Case management software benefits include:

• Saving time currently spent producing documents, searching for documents and arranging for sharing of documents between relevant parties.
• Saving on the costs associated with all of the above.
• Creating standardized procedures across departments and firms.
• Enabling professionals to focus on value added services and increasing income generation.

Does software deliver the benefits it claims to do?

The answer is a should be a “Yes”, but only if coupled with a successful implementation.   This will depend on several factors:

Setting realistic goals and planning the project appropriately

Whether you work  in the public sector, private practice or a legal department you will need to demonstrate value when in investing in case management software.  Look for a software company that can help you to develop the project scope and ROI document to ensure a smooth implementation together with a clear picture of what you can expect to achieve.

Creating understanding of need within the organization

• Have you communicated to all the people within the organization why the new system is being implemented?  For instance:
• Who will benefit from the savings in time?
• Will it make more work for some people initially?
• Have you considered whether this will put them under increased pressure?
• Successful communication and hand holding before and during implementation will increase the likelihood of its success.
• Will your supplier help you demonstrate the software’s value to key decision makers?

Who owns the project?

Does your organization have a named person who is responsible for the implementation and ongoing success of the case management solution, or is it left totally to the capable case management system provider?

If you decide to appoint someone internally, do they have the time to devote to the project, especially in the initial stages, and do they have the respect of the organization?

If you do not have such a person available internally, a consultant would be an alternative.   Some suppliers are capable of designing and implementing a project within organizations with a clear initial brief.  Check that they have sufficient track record within your type of organization and can provide good references.

Staff development

The software supplier and/or consultant and your organization will need to work closely together.  Make sure that your supplier or consultant has a track record in training and implementation with other similarly sized organisations.

• Will any training be well executed and is it offered on a continuing basis?
• How easy will it be for staff to adopt the new software?   Is a gradual implementation process possible?
• Can the trainer and supplier be involved at both stages?
• Will your staff be trained just on the case management software or also how it integrates with other systems?

Making sure your new case management software is right for you now

Have you ordered the right system for your organization and is it flexible?  So much case management software requires professionals to change their working practices to fit the system instead of the other way round!

Can it be adapted for your organization so that the software matches your working practices?   Flexible software is configurable to your organization’s current working practices.  Providing fee earners with case software that matches their working practices means they will enjoy using it, buy into the new system and it will make their lives easier.  This “buy-in” on the part of your staff will lead to increased efficiency and the possiblility of handling more cases than in the past, enabling your organisation to increase profits.  Software companies are usually able to provide case studies if asked.

Future Needs

Investing in a flexible case management system will usually enable you to access software updates from your provider.   Similarly extra capability may be added as your organization changes or grows.  Check that costs are transparent.

Does the system provide value for your organization?

Look for software companies that provide consultancy, complete training, regular updates, the possibility of increased functionality and software development and who have a track record in your area.  Appoint an internal responsible person if possible.  These measures will reduce the likelihood of your system being slowly adopted, becoming out of date or no longer providing the right fit.

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