How to Choose a Replacement Piece of Software

Introduction

This post will build on last week's post about things to consider when dropping a software program and will provide some guidance on choosing its replacement tailored to your firm's distinctive needs. The landscape is brimming with options, each offering novel and enticing features. How do you navigate the path to the perfect fit?

It's like shopping for pants. You scrutinise size, pockets, material, belt loops, and even how it sits on your waist. It might fit well in some areas and terribly in others. Similarly, finding the software solution is a multifaceted process that encompasses not only the evaluation of the features, but also a consideration of the various preferences. Would an on-premise option be your preferred route? Or does the allure of a cloud-based solution resonate more with you? In this blog post, our aim is to assist you in making an informed decision by guiding you through some of the essential factors to ponder before making a purchase.

Cloud-based or On-Premise

Many legal software solutions still operate as an on-premise solution, confining file access to the physical office location or those with remote access. This approach, while commendable for data security and an easier setup, posed substantial challenges during the pandemic-induced shift to remote work. With employees unable to access files, log billable hours, or execute tasks using these solutions, a surge in the interest of cloud-based solutions ensued. Lawyers found solace in the ability to work remotely or even while on vacation, an accessibility that cloud-based systems offer.

In making a choice between these two approaches, it's paramount to gauge your firm's office culture. Do your staff thrive in a work-from-home environment? According to our recent work-from-home blog, this setup often enhances productivity.

Cloud-based solutions offer another advantage — a low upfront investment coupled with a consistent subscription price. The provider shoulders the responsibility of program updates and maintenance, leaving you with the simple tasks of training and data migration.

In essence, the choice between on-premise and cloud-based solutions hinges on your firm's operational dynamics and strategic aspirations. By embracing cloud-based systems, you not only unlock the potential for enhanced accessibility but also usher in a new era of convenience and client service excellence that was once beyond reach.

Contracts

As most law firms are aware, understanding the supplier's contract is essential for establishing a mutually beneficial relationship. How often have you scrolled past the terms and conditions and simply clicked ‘agree’ when updating your phone? Although this may be harmless in many cases, it becomes crucial to thoroughly examine the fine print when contemplating a legal software solution to avert potential risks. Questions like who bears responsibility in case of a data breach when your law firm operates in the cloud, or whether the solution retains ownership of your data, carry significant consequences if overlooked. Familiarise yourself with available solutions in the event of unforeseen problems and proactively planning for contingencies serve as a litmus test for assessing the suitability of the new system.

To guide through the muck of terms and conditions, we've compiled a small checklist of considerations for your evaluation:

Essentially the contract serves as a framework of how your experience with the new solution will be like. Through examining the terms, you can establish clear boundaries, reduce risks, and pave the way for a successful and cooperative partnership.

Reviews

Just as you would carefully consider reviews when choosing a restaurant for a first date, it is even more important to evaluate reviews when selecting a software solution. Examining the entire range of feedback, including positive, negative, and everything in between, allows you to gain a holistic understanding that directly impacts your decision-making process.

Delving into reviews often uncover a trove of nuances, including issues, constraints, and limitations that may not be apparent when reading official marketing or promotional materials. These insights empower you to identify your non-negotiables and must-haves, enabling you to create a roadmap that guides your software selection process.

For instance, if your target software boasts a splendid user interface, but is plagued by subpar support and maintenance, while another option exhibits the inverse scenario, which would you prioritise? The reviews provide insights that can reshape your perception and redefine your priorities.

While reviews are valuable, it's important to approach them with caution. Recognise that there may be potential biases or outliers in certain reviews, and strive to gather a diverse range of opinions from multiple sources. This helps you get a more balanced and comprehensive perspective on the product or service you are considering. By considering a variety of viewpoints, you can make a well-rounded assessment and make more informed decisions.

Features

Arguably, the features are the most fun to consider. It's what gives software solutions their shine, but don't get too focused on any one feature. Remember not just your own needs, but also the needs of your staff and clients. For example, if the invoices you currently generate trigger a barrage of client calls, questioning every line item, it's evident that a more robust billing system is in order. The key here is to tune into the voice of both your staff and clients as they often hold the compass to identify the pain points that need addressing.

It is worth noting that a proper solution does not entail a one-size-fits-all approach, rather it should be tailored to align with your unique needs. Like pants, just because it looks chic on one person, it may look entirely different on another. You want a solution that will streamline your processes, heighten your productivity and elevate your efficiency. In this regard, we have some features that may warrant your careful consideration.

Top 4 Alternatives

Navigating the realm of accounting software can be overwhelming. If you are looking for new accounting software, we have simplified your search by curating a top 4 list of contenders worth your consideration:

Conclusion

Moving from one practice management software to another can be intimidating. Change is intimidating but it's necessary, not just for you but for your staff and even your clients. A review that was posted stated that their practice management software kept generating confusing invoices which resulted in the clients always calling back and questioning the invoice itself. The inconvenience doesn't just extend to you, and your staff, but also your clients. It takes time and energy to clear muddy matters, it takes energy to be frustrated and create little ‘hacky’ ways to skirt around software that just isn't working. Choosing a good software that will help will minimise administrative bottlenecks and help frustration levels because you deserve things to be easier.

The start is always difficult. From considering the change to training your staff on the new software, but when it works, it works and you'll be wondering why you didn't make the change sooner.