Unlocking the potential of legal departments

Sarah Clark and Kerry Phillip at The Legal Director describe how legal departments can transform with smarter technology use

 

In today’s business landscape, legal departments are under constant pressure to deliver strategic value while managing ever-increasing workloads with tight budgets. Technology offers transformative potential, but to leverage it effectively, organisations must proceed with purpose and wisdom.

 

Avoiding misguided AI investments

Legal departments are often quick to invest in ‘shiny’ new tools, eager to keep pace with innovation. The smorgasbord of AI tools on the market, promising answers to every known problem, has only amplified this potential pitfall. Tempting as it may be to buy into the hype, this can lead to costly mistakes if the existing tech stack remains underutilised.

 

Before rushing to adopt new systems, businesses should evaluate the capabilities of tools they already own.

 

Microsoft 365 is a prime example of a resource with untapped potential. Often regarded as merely a suite for emails and spreadsheets, it can act as a legal powerhouse, streamlining processes and fostering collaboration. Legal teams looking to enhance efficiency without a massive budget should first maximise the value of their existing tools.

 

The powerhouse you already have

By fully exploring Microsoft 365, legal departments can unlock its transformative capabilities: 

• Automating mundane tasks: Tools like Power Automate can simplify routine processes, such as contract approvals or compliance reporting, freeing up time for strategic work.
• Collaboration made easy: Teams and SharePoint create a digital space for seamless teamwork, helping legal departments work cohesively with other business functions.
• Customised solutions: With Lists, Forms, and Planner, legal teams can design bespoke workflows tailored to their needs, from matter tracking to triage systems.
• Data-driven decisions: Basic Power BI dashboards integrated with SharePoint enable legal teams to track metrics and demonstrate ROI to stakeholders. 

As Alex Herrity, Director of Legal Solutions at Adidas, aptly put it: “By building on top of Microsoft 365, we’re saying to people, ‘You don’t need to learn the interface of a totally new system. We can deliver some powerful results to you directly from an interface that you’re already familiar with.’”

 

Herrity’s example of creating a company-wide gift registry using Microsoft Forms, SharePoint, and Power Automate highlights how accessible and impactful these tools can be, even for those without advanced technical skills.

 

The roadblocks to tech adoption

Despite the potential, many legal departments face barriers in fully utilising their existing tools: 

• Lack of awareness: Teams may not be familiar with the full capabilities of tools like Microsoft 365.
• Fear of change: Resistance to adapting workflows can slow down adoption.
• Overcomplicated systems: Introducing new, complex software can lead to low adoption rates and wasted investment. 

To overcome these hurdles, legal teams should focus on education, incremental changes, and practical solutions that integrate smoothly into existing systems.

 

A framework for smarter technology use

For businesses aiming to maximise efficiency and remain cost-effective, the following steps are essential: 

• Audit existing tools: Begin by identifying underutilised capabilities within your current tech stack and consider removing technology that is not needed or is too complex for the team’s needs.
• Engage stakeholders: Collaborate across departments to ensure the selected solutions align with broader business strategy and goals.
• Start small: Implement changes incrementally, using tools like Planner for task management or Power Automate for simple workflows.
• Focus on training: Equip your team with the knowledge to use these tools effectively, creating champions for change within the organisation.
• Measure success: Use metrics and KPIs to track improvements in efficiency, alignment, and ROI, and refine the approach as needed.  

The benefits of a thoughtful approach

By embracing technology wisely, legal departments can shift their focus from firefighting to delivering strategic value. Automating repetitive tasks and improving collaboration not only reduces inefficiencies but also enables legal teams to focus on what truly matters - managing risk and driving business success.

 

Transformation doesn’t require an open chequebook but rather a problem-solving mindset and the willingness to adapt. By making the most of what you already have, your legal team can become a driving force towards a more streamlined, resilient and effective organisation.

 

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Sarah Clark is Chief People and Transformation Officer and Kerry Phillip is a lawyer at The Legal Director

 

Main image courtesy of iStockPhoto.com and mattjeacock