Connected to Connected to Connected to outcomes

work and team the business

Productive Engaged Proactive Impactful

Optimize productivity Optimize engagement Be proactive to get Focus on the impact

to stay on top of workload, to build relationships ahead of issues on business outcomes
manage complexity and and better understand before they arise and showcasing legal's
free up time business context value to the business
 77% of in-house legal teams spend over one
77
%
hour per day jumping between systems to
gain a complete view of their work.
 45% spend 3+ hours per day determining
45
%
workload capacity, the status of individual
tasks, managing internal processes.
 40% spend 3+ hours per day searching
40
%
through emails or other systems to determine
matter history or advice from outside counsel.
 40% spend 3+ hours per day back and

40
% forth with the wider business to gather
complete information or update them
on the status of work.
 92% found time spent on manual daily
92
% activities takes time and effort away from
working on larger business goals.
 10 signs and symptoms

1 Work in progress 6 Back and forth

2 Extra processing 7 Project management

3 Overproduction 8 Defects in quality

4 Poor resourcing 9 Lack of oversight

5 Scattered information/knowledge 10 Team management

 Why automations are important
Reduce the time and effort required from legal to achieve
the same outcome

Save the business money, as legal is spending less time

on low value tasks

Reduce manual errors

Remove stress/pressure of having to remember when

things are due

Free up time to spend on other more important work

Enable the business to scale and grow, avoiding legal

becoming a bottleneck for growth
 Where to start
Start with repeatable, low-skill processes – identify tasks which legal or the business is doing on a daily basis

Use your instinct – if your gut’s saying, “is this a good use of my time?”, you’ve probably answered your own question

Reminders are great low-hanging fruit – like key contract dates, due dates for tasks, actions and to-dos

Tasks that you don’t enjoy doing – make your day more rewarding

Tasks where you need consistency in deliverables

High-volume, low-risk documents – NDAs, standard terms, company secretariat (Director resolutions)

Matter plans – configure workspace task lists by matter type

Creating and automating an intake process for matter requests will also help eliminate the waste of duplicate efforts, and
create data at the source. We cover intake in more depth later in the certification
Benefits of legal project management

Structure and discipline to be Deadline pressure

� more effective and efficient
�

Your business will be It reduces waste

� familiar with it
�

♥ Predictability � It will improve relationships

The legal project management life cycle
The LPM life cycle is comprised of four key phases being intake, planning, delivery, and close out.

Intake Planning Delivery Close Out

Focus on defining what Focus on identifying the Undertake legal work to When the requirements
the business requires. work which needs to be deliver the requirements. have been delivered, we
done and by whom to We also focus during this take a moment to reflect
deliver the business time on monitoring and and capture any lessons
requirements. controlling by gathering learned in a knowledge
performance data, base, to retain our legal IQ.
analysing it and taking any
corrective action to make
sure that the matter is
running on time and
delivering what is required.
Why is matter management important?
Audit trail

Reduces risk when information and documents are otherwise scattered everywhere

Unifies and makes consistent the way your team works

Provides complete context to an issue or contract

Improves the efficiency with which you can work on a matter, with features like
automated task lists, assigning other people tasks, status updates, calendar
integrations, email integrations, key date reminders, and much more

Provides a central location for which you can collaborate on the issue with others in
your legal team, the wider business, or with outside counsel

Structure and collect data just by doing your day to day work
 The benefits of using a CLM
The contract formation process is more efficient

It provides an increased level of security

Massive productivity and risk management gains

Efficient automated approval processes

Know what your liabilities are

Business visibility

Audit compliance with contractual and regulatory obligations

Productivity gains through automated notifications

Business continuity
 The importance of having
a single source of truth
Optimize efficiency Respond to the business quickly

Reduce risk Find things easily

Better reporting Reduces your reliance on email

Minimize legal ops and IT headaches Future-proof against vacations and job changes

Total oversight and visibility

 Getting the most of
your single source of truth
The legal team needs to use the tool

Use matters as the nucleus for all legal work, and the related
information, documents and collaboration

Integrate your knowledge base into your single source of truth

Migrate historical documents to your system of record

Reasons for having document management
A single source of truth It’s way more secure than a hard copy and a filing cabinet

The business needs to know exactly where its Document management enables version control and activity
documents are stored, retrieved records (that is, who has accessed what and when)

It enables you to allow the business to access the A robust document management system is essential for
information it needs, without distracting legal regulatory compliance
(and therefore saving you time!)
It increases collaboration across legal and the business
It reduces risk, where you can ensure only approved
and current documents are used

Cloud-based document management systems allow access

from anywhere at any time (using permissions/security
so the right people can access only the right information)
Date | Client/Department | Matter | Abbreviation | Description

220822_Marketing_Privacy_New-Website-Terms
 Preparing an RFP

Be specific with Let respondents know if

 information required  procurement is involved

Provide a clear structure Provide pricing exceptions

 for responses


Provide realistic time

 frames
 Building legal capital

🏝🏝 Easy handovers/vacation

� Work on what you want to

� Don’t pay for advice twice

 The importance of
legal knowledge management

Increases the teams capability, Ensures legal assets are

� efficiency and effectiveness
🔍🔍 easily found

Ensures business-critical legal

� knowledge is retained
 Knowledge management strategy
Set out why the team is investing time in developing Have clearly defined roles and responsibilities,
its knowledge management capability with one senior person allocated to overall responsibility

Identify what legal assets are to be captured and
naming conventions that are to be applied
Define the process for capturing and storing the assets,
including grouping and managing version control
Track which assets are being used the most, and least.
Which areas of the business are most engaged and
what other knowledge can be shared to make further
improvements

Define the process for making the assets available,

especially if the process enables the business to
self-serve. Are approval processes required before
knowledge is released?
 Tips and tricks
Inconsistent processes and data silos incur huge
business costs, and inconsistent decision making
Make sure all of your business information (files,
emails, contracts) continues to be stored in the system.
Complete and clean data is critical for efficient and
effective use of AI
Align your data requirements with the business strategy.
This helps to identify gaps
Create a solid data foundation, even if not all data is
going to be used for AI
Once you have the data, make sure you do something
with it. Prioritize, automate repetitive processes and
gain insights into your business’ needs
Reporting, insights or risk management
– which is more important?
 57% of legal departments report
57
%
they plan to invest in technology
over the next three years.

Source: 2021 Wolters Kluwer Future Ready Lawyer Survey

 84% say they will make greater
84
%
use of technology to improve
productivity moving forward.

Source: 2021 Wolters Kluwer Future Ready Lawyer Survey

 Technology roadmap
1 Review your current business processes and
identify areas of inefficiency and ineffectiveness
2 What are your immediate needs and future goals?
3 How do your needs and goals align with the
business’ objectives?
6 What technology are you using currently, are you
using its full functionality or are there gaps with your
immediate needs and your future goals?
7 Research the options and measure the cost
8 Establish a timeline

4 What tools and information do you think will 9 Create a project team
help your team to become more productive,
proactive and insightful? 10 Implement

5 What tools do you think will help your team to 11 Keep your roadmap updated
be better connected with the business and to
deliver a better legal service? 12 Gather data to measure your expected outcomes
against actual
 Data points
The type of matter you’re working on

The due date

The department that made the legal request

Which lawyer is working on it

The stage or status of a piece of work is at in its lifecycle

The date the file was closed

The risk level of a contract

The opportunity dollar value of a contract

 Key considerations
Plan the most important data you need to capture

Using an intake workflow that structures the way requests are sent to legal from the business will ensure data is already
structured before legal has picked up an issue

Integrations with popular enterprise tools such as Outlook/Gmail, Slack/ Microsoft Teams, or Salesforce are a great
way to get data into legal’s platform without disturbing the day to day of business partners

Consider implementing a single system of record, such as a legal workspace, so that you can collect data across ALL
of your workflow in a single location — that way your real-time reports will be comprehensive and easy to surface