12 July 2024
Choosing the right technology for your in-house legal team can be a daunting task. With the ever-evolving landscape of legal tech, it’s important to make informed decisions that align with your team’s needs and the broader goals of your organisation.
Use these questions to guide your decision-making process before investing in new technology:
1. Identifying the Problem
What specific problem is this technology designed to solve?
Technology rarely provides an entire solution to a problem. It may be more useful to view technology as a single tool in a larger toolbox. For technology to be effective, it needs to be paired with processes, plans, experienced users, and robust implementation strategy. Whether it’s streamlining contract management, improving compliance tracking, document automation or enhancing data security, be very clear about the core problems you need to solve to ensure that any technology will actually solve those core problems.
2. Evaluating Importance
How important is this problem to both (a) the legal team and (b) the broader organisation? Consider the significance of the problem within your legal team and its impact on the organisation as a whole.
Technology that only benefits Legal may struggle to gain budget approval and executive support. Aim for solutions that address broader organisational challenges.
3. Measuring Tangible Benefits
What tangible benefits will this technology deliver to (a) Legal and (b) the broader organisation?
Quantify the benefits the technology will bring. Will it reduce time spent on repetitive tasks, lower costs, or mitigate risks? Assess how these benefits will solve the identified problems and align with the organisation’s strategic objectives. Identify ways that the benefits can be measured and shared so that the benefits of the technology can be communicated effectively.
4. Assessing Costs and Resources
What are the costs and resource requirements for:
Conducting a cost-benefit analysis is a must. Evaluate not only the financial costs, but also the time and human resources required to implement and maintain the technology. Consider the ease of procurement and management to ensure long-term sustainability.
5. Ownership
Who will ‘own’ the technology and manage the vendor relationship: (a) Legal or (b) a non-legal team (and specifically, who?)
This decision will depend largely on the internal governance of your organisation. Understanding this from the outset is critical to frame context for assessing benefits, costs, managing change, and building a business case.
6. Identify users
Identify users of the technology and their roles:
Primary users – the every-day target user of the technology
Admin users – to manage configuration/set-up, access and role management, information governance, and reporting
Recipients/beneficiaries – not primary users of the technology, but benefit from its implementation and may interact with some aspects of the technology (e.g. by participating in improved processes or receiving dashboard reports
Identifying the primary users and understanding their prioritised needs are critical to successfully implementing the most appropriate technology solution for your specific circumstances.
Additionally, if Legal is the owner of the technology, does it have sufficiently experienced personnel to administer the technology?
7. Managing Change
Who will manage change management and internal project management?
Change management is at the centre of the success of any new technology. Identify who will lead this effort and the associated costs. Develop a robust plan for implementation and change management as this will ensure that the technology is adopted smoothly and delivers the intended benefits.
8. Exploring Alternatives
Are there other options to consider that can provide sufficient solutions faster and within available resources?
Before committing to new technology, explore whether existing tools can be optimised or if non-technical solutions can address the issues. Sometimes, improving processes or leveraging current technology more effectively can achieve desired outcomes without additional investments.
Investing in new legal technology is a significant decision that requires careful consideration of the problem, importance, benefits, costs, and alternatives. By asking these key questions, in-house legal teams can make strategic choices that enhance efficiency, support organisational goals, and lead to sustainable success.