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PUSHING THE LIMITS MAXIMISING LAW FIRM PROFITS THROUGH THE RIGHT IT Get started and build
PUSHING THE LIMITS MAXIMISING LAW FIRM PROFITS THROUGH THE RIGHT IT Get started and build

PUSHING THE LIMITS

MAXIMISING LAW FIRM PROFITS THROUGH THE RIGHT IT

Get started and build your foundations. Read more…
Get started
and build
your
foundations.
Read more…
About the company DPS Software is one of the leading and longest established legal IT

About the company

DPS Software is one of the leading and longest established legal IT solutions providers in the UK, catering to the needs of law firms small and large across the country.

Serving over 600 practices and 15,000 individual users, DPS have built a strong and growing market position thanks to their

award-winning products. Our Case Management

Software covers Conveyancing, Crime, Personal Injury, Wills & Probate and is complemented by fully integrated Legal Accounts and Digital Dictation systems, hosted IT and client portal solutions. DPS Software is committed to developing products that meet the specific and changing needs of law firms and helping them

to move away from outdated work practices and the technology

underpinning them.

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Chapter 1

Introduction

The legal profession is an important sector

of the British economy, generating £23.1 billion per year or 1.8% of GDP, according to the Ministry of Justice and UK Trade & Investment. At this moment in time, more than ever, there is no place for complacency in the industry. As the UK emerges from a difficult economic period, domestic and global competition for legal services also intensifies. The contraction in the demand for legal services of the past few years, coupled with consolidation in the sector caused by mergers and acquisitions and the rise of new business models, poses a new set of

challenges and pressures to the modern law

firm. Here are what we consider to be the most important trends affecting the legal sector in 2013 and the impact of which is sure to be

felt well in to coming years.

Mergers and acquisitions The Wall Street Journal signals the prevalence of Mergers & Acquisitions in the legal industry, as law firms struggle to increase revenues and enter new markets. Partnerships with other law firms or with companies offering complementary services

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Industry trends

can open new avenues for financially- challenged practices, enabling them to develop a new client base and keep talent in house.

Investing selectively in legal technologies Matter management and e-billing technologies were rated as one of the most popular IT solutions by the Corporate Executive Board in an article predicting the 9 efficiency trends to be embraced by law firms in 2013.

’Members express relatively high levels of satisfaction with those solutions’’ the article continues, encouraging readers to adopt new technologies but not before understanding the workflow and management changes involved (here’s

More business for smaller law firms As we all know, a law firm’s size is the main factor affecting hourly rates; the Corporate Executive Board even put it above partner experience, practice area, or even location (the second largest). As they look for cost savings more and more large companies are now turning to the services of midsized law firms (50-500 lawyers) that can provide high quality legal services at lower prices.

Positive economic outlooks ’The Dow hasn't just recovered, it's up nearly 12% over it's pre-recession high’’ notes the Business Insider attempting to

explain why lawyers avoid retiring. If money

is to be made in the legal industry, as in many others, it will be made from 2013 onwards as the economic crisis seems to become more of a memory than a reality.

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Industry trends

The multigenerational workforce The Business Insider’s observation about the lawyers’ delayed retirement is backed up by Legalcareer’s comment on the diversity of a law firm’s workforce in terms of age. Oftentimes, Traditionalists, Baby

Boomers and Generation X and Y staffers

share the same office space, a situation which poses its unique challenges and offers unique opportunities.

Law firms fail to give customer service enough importance

As law firms compete fiercely for clients,

they can’t afford to lose them after winning them. Yet, a recent survey of 30 British law firms conducted by Sherry Bevan Consulting and published in The

The role of technology in the legal sector must be understood from an efficiency and cost-saving point of view- enabling fee earners to work more efficiently - spending less time doing admin work, more time on income-generating tasks and saving money in the process.

As well as affecting law firms, technology is also affecting the client, empowering him/her more than ever. Tools like the Internet and social media put the clients in control by giving them access to information and to a larger pool of legal service providers. This in turn means that they can switch suppliers

easier, know if you’re not meeting service

levels, complain about you publicly and do so reaching a larger audience than ever (think Twitter and LinkedIn).

Client satisfaction can no longer be assigned secondary importance and you can’t afford to be complacent with regards to the quality of the service you provide. But while technology puts the client in control, it can also empower you to respond to these challenges better. We will show you how in the following chapters.

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The potential of

the technology for

the legal sector

Page 6 The potential of the technology for the legal sector ‘ ’There is a growing

’There is a growing recognition that technology will play an increasingly central role in the emerging legal

environment.’’ notes global futurist and

information technology expert Rohit Talwar in an article for the Raconteur.

This is not surprising at all given the critical support role of IT systems. Different technologies benefit law practices in different ways and this is what we will focus on in the next sections.

Chapter 2

The Right Technology for

the Right Processes

Case management systems collate all the information regarding a case or a matter, making it available to all those involved and enabling them to track their progress online thus reducing the amount of time and admin work required.

A product of the 1990s, case management

software systems have been developed to assist legal staff in their core functions, help them break away from the paper addiction and streamline processes. Even though no longer considered an innovative product, this type of software is still the backbone of efficient, profitable law firms that make the

most of their resources.

We’ve spent the last two decades working with law firms to create IT solutions that answer their problems and meet their requirements. The first result of

this endeavour is our flagship software -

Manage work efficiently

software - Case management software Manage work efficiently DPS One Office- a case management system and

DPS One Office- a case management system and practice management solution that serves staff at all levels.

Integrated within Microsoft Outlook or provided as a separate product, DPS Outlook Office is a fully scalable, modular system designed according to the requirements of modern legal practitioners.

“

’The system simplifies the conveyancing process and instantly organizes and structures your case files.’’ Simon David, Managing Partner at Thomas Legal Group

‘’One of the most convenient factors of implementing such a system is the fact that more than one person can view case documents at any one time.’’ Ian Fretwell, IT Director at Tees Solicitors

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Manage

Microsoft Outlook

your

cases

straight

from

If you want to work your way, using a familiar interface then Outlook Office is the case management solution for you. The use of email as a form of communication is growing rapidly. The vast majority of users already use Outlook as part of their daily work regardless of their IT expertise, many of them starting their day by checking their emails.

Legal software is most effective when it is

‘almost invisible’ they say, so we

incorporated ours into one of the most common work platforms for lawyers. Outlook Office case management breaks down unnecessary barriers and allows you to run case files from within Outlook, preview case documents just like previewing emails, automatically attach scanned documents

and emails to cases.

Due to the fact that Outlook Office sits within Microsoft Outlook, users have access to case tasks, file history, template letters,

Case management

software

file history, template letters, Case management software phone attendance notes, digital dictation and case workflows

phone attendance notes, digital dictation and case workflows straight from their email platform.

With Outlook Office, legal practitioners inevitably comfortable with the Outlook interface, do not need to adapt to a different system to work on their case files. Their familiarity with Outlook reduces the amount of training required and eases the rollout of the solution, leading to a faster ROI.

eases the rollout of the solution, leading to a faster ROI. Our case management software works

Our case management software works straight from Microsoft Outlook

of the solution, leading to a faster ROI. Our case management software works straight from Microsoft

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If you do not use the Microsoft Outlook platform and if you’d prefer to manage your cases in a system that sits outside the usual email environment, then DPS One Office is the option for you this is our case management system in its standalone form.

Provided as an independent software application, One Office gives you access to the same functionalities as Outlook Office and allows you to perform the same tasks:

-

Manage matters, cases and files;

-

Create and monitor ‘’To Do’’ lists and reschedule tasks;

-

Get access to fully customisable, pre-

packaged templates to produce documents as well as ready-to use workflow template libraries for the most widely practiced areas of law:

Criminal Law

Conveyancing, Sales, Purchase & Re- mortgage

Family Work

Probate and Wills

Personal Injury and Uninsured Loss Recovery

Debt Collection

Mortgage Repossession

General Matter Management

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Case management

software

General Matter Management Page 10 Case management software Both Outlook Office and One Office are provided

Both Outlook Office and One Office are provided with an integrated legal accounts package that offers a common user interface for both fee earners and accounts staff, giving them to ability to post time and view ledger cards in real time. We will present our accounts system in the next chapter.

The use of a case management system enables fee earners to use their time more effectively, by eliminating time- consuming, administrative tasks. Yet not just any case management software will do. You need to ensure that the product responds to your law firm’s

needs, that it can be adapted to the way

you work and that it is scalable and can ‘grow’ with your practice. DPS Outlook Office/One Office leverages our company’s thirty year experience in building powerful, innovative, user-friendly software products for the legal market. Learn more about it here

The money link. How One/Outlook Office can help you enhance your profits

At this point you probably want to discover the direct connection between the use of a case management software solution and your firm’s profitability. Here is how our product can help:

Actionable statistics. ’What doesn’t get measured , doesn’t get managed’’. One/Outlook Office offers supervisor and

user dashboards showing real-time

business and fee earner-based KPIs (key performance indicators) such as profit costs and number of cases opened over a period of time so you can quickly grasp the financial state of your firm at any moment in time and make informed

decisions.

Less effort, more rigorous compliance. By incorporating risk processes (i.e. conflict checking & risk analysis) into the file opening procedure seamlessly, the amount of work required to ensure compliance is diminished while the quality of the outcome is improved.

Case management

software

quality of the outcome is improved. Case management software process flows. Simplifying the administrative side of

process flows. Simplifying the administrative side of the matter/case progress, our case management system allows fee earners to focus on legal work and complete tasks more efficiently.

Never be out of touch with your money. The automatic time recording feature within our system allows you to accurately track the amount of work done on a case or matter and compare it against the money brought in to ensure that resources are allocated wisely.

Monitor the work being done

Track the

Measure and

money coming in

manage

profitability

Monitor the work being done Track the Measure and money coming in manage profitability
Monitor the work being done Track the Measure and money coming in manage profitability
Monitor the work being done Track the Measure and money coming in manage profitability

Automated processes and ready-to-use templates, precedent libraries and Page 11

Chapter 3

Conclusions

The traditional law firm is bound to change. The different expectations of clients, the changing economic climate and the new Generation Y staffers coming through the ranks makes it impossible for law firms to operate in the same way as 20 years ago.

The emergence of new legal models, the growing use of medium sized firms by commercial clients and the slightly improved economic outlooks all affect and threaten to reshape the legal sector as we know it. While technology is not a panacea for all of a firm’s troubles, it does allow you to

’systemise and deliver services in a

particular way which is highly efficient’’ as explained by Andrew Loach, COO of the Transaction Services Team at Addleshaw Goddard.

Conclusions

It’s all about the money The purpose of this white paper is to give you an overall understanding of the technology solutions available to you and their potential impact on your firm’s profitability. The only reason why you should invest in technology is to enable your firm to operate as a robust business and become more profitable. Unless a particular IT solution has a direct effect on client satisfaction and income, then the investment is not worth considering.

Case management software products are one of the few technology solutions with a real potential to increase the efficiency of your staff and the profitability of your law firm.

‘ ‘

’Part of the problem is that people now have fabulous IT at home or in their palms- but at work, if they’re in a law firm, it’s a world apart.’’ Richard Jones, Wragge & Co, Briefing Magazine, October 2013

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Different law firms across the UK are enjoying the benefits of best-in-class IT solutions from DPS Software. Discover the stories and motivations behind using our products and how they feel about their decisions years after making these choices.

Here is a selection of our clients:

Conclusions

Working on the move with DPSCloud Conclusions Bailey Nicholson Grayson- Saving time and money with
Nicholson Grayson- Saving time and money with DPSCloud Levenes Solicitors- Clocking up one million dictations
Nicholson Grayson- Saving time and money with DPSCloud Levenes Solicitors- Clocking up one million dictations

a

Co - Achieving success with DPSCloud and Outlook Office Virtual Law - Move their practice to
Co - Achieving success with DPSCloud and Outlook Office Virtual Law - Move their practice to
Co - Achieving success with DPSCloud and Outlook Office Virtual Law - Move their practice to
to the Cloud Equilaw - New beginnings with DPS Software     Page 14
to the Cloud Equilaw - New beginnings with DPS Software     Page 14

To learn how our different solutions can

benefit your law firm please contact us by

phone or email. Our representatives will be

happy to assist you.

FREE, no-obligation

demonstration of any of our products by

using the contact details below:

Request

a

Conclusions

by using the contact details below: Request a Conclusions About DPS Software Phone : +44 020

About DPS Software

Phone: +44 020 8804 1022

Phone : +44 020 8804 1022 E-mail: info@dpssoftware.co.uk DPS Software is one of the leading and

DPS Software is one of the leading and

longest established legal IT solutions

providers in the UK, catering to the needs

of law firms small and large across the

country.

During the past three decades we have put

every effort into developing best-of-breed

case management and accounting

software to help law firms improve

efficiency and customer service.

Postal Address

Herewood House

288 Southbury Road

Enfield

Middlesex

EN1 1TR

In the past few years, we have enlarged

our offer by the addition of new legal IT

solutions that facilitate the management of

law firms, fee earners and their workload.

To learn more about our company’s history

and products please visit our websites: