If your firm is considering a new case management software, the multitude of options available can be overwhelming, especially if there is some uncertainty about your specific needs from management software.
To navigate this process effectively, it is beneficial to start internally and gain a clear understanding of your requirements for a case management software. Many practices have identified key areas for enhancement, whether that involves streamlining workflow processes or transitioning to a digital platform that allows clients to sign and send documents easily.
A constructive exercise for your team could involve dedicating some time to gather feedback from each department about their experiences with the current software. This can help create a wish list that will guide comparisons of potential providers. Involving your team in this process fosters a sense of ownership and facilitates a smoother transition when it’s time to implement the new software, enhancing overall motivation.
For those exploring the market independently, here are some important considerations to remember during your search.
First, it is essential to define the type of software you seek. The market for practice management software is continually expanding, with numerous established premise-based case management solutions and a growing number of cloud-based platforms.
Recent years have underscored the value of flexibility in the workforce. If your team members travel or work remotely, it makes sense to focus on cloud-based options that accommodate these needs. Even for office-based employees, a cloud solution can simplify IT management by reducing the need for server maintenance and alleviating concerns about upgrades and downtime.
Regardless of the platform you choose, it’s important to start with the basic technical requirements. While it’s easy to become captivated by sophisticated features and technical jargon, focusing on the essentials is key. Your software should ideally include the following:
– Time and expense tracking
– Task and team management
– Billing and invoicing
– Calendar management
– Client and content management
Most providers will include these as standard offerings, although some might present excessive features that don’t add substantial value, while others may lack necessary components.
Next, consider the importance of an intuitive, user-friendly interface. Have you ever encountered challenges getting your team to effectively adopt new software, leading them to revert to their previous software of spreadsheets and notes? This can often be attributed to the complexity of the software itself.
Many established and new platforms can feel cluttered or overly complicated. A streamlined interface is crucial; information should be organised logically, and users should not feel overwhelmed by irrelevant details. A clean, well-designed interface can significantly enhance user adoption.
Look for additional interface features, such as the ability to compose, store, and respond to emails and edit and submit documents directly within the software. Some platforms position themselves as all-in-one solutions, which can be a valuable asset when executed correctly, as it centralises information and minimises the need for multiple applications, thereby enhancing productivity and engagement.
Once you’ve evaluated the user interface, your subsequent focus should be on software workflows and integrations. These elements are closely intertwined and, when set up properly, can enhance your team’s workflow efficiency without compromising the quality of case handling and client service.
Inquire whether the case management software offer automated workflows. Some providers, including ourselves, can facilitate fully automated processes where welcome packs, contracts, and invoices are generated automatically, and tasks and reminders can be initiated with ease. This might sound intricate, but many software solutions do not require extensive developer involvement for setup, assuming the software is user-friendly.
Assess the integrations offered by potential software providers. A reputable software provider will have established connections with key industry players. Pay attention to whether they integrate with HM Land Registry or provide HMRC services for SDLT submissions.
It may also be beneficial to explore integrations with AML companies, such as Armalytix, and understand the process required to set up your account with an AML checking service.
Additionally, review any billing and accounting integrations available, such as with Stripe or Xero. Some platforms may offer comprehensive integration, while others provide more basic client invoicing capabilities. Collaborating with your accountant can clarify the level of integration your team needs to operate effectively.
If you would like more advice on what to look for or help defining what you need out of new case management software, book a friendly, no-obligation case management demo with Hoowla CEO Adam Curtis.
