Practice management software for law firms is supposed to make admin easier, so your team spends less time entering data into a spreadsheet. With features like client portals, time tracking, and online payments, lawyers have 24/7 access to the tools and data needed to work faster. That’s why 73 percent of law firms implement cloud-based tools like practice management software.
However, these benefits depend upon how easy the software is to use every day. Clunky interfaces, slow page loading times, and lack of integration can cause lawyers to spend more time on an important motion or contract.
If your current practice management software slows your law firm down, it might be time to consider an upgrade.
The growing pains: 7 signs your law firm has outgrown its current software
When your outdated software is critical to your law firm’s operations, it feels impossible to stop using it every day. So how do you know exactly when to cut the cord with your current legal practice management software? Watch for these seven signs:
1. Outdated software racks up non-billable hours
Practice management software should help your team operate faster. If non-billable hours are creeping up, your software could be the culprit. Outdated software starts to load slower over time. If the page takes a long time to load and then lags once it does, your team won’t want to use it. Even worse, if the page crashes and information is not saved, your paralegal will have to draft that memo all over again.
Outdated practice management software causes inefficient manual workarounds. These are temporary methods used to continue critical functions when normal systems or technology are unavailable or inadequate. Some examples your team may have experienced include:
- Tracking time or billing manually in spreadsheets.
- Going back to paper-based systems for record keeping.
- Copy-pasting information between software that doesn’t integrate.
2. Lack of scalability
A successful, small law firm turns mid-sized when it acquires more cases and legal staff. Your legal practice management software should be able to grow with your team, offering more services that help different-sized law firms.
Additionally, access control features are a must, so clients’ sensitive information is only shared with people working on that case. If your software develops performance issues with multiple users, consider other options.
3. Other tools stop working with your software
There are many facets to practice management software, such as billing, CRM (client relationship management), and trust accounting. However, not all legal software comes with built-in tools, so your team may have integrations that you find necessary. If your software has limited third-party integrations or has difficulty syncing with other applications, this can affect productivity.
4. Limited feature set
Your project management software may have been amazing for its automatic invoicing features when you initially chose it. However, it should continue to add top-of-the-line features to provide value for your firm, including:
- Scheduled backups, even when your team members are using it.
- Auto recovery of data to a reliable, usable state, cutting down the possibility of data corruption.
- Accelerated delivery for reports, filtering, and column sorting in large quantities.
- Access to data when you’re away from the office.
Additionally, software should be customizable to fit your firm’s exact needs. You should be able to adjust processes and access dashboard views to maximize time saved on each task.
5. Inadequate data security and compliance
Hackers breached security for 4 out of 10 law firms in 2023. Don’t let your law firm be next. Depending on your practice area or location, you must follow security and compliance rules as written by HIPAA, CCPA, and the SHIELD Act. Your clients expect you to protect their credit card numbers and case details. Outdated security measures and noncompliant legal software are unacceptable in any practice.
6. Poor interface and accessibility
Has your staff complained about how hard it is to find a digital document? Maybe they have a hard time tracking specific agreements due to a lack of search function, or they can never remember what each icon stands for. Roadblocks like these show that your software has a bad user interface, driving your team to manual workarounds that slow processes.
Additionally, legal software should work seamlessly away from the office so staff can use it when working from home. When lawyers have to pick up the phone once they’ve left the office, they still need to track their time. If they can’t, that quickly turns into lost hours and lost revenue.
7. Rising costs without added value
It’s normal for software costs to rise as long as you are seeing extra benefits. But if your current software is costing you more without any new features, it’s time to look at other options. Don’t pay extra for basic functions, such as document storage, which should be included in the standard pricing.
What to look for in a new practice management solution
If your law firm struggles with any of the issues listed above, it’s time to look for a new option. While researching the plethora of practice management solutions out there, be sure that what you choose has the following options:
- Scalability: Flexible legal software helps you add features as your firm grows.
- A comprehensive feature set: Each product is tailored for law firms.
- Seamless integrations: One software rarely does it all; it should integrate to fill the gaps.
- Automation: Look for tools like smart client intake and marketing automation.
- Robust security: SSL encryption, access restrictions, and secure file sharing should be tailored to the legal industry to ensure compliance.
- Excellent user experience and support: Phone and email support should be available at convenient times, with a knowledge base to find answers on your own.
How to switch to new practice management software
It can be intimidating to transition to a new practice management software. Your team may be hesitant at first because they are comfortable with the previous solution. To make sure everything goes well, follow these steps to move to a new platform:
- Assess current and future needs: Forecast features you’d like to start using once your firm grows.
- Conduct research: Look at publications like Lawyerist for reviews from users.
- Demo new options: Shortlist your top five and schedule a demo with each company to ask questions about how your firm can use their product.
- Plan out data migration: Work with the company’s IT to migrate your data to the new platform.
- Schedule staff training: Set aside training time so your employees can practice with the new system.
Reduce non-billable hours with Tabs3 Cloud and PracticeMaster
Outdated software wastes time, money, and resources your law firm desperately needs. Stop spinning your wheels and switch to Tabs3. Our legal practice management software, PracticeMaster, is available in Tabs3 Cloud and has been expertly developed to support law firms’ needs.
Plus, Tabs3 Cloud includes Tabs3 Billing and Tabs3 Financials. Let us show you how we can help you manage your practice better and schedule a demo today.
