
In our last blog, our team of document automation experts and self-confessed "fun geeks" offered insights on setting on your document automation journey, the crucial role of document styles and selecting the right templates for automation. With the foundations in place, our next piece discussed what to consider when executing your document automation strategy.
Top Tips for choosing the right documents to automateÂ
Vendors will often suggest looking for a "Goldilocks" type of document - not too big, not too small, not too complex, and not too simple. They are partially correct in this advice. Automating a process that just replaces filling in blanks in a Word form with filling in blanks on a questionnaire is not beneficial. Similarly, automating lengthy Loan Agreements and Share Purchase suites with numerous automated areas and long questionnaires is also not a good starting point.
Here are our top tips:
Choose a commonly used document that will have immediate benefits
Chose a document that has specific pain points during the drafting stage that can be addressed with automation
Be mindful of choosing documents that attract stylistic variations across the practice area as standardisation may prove emotionally divisive and ultimately detract from the benefits of automation
Choose an appropriate scope for the complexity of the document.
The last point means that complex documents can still be automated with the right scope. For example, when estimating a Loan Agreement, start with a baseline scope of around 10 questions and aim for a first delivery in 15 days. Gather feedback, iterate, and avoid over-automating. The first automation project not only delivers a product but also acts as a showcase for automation for other practice areas.
Sustaining your investment in legal automation: resources
With all the above in place, let's look at your resources:
1. Project Team
You’ll need a responsive project team made up of lawyers, automators and, ideally, project and change management resources, motivated and empowered to provide quick and pragmatic answers, give feedback on preferred approaches and a willingness to engage in testing the deliverables.
Identify a strong and proactive champion to maintain momentum and avoid unnecessary delays.
2. Time
Its no secret any legal technology projects need an investment of time – but well-managed time can ensure expectations are correctly set and milestones are met. Project management methods such as scope management, regular meetings, milestone setting, and a communication plan can help ensure efficient time management. Your project managers will need a good awareness of the stages of the project to ensure they set manageable timelines.
These include:
Scoping
Assessing gaps or redrafting requirements
Automation
Demoing iterations, testing time and applying feedback
Planning a release schedule and maintenance plan.
3. An automation team
Having a dedicated team for automating templates is essential. This team can be in-house, outsourced, or a mix of both. Breaking down templates and creating efficient questionnaires requires a specific skill set. Keeping this knowledge within the team implementing automation can speed up the process and lead to better document drafting for clients.
The team should work within their defined objectives and scope while being shielded from resourcing conflicts between different practice areas or disagreements over prioritisation between in-house projects and client work.
Establishing a solid foundation for your legal technology projects is crucial for long-term success, as the industry can quickly become overshadowed by newer innovations. It is important to continuously update and adapt your strategies to stay current.
Look out for the final part of this series, where we discuss how to keep your legal automation efforts relevant.
echo.legal is an expert team of highly experienced software implementers and practising lawyers, delivering the perfect mix of legal and product knowledge. If you need document automation support for your law firm or legal team, contact julie.saliba@echo.legal or will.sumners@echo.legal.
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