How To Develop Matter Management Workflow?

Summary

Law departments without matter management software struggle to be efficient because automated matter management workflows don’t exist. The onset of AI-powered tools to drive workflow processes helps the entire legal department be productive, guided by a step-by-step matter management workflow that fits all matters, regardless of complexity. Implementing a matter management workflow requires collaboration among the law department team, technology, and process design and testing. Below, each of these considerations are explored in greater detail.

What Are the Steps in Developing Matter Management Workflow?

How does work flow through a legal department? Developing workflow processes is a way to identify the steps from point A to point Z and everything in between. Below is a typical process that legal operations might follow, with various considerations relevant to each organization.

• Define Objectives and Requirements - Clarify what you need from your matter management system (e.g., efficiency, risk management, compliance tracking).
  Gather input from key stakeholders, document needs and set clear goals.
• Map and Analyze Current Processes - Understand existing workflows to identify bottlenecks and inefficiencies.
  Document steps, roles, responsibilities, and pain points in the current matter management process.
• Identify Gaps and Improvement Areas - Pinpoint where changes are necessary.
  Compare current practices against best practices and the defined objectives.
• Research and Evaluate Solutions/Tools - Choose the right technology and/or process changes (e.g., matter management software, case management tools).
  Research available tools, evaluate customization capabilities, and consider integration with existing systems.
• Design the Workflow - Develop a detailed map of the proposed workflow.
  Create process diagrams, define roles, establish approval gates, and set performance metrics.
• Develop and Customize the System - Build or configure the matter management system to match requirements.
  Work with IT professionals or vendors to develop prototypes, integrate data systems, and address security concerns.
• Pilot Testing - Test the new workflow with a select group of users.
  Run a pilot phase to collect feedback, evaluate performance, and make necessary adjustments.
• Training and Implementation - Ensure users understand the new workflow and any technological tools.
  Provide training sessions, user manuals, and ongoing support as the workflow goes live.
• Monitoring and Continuous Improvement - Monitor system performance and make iterative improvements.
  Establish metrics for continuous monitoring, schedule regular feedback sessions, and update the process as needed.

Choose an Enterprise Legal Management Solution

Law departments that run operations with enterprise legal management software, like LexisNexis® CounselLink+™, can realize greater productivity and return on investment by implementing the solution.

LexisNexis CounselLink+ matter management is the primary application of the solution. Other integrated features like contract lifecycle management, financial and vendor management, and work management with analytical reporting, wrap around matter management and create an ecosystem for in-house lawyers and outside counsel to manage all types of matters.

While lawyers practice law and case management, legal operations can manage other aspects of the matter management process with a 360-view using the ELM solution. Some other anticipated steps for legal operations are vendor management and matter budget management.

Vendor Management In the ELM Legal Operations Hub

Selecting which law firm to hire to outsource matters can be done within the enterprise legal management workspace in the vendor management application. Counsel Selector with Lex Machina® data enables side-by-side comparisons of lawyers by practice area, track record, jurisdiction, and more. A customized dashboard can be created to be informed about timekeepers and diversity. Billing practices are also monitored within CounselLink+.

Financial Management in the ELM Legal Operations Hub

The AI-powered intelligent tools in CounselLink+ facilitate financial management, including billing guidelines and smart invoicing. Vendors that submit a matter invoice do so via the e-billing portal in CounselLink+. The AI-powered SmartReview® tool automatically flags billing descriptions to identify and correct errors. More time is given back to lawyers and legal operations professionals.

Contract Lifecycle Management in the ELM Legal Operations Hub

CounselLink+ is one of the leading enterprise legal management solutions for contract lifecycle management integrating contracts with matters. Within the legal operations hub, a matter links to a contract, so lawyers seeking contract terms and conditions no longer need to hunt through file archives and folders for the corresponding contract. Drafting contracts occurs within the integrated dashboard. With one click, users can access hundreds of contract templates from LexisNexis Practical Guidance® and an approved clause library.

Contact LexisNexis CounselLink to learn more.

How Much Development Time Does Matter Management Workflow Take? 

The estimated time for each step in developing matter management workflow can vary depending on the organization's size, matter complexity, regulatory requirements, and available resources.

Larger organizations or more complex systems might see these timelines extend; whereas, smaller operations might implement changes faster. Below are typical time estimates for a mid-sized legal operation:

• Define Objectives and Requirements: 1-2 weeks
• Map and Analyze Current Processes: 2-4 weeks
• Identify Gaps and Improvement Areas: 1-2 weeks
• Research and Evaluate Solutions/Tools: 2-6 weeks
• Design the Workflow: 2-4 weeks
• Develop and Customize the System: 4-12 weeks (or more if customization is extensive)
• Pilot Testing: 2-4 weeks
• Training and Implementation: 1-3 weeks
• Monitoring and Continuous Improvement: Ongoing process with formal reviews quarterly or semi-annually

What Are Other Considerations in Developing Matter Management Workflow?

• Engage Stakeholders - Ensure engagement and buy-in from all stakeholders (lawyers, paralegals, IT, and management) throughout the process to foster smooth adoption.
• Risk Management and Compliance - Consider regulatory and data privacy requirements. Ensure that the workflow design includes proper controls to handle sensitive information and compliance mandates.
• Budget and Resource Allocation - Identify the budget early, including any costs for new technology, system integration and training. A clear budget helps manage expectations and ensures necessary resources are allocated.
• Change Management - Develop a change management plan that includes communication, training sessions and ongoing support. This is essential for ensuring a smooth transition.
• Technology Integration - Evaluate how the new workflow will integrate with existing systems (e.g., document management systems, billing software). Seamless integration can reduce friction and improve efficiency.
• Scalability - Build flexibility into the workflow design to accommodate future growth or changes in regulatory requirements.
  User Experience - Keep the end users in mind. A user-friendly interface and streamlined process designs tend to yield better adoption and ongoing compliance.
• Feedback Loops - Establish mechanisms for periodic reviews and allow users to report issues or suggest improvements. This will help the system evolve over time in alignment with practical needs.

TL;DR

Matter management workflow is a necessary process in the legal department to organize how matters and cases are outsourced, budgeted, managed, and reported. Setting up a workflow process depends on various factors, including the steps, the timeline and stakeholders.

Deploying an enterprise legal management solution, like LexisNexis CounselLink+, provides many applications that support matter management. These include contract, financials, vendors, reporting, and work management with dashboards and scorecards.

The timeline for each step varies, depending on the organization and matter complexity. A timeline can be shortened once enterprise legal management software is installed, as technology selection occurs only once.