Direct Answer
A law firm should choose practice management software based on how well it supports the firm’s actual workflow.
Depending on the firm, important capabilities may include:
- Matter and client management
- Document management
- Calendaring and deadlines
- Time tracking and billing
- Secure client communications
- Remote access
- Integration with Microsoft 365 and other applications
- Security and access controls
The firm should also consider how its existing information will be migrated and how employees will be trained and supported.
Why This Matters
Attorneys and employees depend on practice management software throughout the day to manage matters, documents, deadlines, communications, billing, and other information.
Choosing software based primarily on features or a sales demonstration can result in a system that does not fit the way the firm actually works.
Editor’s Insight
“The right practice management software should fit the way your firm works, not force your firm to work around the software.”
What Should a Law Firm Consider When Choosing Practice Management Software?
1. Start With How the Firm Actually Works
Before comparing software, understand how work moves through the firm today.
Consider how the firm:
- Opens new matters
- Organizes and stores documents
- Manages calendars and deadlines
- Tracks time and handles billing
- Supports employees working remotely
- Shares information between attorneys and staff
- Uses other applications that may need to work with the new software
This helps the firm evaluate software based on its actual needs rather than a list of features.
2. Determine Which Functions the Firm Needs
Practice management systems offer different combinations of features.
Depending on the firm, these may include:
- Matter and contact management
- Document management
- Calendaring
- Time and expense tracking
- Billing
- Client communications or portals
- Reporting
- Workflow and task management
More features do not automatically make one system better than another. The important question is whether the software provides the functions the firm will actually use.
3. Make Sure It Works With the Firm’s Other Technology
Practice management software does not operate in isolation.
The firm should determine how it will work with:
- Microsoft 365
- Outlook
- Accounting software
- Scanning
- Other applications the firm depends on
Understanding these requirements before choosing the software can prevent compatibility problems later.
4. Evaluate Security and Access
Practice management software may contain a significant amount of client and firm information.
The firm should evaluate security features such as:
- Multi-Factor Authentication (MFA)
- Individual user accounts
- User permissions
- Encryption
- Audit or activity logs
- Backup and recovery
- The ability to remove access when an employee leaves
The firm should also understand how the software provider protects the information stored in its system.
5. Plan the Migration Before Choosing the Software
Changing practice management systems may require moving years of firm information.
That can include:
- Client and matter information
- Documents
- Contacts
- Calendars
- Billing information
- Historical data
Before committing to a new system, determine what can be migrated, what may not transfer, and who will be responsible for each part of the migration.
6. Consider Training and Ongoing Support
Even good software can create problems if employees do not know how to use it.
The firm should understand what training is available, how new employees will be trained, where employees will get help with the software, and what support the software vendor provides.
The firm’s IT provider should also understand its role in supporting the technology surrounding the application.
Two Questions We Hear
Should we choose cloud-based practice management software?
For many small law firms, cloud-based software can provide convenient access for attorneys and employees working from different locations without requiring the firm to maintain a local server for the application.
Cloud-based, however, does not automatically mean the software is right for the firm.
The firm still needs to evaluate functionality, security, integrations, migration, support, and how well the software fits its workflow.
Should our IT company help us choose practice management software?
Yes.
The IT provider manages the firm’s technology and knows where its data is stored and how its systems are configured.
When the firm changes practice management software, the IT provider will typically have a role in the migration and should coordinate with the software vendor.
How Avenue M Helps
Avenue M Computers helps law firms evaluate how new practice management software will fit with their existing technology.
When a firm changes systems, we work with the software vendor and play an active role in coordinating the migration. Because we manage the firm’s technology, we know where its existing data is stored and what systems need to be considered during the transition.
Three Key Takeaways
- Choose practice management software based on how the firm actually works.
- Evaluate security, integration, and migration requirements before committing to a new system.
- Plan for implementation, training, and ongoing support before making the change.
Related Articles
- How Should a Law Firm Choose an IT Company?
- What Technology Does a Law Firm Need to Support Remote and Hybrid Work?
- Why Is Multi-Factor Authentication (MFA) Essential for Law Firms?
- How Can a Law Firm Protect Client Confidentiality and Comply With ABA Cybersecurity Obligations?
- How Should a Law Firm Create an IT Budget?
Technology should help your law firm practice law more securely, efficiently, and confidently, not become another distraction.
