So, you’re thinking about moving to a new Practice Management Software?
Deciding to change the technology your firm uses to manage matters, clients and billing is a big commitment and it’s not always easy. When your team is accustomed to working with a certain type of legal practice management software, the thought of changing can be difficult, even when everyone acknowledges that doing so is necessary.
If you're considering a software change and are exploring a move forward to transform how your law firm uses technology, we've put together some practical tips and advice to help make the process as smoothly as possible for you. Along the journey, make sure to give yourself and your team credit as you accomplish this together.
Accept reality
Take a deep breath.
The first step to overcoming the biggest obstacles to change is accepting the reality that your law firm cannot afford to ignore technological changes and advancements. This idea must become a part of your thought process, and you must fully integrate technology, software assessments and necessary upgrades into your strategic business plan. Every year you should review your technology to make sure that it is meeting the demands of your business and clients. If we’ve learned anything with the rise of artificial intelligence, it’s that the technology in the world around us can change very rapidly.
Get help from an expert
Unless you are an expert, don’t try to tackle technology transitions alone. Hire professionals who understand the technological needs of law firms that serve the type of clients you work with. They will tell you what you need to modernise your systems and outline a training plan customised to the needs of every member of your team. Better yet, choose a practice management software that provides local award-winning support and client success management to help with every step (check out ours).
Dispel the fear
If you're unsure of a software change, a mindset shift by understanding that change is inevitable and that while things may go wrong, they are rarely catastrophic. You can dispel much of that fear by finding out what can go wrong from the experts you hired to help you and develop a plan to protect your data and business. This is the smart way to deal with the inevitability of problems arising.
Be sure to help dispel the fear of your employees as well. Whether employment status-related or tech-related, your staff may have voiced or hidden concerns or questions about technology, so try to help them through so they become your advocates during the transition.
Create an implementation strategy
It isn’t a case of downloading an app and off you go, you absolutely need a strategy for tackling your new software implementation. Figure out what you will do first and when. Create a timeline and a budget so that you’re not struggling to make your plan happen or surprised by fees. Most importantly, your strategy should also include a plan to train all your staff with unlimited technical support.
Put together a toolbox
You will need two primary components in your toolbox if you want to successfully implement a new software system in a way that isn't too painful.
First, you need to ensure good training for your employees. This isn't something that can just be done in one day either. Yes, one-day training is great, but it's just a start. You will need ongoing training as users get more acclimated to the platform and access to a help desk where employees can ask on demand questions. Client success managers are a valuable extension of a support service who can teach new employees and give more advanced workshops to experienced employees.
Second, you need proficient and continuous technical support. When things go wrong, you need access to experts who can solve problems quickly. Investing in long-term technical support is a critical tool for you in your toolbox.
Face the change together
Finally, to overcome the obstacles that may make transition difficult, prepare yourself and your law firm for the change. Whatever you do, don't surprise your employees with major changes to their technological systems. If you surprise employees with change, you may increase their resistance to the change. Always give plenty of notice that your technology tools are changing and create a plan to help them through the transition in a supportive way.
How Smokeball can help
With Smokeball, you and your team will never alone in the process. We have an Australia-based team of experts with over a decade of experience helping firms onboard with ease. From the moment you make the switch, you’ll have a dedicated onboarding specialist guiding you every step of the way. You’ll also have access to our free and unlimited training to ensure your team gets the support they need, including personalized one-on-one sessions, 24/7 access to training video recordings, and ongoing assistance from our local tech specialists.
Even after onboarding, our commitment to your success continues with the Smokeball Support Hub, access to expert phone support, and a thriving community of fellow users. We will ensure your transition to better software is seamless, stress-free, and fully supported.
Book your personalised demo of Smokeball today.
