it grow Phases of the tide are ebb and flow If you head isn’t hairy you don’t have a fro You can buff your bald head to make it glow State Farm is sad and filled with woe Edward Rust is no longer CEO I like Mike Tyson more than Riddick Bowe A mug of coffee is a cup of joe Call me brother, don’t call me bro When I sing scat I sound like Al Jarreau State Farm is sad and filled with woe The Board said it was time for him to go A former Tigers pitcher was Lerrin LaGrow Ursula Andress was a Bond girl in Dr. No Brian Benben is married to Madeline Stowe Betsy Ross couldn’t knit but she sure could sew He had knowledge but wasn’t in the know Edward Rust is no longer CEO Grand Funk toured with David Allan Coe I said to Shoeless Joe, “Say it ain’t so” Brandon Lee died during the filming of The Crow In 1992 I didn’t vote for Ross Perot State Farm is sad and filled with woe The Board said it was time for him to go A hare is fast and a tortoise is slow The overhead compartment is for luggage to stow Beware from above but look out below I’m gaining momentum, I’ve got big mo He had knowledge but wasn’t in the know Edward Rust is no longer CEO I’ve travelled far but have miles to go My insurance company thinks I’m their ho I’m not their friend but I am their foe Robin Hood had arrows, a quiver and a bow State Farm has a lame duck CEO He had knowledge, but wasn’t in the know The Board said it was time for him to go State Farm is sad and filled with woe

  2. The ADA acts as a tax upon all for the benefit of a few. And, most importantly, the many have no individual say in whether they pay the tax. Those with handicaps suffered in military service should get a pass, but those who are handicapped by accident or birth do NOT deserve that pass. The drivel about "equal access" is spurious because the handicapped HAVE equal access, they just can't effectively use it. That is their problem, not society's. The burden to remediate should be that of those who seek the benefit of some social, constructional, or dimensional change, NOT society generally. Everybody wants to socialize the costs and concentrate the benefits of government intrusion so that they benefit and largely avoid the costs. This simply maintains the constant push to the slop trough, and explains, in part, why the nation is 20 trillion dollars in the hole.

  3. Hey 2 psychs is never enough, since it is statistically unlikely that three will ever agree on anything! New study admits this pseudo science is about as scientifically valid as astrology ... done by via fortune cookie ....John Ioannidis, professor of health research and policy at Stanford University, said the study was impressive and that its results had been eagerly awaited by the scientific community. “Sadly, the picture it paints - a 64% failure rate even among papers published in the best journals in the field - is not very nice about the current status of psychological science in general, and for fields like social psychology it is just devastating,” he said. http://www.theguardian.com/science/2015/aug/27/study-delivers-bleak-verdict-on-validity-of-psychology-experiment-results

  4. Indianapolis Bar Association President John Trimble and I are on the same page, but it is a very large page with plenty of room for others to join us. As my final Res Gestae article will express in more detail in a few days, the Great Recession hastened a fundamental and permanent sea change for the global legal service profession. Every state bar is facing the same existential questions that thrust the medical profession into national healthcare reform debates. The bench, bar, and law schools must comprehensively reconsider how we define the practice of law and what it means to access justice. If the three principals of the legal service profession do not recast the vision of their roles and responsibilities soon, the marketplace will dictate those roles and responsibilities without regard for the public interests that the legal profession professes to serve.

  5. I have met some highly placed bureaucrats who vehemently disagree, Mr. Smith. This is not your father's time in America. Some ideas are just too politically incorrect too allow spoken, says those who watch over us for the good of their concept of order.

ADVERTISEMENT