Stick or twist: Can your existing case management system meet your needs?

Are you feeling the pressure to improve your firm's case management system but hesitant about the thought of moving to a new one? Before you commit to a costly switch, it’s crucial to determine whether your existing CMS could do more for you with the right adjustments. In this post, we'll guide you through actionable steps to assess whether sticking with your current system is the right decision, or if it's time to twist and choose a new one.

Many law firms already have case management systems in place that are underutilised or simply not configured. If you're unsure whether to replace your system or just enhance it, there's a way to review your current setup and make a clear, informed business decision.

Project phases: A structured approach

When considering a new case management system, the process typically involves six key phases. However, you don’t need to dive into all six right away. To begin, you should focus on just phases one and two—this will allow you to assess whether your current system can meet your firm's needs before making any major decisions.

Phase 1: Defining the objective

The first step in the process is to clearly define your business's objective for the review. Rather than immediately deciding whether to stick with or change your current case management system, focus on understanding what you need your system to do. What outcomes do you want to achieve? Consider efficiency, compliance, and user experience. This phase is about outlining the end goals and identifying what you need your CMS to support in the long run. You don't need to make a final decision now—this phase is about framing the project.

Phase 2: Gathering knowledge from within

This phase focuses on gathering insights from the people who use your system every day. Speak with your team across various practice areas and levels to understand the challenges they face. What are the common bottlenecks, inefficiencies, or frustrations they encounter with the current system? What impact are these issues having on client service, compliance, and overall productivity? By putting measurable metrics on these challenges—such as lost time, value of write-offs, and risks—you’ll gain a better understanding of where the system is falling short.

Opportunity: Make the most of what you have

Armed with the insights from phase two, you can engage your existing CMS provider in a focused conversation about potential improvements. Is your current system capable of meeting your needs with some adjustments? If so, you may find that making targeted improvements is more cost-effective and less disruptive than switching to a completely new system.

If the system can’t be modified to resolve the issues, the information you’ve gathered will still be valuable. It will form a solid foundation for a future project to select a new CMS, ensuring no time is wasted in the decision-making process.

So, stick or twist?

Before you consider replacing your case management system, take the time to thoroughly evaluate your current one. Often, with some strategic adjustments, your existing CMS can meet your firm’s needs, saving you the time and cost of a full system overhaul.

If you're unsure where to begin or need external support to manage this process without overburdening your team, we can help. Visit our website to arrange an introductory call and learn how we can guide you through a focused project cycle to decide whether to stick with your current system or twist and invest in something new.

Take control of your technology—don’t switch without being sure.