- Visualise current workflow – map out existing processes to provide a clear visual representation.
- Understand interactions – clarify how different parts of the business interact with one another.
- Establish common understanding – ensure all stakeholders have a shared perspective of the current state.
- Identify pain points and opportunities – create a heat map highlighting gaps and areas for improvement.
- Support strategic planning – use insights to inform future state exploration, strategic bets and decision making (phase 2).
Overview
A mid-sized law firm had implemented a new document management system and practice management software but struggled to utilise its full functionality. This was partly due to the technology not being aligned with existing processes and inefficiencies across the firm. Before making further changes, the firm needed to understand its current state, streamline processes, and reconfigure technologies. Additionally, effective change management and comprehensive training were crucial for success.
Approach
The approach involved 2 phases across people, processes and technology. The first phase involved gaining a deep understanding of current state inefficiencies by mapping processes and then defining priorities and key success metrics. The second phase involved defining the ‘to be’ state before exploring solution options for systems configuration and rollout.
Phase 1: – current state blueprinting
Phase 2 – future state blueprinting:
- Solution ideation – exploration of possible solution options for the opportunity themes.
- Process improvement – identify opportunities to streamline workflows.
- Technology optimisation – enhance technological infrastructure for better efficiency.
- KPI driven prioritisation – use key performance indicators to prioritise initiatives.
- Roadmap and timelines – create a strategic roadmap to guide implementation of the future sate of business operations.
Outcomes
Overall the firm was able to evolve its information and communication technology, optimise systems, streamline and automate law firm processes to achieve operational excellence and stay competitive in the market.
- Benefits Realisation from technology investments in document management and practice management systems by reconfiguring technology platforms and removing redundancy in technology processes.
- Significant Efficiency Gains through Optimised Processes: Achieved a 20% efficiency improvement across the firm through streamlined processes and technology automation which reduced effort duplication.
- Enhanced Performance Measurement: Development of specific goals, timeframes and performance measures to track continuous improvement in line with the strategic vision of the firm.