How to successfully migrate law firm software: Expert advice from Alex Hiscutt and Alex Simmons 

In the latest episode of The LawCast, Alex Simmons, host and Head of Business Development at The Law Factory, is joined by Alex Hiscutt, Head of Implementations at Osprey Approach, to explore the essential steps law firms must take before launching new software systems.

Alex Simmons brings over 23 years of experience in the legal accounts profession, having worked for The Law Factory since its founding in 2003. He has qualified as an Accounts Technician (MAAT) and has helped over 40 law firms streamline their financial departments, focusing on driving innovation and ensuring that firms are at the forefront of legal technology.

Alex Hiscutt, with a strong background in law and legal technology, currently leads the implementation team at Osprey Approach. With extensive experience in legal software development and project management, Alex is instrumental in ensuring smooth software transitions for law firms, helping them optimise their systems for maximum efficiency.

In this episode, they cover the following key topics:

• Essential steps before software migration: Understanding what needs to be done before implementing new software systems.
• How to ensure smooth transitions: Key considerations and strategies to minimise disruption during a migration.
• Common pitfalls law firms face: Identifying and avoiding typical mistakes when introducing new software.
• Maximising software efficiency: Best practices for optimising your legal tech systems post-migration.

If you’re considering a software migration or about to introduce new systems in your firm, this episode is packed with valuable insights that you won’t want to miss.

Why the right setup of legal software matters from day one

One of the key takeaways from the Law Cast episode is the importance of setting up your legal software correctly from the start. Alex Hiscutt and Alex Simmons stress that rushing through the software migration process can result in long-term complications, particularly for small-to-medium-sized (SME) law firms looking to implement case management software.

“Too often, firms rush into new software without fully understanding how it integrates with their existing processes,” says Alex Hiscutt. “The result? Frustration, inefficiencies, and unnecessary costs that could have been avoided with a proper setup.”

Both Alex Hiscutt and Alex Simmons highlight the importance of mapping out your firm’s workflows before migrating to new case management software. This includes understanding how daily tasks, document management, billing, and client communication will operate within the new system. For SME law firms, where resources and time may be limited, taking the time to plan ahead and ensure a seamless integration between the software and workflows can help to avoid headaches later on.

Key steps for a successful software setup:

• Mapping workflows to software: Identify key business processes and ensure the software is tailored to meet them.
• Incorporating all departments: Ensure that legal, administrative, and accounts teams are aligned on the software’s setup.
• Customisation for your firm’s needs: Customising case management systems to fit the way your firm operates will improve long-term efficiency and reduce frustration.
• Training for a smooth transition: Comprehensive training for your team ensures that everyone understands how to make the most of the software from day one.

By addressing these areas early in the process, firms can make sure their legal software works as efficiently as possible, setting the foundation for improved productivity and a smoother client experience.

Building the right team for successful legal software implementation

To ensure the success of implementing new software to your firm, it’s important to involve the right people early on. This isn’t just about having your IT team on board—it’s about engaging everyone who will be affected by the change. Alex Simmons points out that getting input from both legal staff and operational teams can ensure that the software addresses everyone’s needs.  

By getting early buy-in from your team, you help smooth out any potential resistance to change and make sure that the software is used to its full potential. 

“The earlier you can bring in your teams, the better. It creates a sense of ownership and can really drive successful adoption,” says Alex Simmons. 

Common software implementation pitfalls to avoid

In the podcast, Alex Hiscutt and Alex Simmons discuss the typical pitfalls law firms encounter when implementing new software and migrating their systems. One of the main issues both experts highlighted is rushing the testing process. Alex Simmons cautions that firms often try to save time by skipping important steps like proper testing, but this can lead to significant issues down the line.

“We’ve seen firms make the mistake of cutting corners to save time,” says Alex Simmons. “But in the end, that leads to bigger problems—problems you can’t afford in a busy law firm.” Proper testing before full implementation is crucial to ensure the new software is fully functional and integrates smoothly with the firm’s existing processes.

Another issue discussed was the importance of not underestimating the significance of data verification. Firms should be meticulous in verifying their data before migration. If done incorrectly, transferring inaccurate or incomplete data can result in costly mistakes and operational disruptions.

By taking the time to properly test the system, verify data, and ensure that all elements are in place before going live, firms can avoid the costly mistakes that can derail their migration process.

Integration is key – don’t forget about compatibility

A seamless transition to new legal software is not just about getting it up and running. It’s also about ensuring that the new system works well with the tools your firm already uses. In the podcast, Alex Simmons and Alex Hiscutt both highlight the importance of software integration to maintain a cohesive and efficient workflow.

Both experts agree that integration between case management systems, billing software, and document storage platforms is essential. “It’s not enough to just have good software; it needs to communicate with your other systems to truly be effective,” says Alex Hiscutt.

When the new software doesn’t integrate well with existing systems, it can result in a fragmented workflow that ultimately leads to inefficiencies, frustration, and wasted time. For example, a law firm might find themselves manually entering data into multiple systems if they’re not properly integrated. This redundancy can cause errors, delay client work, and impact overall productivity.

Alex Simmons also emphasises that firms should work with their software provider to ensure seamless data mapping during the implementation phase. “If you fail to map your data correctly between systems, you can create gaps that slow down the entire process,” he warns.

Taking the time to ensure your software integrates effectively with other critical tools is an investment that will pay off in the long run. It not only saves time but ensures your firm is operating at full capacity from day one.

Training and ongoing support – setting your team up for success

 One of the areas that often gets overlooked during software migrations is training. Alex Hiscutt and Alex Simmons both emphasise that providing continuous training and support is crucial to long-term success.  

“Training is the foundation for successful software adoption,” says Alex Simmons. “Without it, you’re setting yourself up for frustration and a lack of engagement from your team.” 

It’s not just about training staff once and forgetting about it—it’s about ensuring that everyone is comfortable and confident using the new software. This ongoing support can make all the difference when it comes to adopting new technology. 

The long-term benefits of choosing the right legal software

As the episode draws to a close, Alex Hiscutt and Alex Simmons reflect on why, despite the initial time and resources required, investing in the right legal software is ultimately a smart move. Both agree that while the implementation process can be resource-intensive, the long-term benefits far outweigh the upfront costs.

It’s not just about the immediate improvements; it’s about setting your firm up for growth and scalability. The right software can help streamline processes, improve efficiency, and provide better service to clients—all of which contribute to the overall success of your firm. 

“The right system allows your firm to be more efficient, more agile, and ultimately more competitive,” Alex Hiscutt says. “It’s an investment that pays off over time.” 

Don’t miss the full episode.

If you’re planning a software migration or considering a new system for your law firm, be sure to listen to The LawCast – Season 2, Episode 5 for more expert advice from Alex Hiscutt and Alex Simmons. Their combined insights on how to approach software transitions, avoid common mistakes, and maximise the potential of your new tech system are invaluable for anyone navigating the ever-evolving legal tech landscape.