Matter Management Tools for In-House Counsel

The rapidity and complexity of legal matters require in-house counsel to utilize efficient matter management tools, a critical component of software infrastructure in the corporate legal department. As part of the enterprise legal management platform, matter management is the core of the solution that drives cohesive collaboration and internal and external communication with outside counsel.

In the legal department, matters may originate with business stakeholders internally, and the work intake feature of the enterprise legal management system brings that issue to the legal team’s attention. Other matters emanate from external sources, and these can happen quite quickly. Having matter management tools at the fingertips of the lawyers working on a case is critical to the success of the matter.

Who Benefits from Matter Management Tools?

To refresh, for anyone who isn’t familiar with matter management, it refers to the comprehensive process of organizing, tracking and managing aspects of legal matters within an organization. Matters encompass everything from initial intake to final resolution, including document handling, deadline tracking, resource allocation, and financial oversight.

In the corporate legal department, everyone is involved with aspects of matters, and that means everyone needs access to matter management tools. For example, legal operations professionals need the tools to assess vendors and outside counsel. They prefer to utilize dashboards within the enterprise legal management solution that help with law firm analysis and scoring.

Legal operations managers can use vendor management features to develop metrics and analytical reporting for leadership. In addition, developing a budget for each matter can be done within the enterprise legal management system as an important component of matter management tools.

Lawyers, meanwhile, need matter management tools to do exactly that – manage matters.

Matter Management versus Case Management

Sometimes, people confuse matters with cases. Case management tools help centralize and organize legal matters, from work intake and matter management to documents, calendars and billing.

For lawyers working either in-house or at a law firm, the powerful features in case management include:

• Matter and Client Management: Lawyers create detailed files and profiles for clients and matters within the tool. All relevant information is readily accessible and well-organized.
• Managing Documents: Case managers, likely paralegals and lawyers, manage documents securely and can share and collaborate from the unified workspace. The good news is that there’s no need file storage options off-premise. Moreover, the risk of losing important files is diminished.
• Calendars and Dockets: In-house legal teams are spread very thin, especially when it comes to managing multiple matters. A critical matter management tool associated with case management includes calendars and docketing systems. These help lawyers stay on top of deadlines, court appearances and other important dates. The risk of missed appointments or filing delays is minimized.
• Billing and Time Management: Case management software simplifies time-tracking and billing processes and enables legal teams to capture billable hours accurately. Also, invoices can be generated more easily.
• Communication and Collaboration: Case management solutions offer built-in communication tools, such as secure messaging and file-sharing capabilities, facilitating seamless collaboration among legal teams and clients.

While often used interchangeably, matter management and case management have distinct differences. Case management typically focuses on litigation-specific activities and court proceedings. Matter management, however, is broader in scope and includes non-litigation legal work such as contracts, compliance and advisory services. To put it in simpler terms, case management often refers to single projects. Matter management is like overseeing an entire department with multiple project types. Matter management tools are designed to handle this broader scope while maintaining granular control over individual matters.

In legal terms, a matter is used to describe various legal activities. These may include cases involving:

Litigation

• Corporate transactions
• Contract negotiations
• Regulatory compliance work
• Internal investigations
• Patent applications
• Employment issues

Examples of Specialized Matter Management Tools

Within an enterprise legal management solution, matter management tools offer sophisticated features. Lawyers and legal professionals can use these tools for:

Document Management and Collaboration

• Secure document storage and version control
• Real-time collaboration capabilities
• Advanced search functionality
• Document assembly and automation
• Integration with email systems

Workflow Automation

• Automated task assignment
• Deadline tracking and calendar management
• Custom workflow creation
• Approval process automation
• Status tracking and reporting

Financial Management

• Budget tracking and forecasting
• Time and expense recording
• Invoice review and approval
• Cost allocation
• Financial reporting and analytics

Communication and Reporting

• Client portal integration
• Automated status updates
• Custom report generation
• Dashboard analytics
• Stakeholder communications

Enterprise Legal Management Software in the Law Department

Enterprise Legal Management software represents the evolution of matter management tools, offering a comprehensive solution that combines multiple legal operations functions:

• Matter Management
• Contract Lifecycle Management
• Budget Management
• Vendor Management
• E-billing
• Analytics and Reporting

This integrated approach offers several advantages that include:

• Reduced data entry and improved accuracy
• Better visibility across all legal operations
• Streamlined workflows
• Enhanced compliance and risk management
• Improved cost control and budget forecasting

The Future of Matter Management

As legal technology continues to evolve, matter management tools are incorporating advanced features like artificial Intelligence for document review and analysis; predictive analytics for resource allocation; machine learning for improved workflow automation; natural language processing for contract analysis; and blockchain for secure document verification.

The choice between standalone matter management tools and comprehensive enterprise legal management solutions depends on your organization's specific needs. For many legal departments, an integrated enterprise legal management platform that combines matter management with contract lifecycle management, budget management, and vendor management offers the most value. This approach provides a single unified workspace for all legal operations, improving efficiency and enabling data-driven decision-making. Having robust matter management tools is no longer a luxury; it's a necessity. Contact us to learn more.