Originally published in the Wisconsin Law Journal, September 30, 2005

During the last year, I have seen many firms moving to reduce the number of different software applications used within the firm.  These firms are moving to single software solutions that integrate most of the essential functions needed in the law office.  Programs like ProLaw and Time Matters/Billing Matters Plus manage calendars, clients, cases, documents, email and much more.  When billing and accounting features are included, the power and potential of these integrated applications is very appealing.

In the past, most of these core functions were handled by multiple applications.  Many of these applications were, and continue to be, very good at what they do.  However, using them required that law firm staff be proficient in many different programs, as well as the interface and nuances of each one.  Over the years, many of these applications developed links to each other but these links had to be properly maintained and, all too often, did not work as advertised.

There are many advantages to using a single integrated legal-specific application.  Consolidating many functions into a single application means that you only have to purchase and configure one application.  Additionally, there are no complicated links to maintain between applications.  New employees require less overall training.  While they have to learn to perform a number of functions within the single integrated application, most program screens will be similar and new users will quickly become familiar with them.  Rather than learning several software programs from the ground up, users learn the basics of one and can be trained at a more advanced level on those features they will be required to use.

Maintaining one application is almost certainly going to be less costly than maintaining multiple applications.  With one application, staff members become proficient at using the program in less time and the upfront costs of the integrated application will likely be less than total purchase price of the individual applications it is replacing.  Furthermore, the cost of maintenance plans, if any, will also be lower than the single application.  When the time comes to upgrade, managing the process of upgrading one application is significantly easier than upgrading several.   And with an integrated application, there is only one software vendor to deal with which can mean much less confusion and finger pointing.  Often, technical support can be obtained from a single source which can be helpful, and some applications have certified independent consultants throughout the country who can assist you at your location.

All of these factors make an integrated application a compelling solution.  Nevertheless, there can be drawbacks.  You are putting all of your proverbial eggs in one basket.  If your new application fails, you have real problems.  While it may be quicker and easier to fix one misbehaving software program, this is small consolation while your users are unable to work.  You can go a long way toward avoiding this problem by doing careful research about the program before you make your purchase.  Talk to firms that use the program, and evaluate the features.  Also, you should always make sure you running the application in the most stable and efficient way.  This includes making sure all of your hardware and software meets the “recommended” requirements of the application.  Taking the cheap route on the hardware supporting the program or buying the least expensive version of the program can often cost your firm much more in the long run.

The other potential problem is that you may not be happy with the functionality of the application.  While a Swiss Army Knife does many things, it is not necessarily the “best” way to open a bottle of wine or carve the Thanksgiving turkey.  Common sense requires that you compare any possible integrated applications to your existing programs and to each other.  As mentioned above, you have to analyze the various functions of the program and determine what, if any, functionality you will give up by replacing your individual applications.  In some cases, you might prefer the way the integrated application performs a function.  More often, you will be sacrificing a small amount of functionality for a lot of convenience.  The biggest risk in converting to an integrated application is discovering, after you have already converted, that you have lost or significantly impaired your ability to perform a core function.  Using a careful, analytical approach in selecting the application that is right for your firm will almost always avert this situation.  Utilizing an experienced consulting firm can also be a huge help in finding and implementing the application that is right for your firm.

Overall, today’s integrated legal applications can save your firm time and money.  They provide a lot of functionality for less money than you are probably spending on many individual applications.  They also provide great benefits with regard to lower training and maintenance costs.  However, before taking the plunge, make sure you know what you are getting and what you are giving up.