This year had its fair share of challenges. With the new year just around the corner, let's take a moment to recenter our focus on working efficiently. To work efficiently, you need to take a step back and take a long, hard look at how you run your practice. Specifically, analyze your processes, invest in your people, and enhance your infrastructure with the right software.
Step 1: Process
First, determine what your processes are. Think about onboarding a new employee with no prior legal experience. What would you need to teach them? You probably have more processes than you think.
Second, you need to evaluate and optimize each process. It's easiest to do this when the processes are documented in a flow chart or as a set of step-by-step instructions. You are not alone if you realize that many of your processes aren't documented. Undocumented processes – whether how to e-file in a jurisdiction or how to make changes to an employee’s benefits plan – mean those things simply may not happen if the single employee “in the know” is absent. Take time to document your processes now.
If your processes are already documented, determine whether the documentation is correct. Either way, unless you're the person who does the work, you need to talk to the people who do the work. How the tasks are actually done may be very different from your current understanding or ideal vision. Some processes, like e-filing, might have changed since you last updated your documentation.
Once you have current documentation of each process, you can then evaluate them. Start by asking why things are done that way. Don't accept "that's the way we've always done it" as an acceptable reason for continuing the present process into the future. When you dig deep into the "why," you'll find room for improvement.
Step 2: Invest in Your People
Chances are, you've invested a lot in technology over the years. Consider whether you're getting the most bang for your back out of the technology you already own. Even if you invested in training when you implemented new technology, chances are that people are using only a fraction of its capabilities.
When it comes to software you use every day, it is easy to assume that everyone is an expert. You might be surprised to discover that most people struggle to manipulate pdf files and use everyday software such as Word, Outlook, and Excel.
Frequent training is key to untapping their potential. Continuously providing training options gives people the tools and incentives they need to work smarter, not harder. People work more efficiently when they master the software; training improves new employee onboarding and employee retention.
Step 3: Invest in New Technology
Most firms have been talking about moving to the cloud, investing in a document management system, or making another technology change for years. Stop kicking the can down the road and make 2021 the year you pull the trigger. This year underscored the importance of being able to work from anywhere. If your technology doesn't make that easier, it's time for a change. Look for technology that supports your processes. Remember: once you implement it, provide your people with regular training to bring them up to speed quickly and keep timesaving features front of mind.
