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4 PRACTICAL TIPS FOR LEGAL TEAMS TO START THEIR AUTOMATION JOURNEY

DATE POSTED

2 September 2021

TAGS

Legaltech


SLOW DOWN NOW, SO YOU CAN SPEED UP LATER.

If you’re reading this, you’ve probably already thought about using legal
automation to solve a problem in your team. 

Wanting to dive right into an automation project is a great attitude to have –
you’ll need the tenacity to see it through – but you also don’t want to set
yourself up for disappointment.

According to Ernst and Young, between 30 to 50 per cent of automation projects
fail. Luckily, we know why these projects fail, and what we can do to avoid
making the same mistakes.

In a recent episode for the Centre for Legal Innovation’s Automation
Mini-Series, ‘What should I automate?’, the Josef team shared four simple and
foolproof tips about choosing your first, or next, automation project. When do
you start? What do you automate? How do you choose the right project? 

We also spoke to Anna Golovsky, the Executive Manager, Legal and Company
Secretariat Operations from IAG, and Gary Adler, Chief Digital Officer at
MinterEllison, who offered insight into their own automation journeys in
in-house legal departments and law firms.

Take a moment to slow down now to answer a few crucial questions to ensure the
success of your project later. Because it doesn’t matter how well you execute
something if you’re executing the wrong thing.

> “Make sure you are building the right ‘it’ before you build ‘it’ right. ”

– Alberto Savoia, Innovation Agitator at Google


1. ASK: WHAT COULD WE BE DOING BETTER?

This seems pretty intuitive, but you’d be surprised how often people don’t stop
to ask themselves and those they work with: “What could we be doing better
around here?”

Pull up a seat and have a Zoom coffee with your colleagues or clients and ask
them this one, really simple question. Once you take a pulse on what needs
improving – not just what you think needs improving – you’re ready to start
mapping out the process.


2. MAP IT OUT 

You’ve landed on what you could be doing better at work. But now you need to
break it down into its constituent parts.

You’ll want to lay out your current process, step by step, and drill in on the
sticking points. Figure out if those pain points are the same or different to
the problem you first identified. 

The idea behind process mapping is that it forces you to find the actual source
of the problem so you can start to come up with a solution. You don’t want to
make the mistake of being too vague, because that will lead you down the wrong
track. 

> “Look for low value, repeatable documents your team spends a lot of time on.
> We’ve automated NDAs, services agreement, and sponsorship agreements.”

– Anna Golovsky, Executive Manager, Legal and Company Secretariat Operations at
IAG


3. LOOK AT WHAT OTHERS ARE DOING

Identify opportunities for change and automation by simply looking at what other
legal teams are doing. It’s what’s known as analogous inspiration. 

A famous example is Britain’s largest children’s hospital copying the art and
synchronicity of Formula 1 pit stops to improve emergency room patient
‘handoffs’.

A common application of legal automation technology is bots that automate the
provision of legal advice. Australian law firm MinterEllison, for example,
identified a problem during the first wave of the COVID-19 pandemic and
automated advice using Josef about employment law to COVID-19 regulations. 

During deeply uncertain times, it provided clear and instant advice, 24/7, to
the public. 

Other examples of what bots can be used for:

 * lawyer-client interactions, like intake and triage;
 * document automation;
 * workflows and processes;
 * guidance and advice, and
 * education and inspiration

> “Magic happens by defining the problem, very clearly, and then having a team
> who knows how to build and leverage the various automation technologies we
> have across the board. ”

– Gary Adler, Chief Digital Officer at MinterEllison


4. USE THE DESIRABLE, FEASIBLE AND VIABLE FRAMEWORK

Once you’ve identified the opportunity, you need to figure out whether it is the
right project. 

Ask yourself these questions:

 * Is the task or process frequent?
 * It is repetitive and does it use the same variables of information over and
   over again?
 * Is the task or process valuable? Is it a core part of what you do?
 * Is it user-centric? Have you just come up with this idea to solve your
   problem, or does it actually solve a problem for the people who you want
   using it? 

After you’ve given these questions some thought, you’ll be well on your way to
carrying out your next automation project!


FIND OUT WHAT OTHER LEGAL TEAMS DO WITH JOSEF

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