Due to these factors, specialised conveyancing software has gone from theoretical experiments with limited use to highly efficient, practical and affordable systems that are used by most firms that are serious about conveyancing work.

The Basics
Conveyancing software is designed to maximise productivity, in addition it should improve accuracy, quality of documents and customer service. It should also reduce errors and stop things from being forgotten. The overall result is that a small team of people should be able to do a good job of a remarkably high volume of work. High volume at high quality is the key to generating profit in conveyancing.

Database
In a high volume conveyancing practice there is a great number of people and organisations to keep track of. The database allows a group of staff to effectively keep track of and service a large number of external parties.

Linking the database to document automation is the key to efficient document production. Importantly it also ensures the database is accurate because staff can not produce their documents efficiently if the database is not filled in properly.

Document Automation
A core function of any conveyancing system is efficient merging of precedents with the database to produce final documents. Systems differ greatly in the way they do this. It’s important that the database is correctly designed to handle all the variances in conveyancing transactions. It’s also important that the merging process is fast, reliable and flexible. Many systems have failed or been substantially impaired by using databases, such as legal accounting systems, that were never really designed to do conveyancing.

The other key to efficiency is the bank of precedents. Most conveyancing systems come with a set of precedents. These include all forms such as titles office forms, contracts etc. They also normally include a set of letters. In most cases the firm will want to add to and substantially change these letters. It’s important that the system will allow precedents to be easily added and modified. If this process is difficult it will significantly impair the system and raise its cost of setup and maintenance.

Standard forms change regularly and it’s a lot of work to maintain them yourself. It’s important that the conveyancing system has an effective and easy way of providing updates to these forms. Some systems have on line updating systems that not only tell you if an update has occurred but will also make the update process very easy.

Calculations
Calculations like settlement adjustments, stamp duty, government concessions and even your bill can be easily automated by a computer. Conveyancing systems not only do the calculations but automatically create good looking documents for you at the same time. The best example is the settlement adjustment sheet. As quickly as you enter the basic parameters it can calculate and create a document so clearly laid out that you rarely need to spend time explaining it to your client or the other side. If the settlement date changes you only need to change the date in the system and it will instantly update the adjustment sheet.

Management and Client Reporting
Utilising an accurate database, you can easily;

• Monitor matters to avoid fines for not paying stamp duty on time.
• See how much work each of your staff members are doing.
• Estimate future cash flow by viewing up coming settlements.
• Provide high volume clients such as property developers with any reports they ask for.

Recent Advancements
In the last few years the next level of conveyancing technology has arisen. Some, but not all, systems have these features.

E-mail Management
E-mail conversations with agents, financial institutions, the other side and some clients is becoming increasingly popular. It is very efficient for conveyancing staff to use e-mail because it means they can read and write e-mails while waiting on the phone to talk to bank staff etc.

When working in a team environment one of the problems with e-mail is that you cannot see the e-mails sent and received by others. It is possible for a conveyancing system to integrate with e-mail to attach e-mails to matters. This means that anyone in the firm can see the full e-mail correspondence, regardless of who sent or received the e-mail, by simply opening the matter.

Fax Management
Faxes will be a part of conveyancing for many more years. Some systems now allow faxes to be sent from the system without the user needing to get up. They can also receive all faxes electronically and store them on the matter.

Integration to Government Systems On Line
Over the last few years there have been four companies that have started providing both conveyancing software and on line searches. This has ensured that the provision of title searches, ASIC searches, property enquiries etc. will become a significant part of conveyancing software.

The benefits are;

• The user can order the search without leaving the system or entering a user name or password.
• Information such as property details can be used to automatically complete the on line ordering forms.
• The result of the search is stored within the system for easy retrieval.
• Some systems are able to create a cost recovery in the accounting system for automated billing.
   

Integration to the NSW OSR has now allowed documents to be stamped on line. The extension of these electronic services will surely continue.

Calendar Integration
Conveyancing generates a significant number of client appointments and also settlement and exchange appointments. Conveyancing systems store these appointments in their databases. Some systems allow these appointments to be automatically replicated to an Outlook diary.

Full Electronic Matter
With the integration of all of the above functions, conveyancing databases end up holding almost everything. Some systems now allow you to attach low cost scanning devices. Using a scanner you can scan any mail received and therefore create a fully electronic matter.

While the electronic matter does not replace the paper file, it means that the paper file is rarely needed. This can substantially increase customer service levels because information is at your fingertips. It can also reduce costs by reducing the need to retrieve files from storage.

Automated Processing to Predefined Agendas
Some conveyancing systems can now be configured to prompt users to follow predefined tasks to complete a matter. This can improve efficiency and keep tighter time frames.

Automation of Other Areas of Law
Some conveyancing systems are also capable of automating other areas. This can simply be property transactions such as leasing, mortgage processing or subdivisions or it can be all common areas of law allowing them to be used throughout a practice.

When choosing a conveyancing system it is important to consider if you also want it to cover other areas. Many firms are of the view that they do not want too many systems to maintain. Others are happy to use a best of breed approach.

Website Publishing
Certain property areas such as subdivisions, shopping centre leases, or mortgage processing can greatly benefit by providing a website for clients to view their matters. This is usually greatly received by the client and can be a key way to attract new clients.

http://www.abajournal.com/weekly/article/biglaw_lawyers_jump_to_small_law_firms_legal_practices_fastest_growing_sect

Word of mouth is the traditional way small law firms gain new clients.

The problem is that word of mouth is changing.  In the past, a word of mouth referral may have led to a potential client checking the yellow pages for the firm and picking up the phone. 

Now, however, the way people look for services has changed.  People are no longer satisfied with a yellow pages listing, be it the online version or looking up the book.  We now have far higher expectations of what we should be able to learn about a company, and its staff, before we even pick up the phone.

A friend recently received a referral from a colleague to a particular lawyer at a small law firm.  After searching for the firm on Google, and only being able to find a one line directory listing about the firm with its telephone number and address, she quickly disregarded the referral.

What did she do? 

She searched for “Family Lawyer Parramatta” in Google and perused a few of the websites that came up first.  She found a website where the firm’s profile, and the photo and description of the family lawyer mentioned, appealed to her.  She picked up the phone and called that firm.

We have a busier and more mobile population than ever before.  This means that the chances of a potential client seeing your firm on the main street of your suburb and remembering you when they need a lawyer have greatly diminished.  By the time they need a lawyer they may have already moved to another suburb anyway!

The web is also allowing potential clients to be more discerning.  They are no longer satisfied with visiting the local solicitor, they want to find a lawyer who they perceive to be a specialist in the area of law they are concerned with.

A website is an essential tool for small law firms.  When set up properly, a website will allow clients who live in your area to find your firm when they search on Google.  It will allow you to set up profiles of your staff which establish them as experts in their area of law.  Further, it will allow your potential clients to get to know your firm and its staff, and realise that your firm is the kind of firm they need, before they even pick up the phone.

If you don’t have a website, get one now!  A link to get you started:  www.leapwebsite.com.au.

Coming soon:  We don’t have the time or money to set up a website, what do we do?

The blog will concern itself primarily with legal software or legal practice management software, and with what is called “content” – the legal forms, legal precedents and research tools and guides needed for a small law firm to be successful.

Legal technology is not really about hardware anymore. It is far more about the business systems that good legal software imposes, the knowledge contained in the system.

At LEAP Legal Software (www.leap.com.au) , we think about and talk about these issues every day. It is true to say that we are obsessed with creating the very best software that we can. This Blog will enable us to share some of our thoughts with the small firm community at large. It will hopefully also provide us with a source of good ideas that we can consider for development in the future.

 Small law firms have unique technology requirements. Without the time and resources of large firms established small firms as well as start up firms want solutions that can help them get up and going as quickly as possible.

What is a legal practice management system? In the past, in Australia, the term really only described a legal accounting system like Locus or Open Practice. If you are reading an American article, a legal practice management system contains only front office tools, and no accounting at all!

At LEAP we think that it means a lot  more than either of these narrow definitions. LEAP Office, our flagship legal practice management system includes forms, precedents, document management , critical date management, workflow control, time recording, billing, legal accounting and trust accounting as well! A much more extensive range of functions. So if you currently use one of the older systems like Locus or Open Practice, don’t let your thinking be limited by what you have – take a look instead at how extensive a modern PMS can be – it will streamlline your practice in all areas and allow you to do more work with fewer people.

 We hope to provide useful insight into how great legal software can be used to:-

Improve the bottom line;

Make the practice of law more satisfying;

Help you to meet your clients needs quickly and accurately.

The views expressed here will be based on our experiences with providing software to thousands of small law firms. We look forward to our assumptions being challenged and to lively debate over some of our views.

So please feel at liberty to comment on any of the Blog topics.

After the GFC, the word growth is on everyones lips. After a short period of despondency, there is a lot of confidence in the future. Small firms are growing and more lawyers are decising to set up their own small firms.

So our main Blog topic is timely – Growth.

 Unfortunately, this problem is exacerbated by the unwillingness of many law graduates to practice in regional and rural areas, so growth can also be constrained by the lack of suitable people.

Principals of small law firms often equate business growth with headcount. Over the years when I have raised the issue of growth with partners, the most common and immediate response is, “No, I don’t want more partners”. So it seems to be a common interpretation. But it is a misinterpretation.

Growth should not be measured by the number of partners you have. For example, if BHP were to employ more people we would not consider that as growth but as increased overheads. In fact, the share price would probably drop because of overhead concerns.

Growth should be measured by increases in profit, not additional partners or more staff.

So the challenge for small law firms is to increase capacity without significantly increasing overheads.

The cheapest and most reliable way for you to be more productive is to invest in great technology. You will be able to do much more work with the same number of people. And more work by the same number of people will impact directly to your bottom line.

The older successful legal software solutions proved themselves to be reliable record keeping systems, but by today’s standards they require far more people to operate than modern systems do. This results in artificially inflated wage bills with profits being locked up in inefficient systems. You can release these profits for a comparatively small investment.

There has also been another important change in technology in recent years. Earlier generations of legal software were developed to automate and improve systems for back office and support staff, with fee earner benefits being almost treated as afterthoughts – perhaps a timesheet. But today, small law firms are employing a completely new generation of fee-earners who have grown up with 21st Century technology.

Known colloquially as “digital natives”, and in educational circles as New Millennium Learners, these new employees have used the Internet, mobile phones and computers all their lives. Graduates have negotiated high school and university with these technologies. And they are capable of and want to do the work themselves.

You will no doubt have seen them sending text messages at break neck speed! And it is not just that generation either. Many of us have now used computers and email for more than a decade and our habits and preferences have changed. After all, we all know how to use an internet browser. This is resulting in a fundamental change in the ratio between professional and support staff, and is also creating a dramatic advancement in the role played by the paralegals on whom many small law firms rely very heavily.

When it comes to structuring your practice, you need leverage i.e. the ability to delegate work to less costly paralegals or graduate lawyers without compromising the accuracy of advice or quality of service. In the past this leverage opportunity was only really available to the large law firms, and David Maister, the now retired practice management guru, built a solid career around leverage models for large firms that could not be used effectively in small firms.

Technology has changed the game. It is now much easier for a small law firm to get leverage. The knowledge contained in good systems and re-engineered work processes provide significant leverage in both the delivery of service and office administration.

What we encounter far more frequently now are law firms that are structured with a majority of “fee earners” (i.e. lawyers and paralegals) and fewer, often no, legal support staff, and just a part-time bookkeeper.

For example, a firm in the ACT re-structured from 7 full-time and 1 part-timer, to 4 full time and 3 part timers. The principal reports that the practice is providing better service and is doing the same work as previously but at a substantially lower cost. He is enjoying a salary saving of $85,000 per year which has gone straight to his bottom line! And all for just $12,600 a year! This illustrates the point I made earlier, that technology leverage will release these locked up profits.

What good technology also does is empower workers to take on more responsibility. A system which manages your matters and is set up for common matter types so that necessary client and other details can be entered easily, immediately provides years of accumulated IP making it much easier for you to make sure that your staff record all the data needed for the successful carriage of each matter.

This empowerment is extended by having all commonly required legal forms and precedents available as well, so you and your staff don’t have to spend many hours looking for precedents, possibly even re-typing them or perhaps the biggest risk of all, re-using a precedent from a prior matter and inadvertently leaving information from the prior matter in the document. It is surprising how often this still occurs and can be very embarrassing for a lawyer striving for professionalism.

The recent advent of online Step-by-Step Legal Practice Guides has finally integrated legal content with legal software in a way that is both natural and efficient for a busy lawyer or fee earner.

The ease with which practice support information is accessed is allowing many firms to not just delegate work but to empower staff to do much more complex and responsible work. This has finally allowed lawyers in rural areas to also get the benefit of leverage.

A wonderful example of this is a client of ours in Merimbula who I recently visited. He reported to me that since installing new software he had not only increased revenue by 12% as a result of the introduction of good time recording discipline, but had also built a specialist Probate practice of three paralegals, all of whom use the Step-by-Step Legal Practice Guides to conduct the matters.

This left him in a high level supervisory role, dealing with estate planning, difficult complex client issues and the high level legal issues that so often surround probate matters doing the work he studied law to do.

Start at the start – “one version of the truth”

So we know that technology increases profit but where do you start? For maximum immediate impact install a comprehensive integrated solution.  An integrated solution that eliminates the duplication of work and data.

Duplicating data is not only time consuming and therefore costly. It is also risky. Client and matter details should be recorded once only. There should only be “one version of the truth” in the databases of a small law firm.

Historically, document, accounting and management systems followed separate paths and many firms still carry the significant overheads associated with these separate systems and duplicated data. You need impressive charge rates to support this inefficiency. Or you are happy with lower profits.

After many years in the business I can confidently state, that if you still have separate document production and legal accounting systems, then you have a bigger payroll than you need to have.

Typically, many bookkeeping and document production staff using these older systems will argue against improvement. They feel that their jobs are under threat and they are resistant to change. They are often absorbed in repetitive non-income earning administrative tasks that technology has automated or even eliminated.

These staff have a different agenda. If you want to maximise your profitability you have to see past this and overcome the resistance. What if they were empowered to do different growth oriented work? Higher level paralegal assistance perhaps like the firm in Merimbula, or business development making sure current clients get the best possible service, or even helping you attract new clients! So much better than futile data entry.

So an integrated system that shares data across functions is essential for making a start with technology leverage.

Get organised

You work on matters and to be efficient you need to organise your matters. So doesn’t it make sense that your technology support system should recognise that? By organising your computer’s workspace around your portfolio of matters and then having all the important functionality linked to the matter you are working on, you will save hundreds of hours each year.

Matter details, documents, research results, email (in and out), online search results can all be stored against the matter and viewed and used from the matter. Many small law firms run with small trusted teams of people. Having all your matter information in one place is not only more efficient. It also eliminates frustration and reduces risks.

 It’s all about documents

Unless you just practice in the criminal courts, most of your legal work will be given form in a document of some type. Precedent documents are vital for efficiency.

The ability to merge data into document templates has been around for more than 25 years now and yet many small law firms still labour with uncontrolled and unmanaged precedents without any automation at all!

With a good system all the forms and precedents needed by a small law firm to practice efficiently in all the common areas of practice, litigation, conveyancing, family law, wills and probate, business structures, crime and others are available in an instant. And they are all automated as well.

You can practice with the additional peace of mind of knowing that the content and legal costs and charges contained in many forms are also being updated for you. So where is the leverage?

1. Neither you nor your staff are going to waste time looking for the document you created for the “Smith” matter and now want to

    use as a precedent.

2. You will not have to spend time checking that the form or precedent is up to date.

3. If forms involve calculations, for example a Settlement Adjustment Statement, Liquidated Statement of Claim or Probate

    Statement of Assets, you instantly eliminate all the time involved in doing those calculations (and re-calculations when a

    settlement date shifts). As a bonus, you also eliminate the risks of getting the arithmetic wrong.

4. If you have a trusted or senior staff member who you currently rely on to keep your precedents up to date, all that time can be

    saved and the individual meaningfully and profitably re-deployed.

5. Because it links with your database of matter information, all client and other details are automatically inserted into your

    documents, and further, you waste no time checking that this information is correct.

Once deployed, a good integrated document production system will instantly enable you to do more work. And more easily and accurately too. Without extra overheads, this additional work will allow you to grow your profits even further.

And it’s all about billing as well!

For most lawyers, recording the details of what you and your staff do is a professional responsibility relating to the professional (and commonsense) requirement to make contemporaneous notes. It is a happy coincidence that the information can be used for billing purposes as well.

The direct and immediate relationship between what you record and what you bill cannot be emphasised enough. Older systems view time recording and billing as two distinct functions – the former as purely recording the duration of the attendance (and something done reluctantly by lawyers), and the latter a “back-office” function.

Well in a world where many firms do not have a “back-office” this is not a very good solution! You need everything to happen in the front office.

Many lawyers consider billing to be tedious and many firms seem to have a month-end upheaval as they attempt to get billing done before month-end. This is disruptive to productivity, boring, costly, and has a negative impact on your cash flow.

There is another way! You can bill as soon as you are entitled to, without tedium, and without needed typing or bookkeeping staff to help you.

Consider these two scenarios (disbursements are ignored for these scenarios).

Using the new way:-

Quality data is created in the first instance;

Duplicated effort is eliminated;

You do not need back office staff to bill;

Billing is fast and working capital minimised;

A previously tedious task is made easy;

Your clients get bills when they should, making them better informed and minimising risks of default.

With lower costs and fewer people involved by eliminating the back office, you have gained massive technology leverage. Many firms that have made the change have gained up to one full day of additional client time because they are no longer involved in the monthly billing upheavals. High value bottom line impact!

Switching to a new system without a back office

A reluctance to change is natural. Staff can be set in their ways and your business works well. “We can stick with what we have”. These attitudes are common, but they come at a price. And the price is your profits. The Australian economy is so successful because we are always striving for maximum efficiency. And that is what most successful and profitable small law firms also do.

When you implement a new system, you will experience a short period during which productivity will drop as you and your staff  become familiar with the new system. This is to be expected. After an equally brief period, where there is a drop in profits following the drop in productivity, things start to change.

As you use the new system, old processes are discarded, work is done faster and more accurately and you will find that you are doing a lot more work with the same people. Productivity will improve consistently. Because you are not adding staff, your profits grow with productivity. The accumulated technology leverage that you have gained will far exceed the cost of a new system and the short term disruption associated with change.

If you are just starting your new firm you have an incredible opportunity. The integrated systems and incorporated legal content literally allow you to get your new law firm up and running in hours with all the productivity systems and regulatory compliance taken care of for you.  It is cheaper to set up a fully functional law firm today than at any time since the start of the technology age. With the tools at your disposal, you will have maximum efficiency from the start, allowing you to leave employment decisions until incoming work justifies it, rather than employing people for the performance of costly back office functions as has been the case in the past.