Keep it simple and automate where possible
In recent months since joining Kim, I’ve had the pleasure of attending a couple of LegalTech events and I’m starting to notice some key themes coming out of these. I thought I would take a moment to share them with you.
1. Simplify things
Most of the people I have spoken to just want to keep things simple. Our lives have become so complex these days, why add more complexity? If we can create a process that’s simple and easy to use, then the adoption rate will be higher. For example, why re-create the same document over and over again, when you should be able to upload it once and use it multiple times? By this I mean, tag the variable fields in an existing MS Word document (such as name, address, etc.), upload to a document automation system, and send that document out multiple times both internally and externally. Alternatively, you could make it available for clients or employees to self-serve. You can then gather the information, analyze the outputs and make the data available for future use. It really can be that simple.
2. Make it Intuitive
Think about it. When you download a new app, you do not need to spend hours training how to use it, because the technology is so intuitive. You simply download, have a quick play and you are away. Unfortunately, many technology platforms are not like this. Users require multiple training sessions to get up and running and if they do not use the technology regularly, there is a big chance, they will not remember how to use it. Making technology as intuitive as possible and keeping the user interface as uncluttered as possible, without risking key functionality is the way forward. On a call recently, someone remarked how clean Kim Document was and they loved the fact there was nothing “jumping out at you” from the side. It was clean and simple, and the form creation functionality has been likened to “Tetris” by one of our clients.
3. Standardize the process
The oneNDA project has been mentioned at numerous events and for good reason. Being able to standardize a document that is used by thousands globally on a daily basis makes sense. Why have 500 versions when 1 will do? Standardizing works hand in hand with simplicity and in the process, it helps to reduce risk. In order to standardize, you do need to have a good process in place, and you do need everyone to be doing the same thing – easier said than done! So many people are used to their way of working and are resistant to change, but if you keep it simple, then the adoption rate will be higher, and resistance will be less.
4. Embrace templates
Templates are one of the tools that help with standardization. Using templates ensures consistency with your brand and styles and allows staff to create high-quality documents in a fraction of the time. Templates also help staff create more accurate documents and in turn, can create 1st draft copies much quicker, creating a better client experience.
5. Document automation is your friend
By automating your documents, you will not only save time, reduce errors, improve efficiency, and have more accurate documents, but you will also improve both the client and employee experience. Speaking with Gen Z lawyers at a recent event, they were all about automating things. They are used to things being instant and are starting to question the way things are being done. Why not automate the processes that historically, have been done in a very manual and labor-intensive way? If technology can help and provides a better way of doing something, then these new and exciting lawyers coming into the fray are all for it!
Conclusion
After an exciting month of attending Alternative Legal IT, Legal Geek and ILTA Connect: Women in Tech the clear themes are: Keep it simple and automate where possible. And my advice would be to listen to the young lawyers coming into the field. They have some great ideas and I know that I have been learning from them, just as much as I hope they are learning from me.