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Summary: Castrén & Snellman, Finland's oldest law firm, prides itself on helping clients succeed in a rapidly changing world. So, when the firm noticed a trend of clients wanting greater value and predictive control over their legal spend, they partnered with Sysero to improve the efficiency of legal service delivery.
Resource Type: Case Study
Publish Date: May 2017
Detail:

Founded in 1888, Castrén & Snellman is Finland’s oldest law firm. For decades, the firm has supported Finnish and international clients in transactions, dispute resolution and a wide range of other specialised facets of business law. Today, the firm has offices in Helsinki, Moscow and St. Petersburg and employs more than 250 people.

The Challenge: Doing More with Less

Castrén & Snellman (C&S) prides itself on helping clients succeed in a rapidly changing world. So, when the firm noticed a trend of clients wanting greater value and predictive control over their legal spend, they sought to improve the efficiency of legal service delivery. The Knowledge Management Team, headed by Paula Aura, gathered a project team and began looking for technology that would enable the firm to streamline document drafting, reduce risk and ultimately transform the firm’s way of working. C&S also needed to implement a knowledge management system that would enable them to easily capture and manage the firm’s collective know-how.

Aura explains: “We wanted a partner who had a deep understanding of the legal market and was willing to closely work with us to implement our vision. Sysero offered an innovative solution and a knowledgeable and collaborative team.”

The Solution: Driving Firm-Wide Efficiency 

Sysero collaborated with C&S to develop a comprehensive knowledge management system aptly named “Transformer.” The firm’s model, example and know-how documents were imported into Transformer using the iManage Workflow connector that links Sysero to the iManage document management system. Once in Transformer, the project team organised and categorised the documents by practice, work type and sector.

The team was mindful of the importance of including lawyers early in the planning process, and as such, piloted its programme with the firm’s Mergers & Acquisition team (M&A). “The M&A team are under a lot of pressure to deliver documents to clients in a more efficient manner,” says Carola Lindholm, the project owner and M&A partner.

The firm officially launched Transformer in summer 2016. The project team hosted several training events for its lawyers and used service categories’ weekly meetings as an opportunity to provide further training. Additionally, the team offered lawyers a series of on-demand training tools, including easy instructional guides and videos.

Transformer leverages a customised document automation process to help ease the workload of the firm’s lawyers. Instructed by a lawyer, a project trainee automates each document, which is then routed back to the lawyer for input and feedback. Once a document has been automated, lawyers can search Transformer for the appropriate document and complete it by answering a series of questions displayed within a user-friendly form. The final work product is filed under the client matter record in iManage, where lawyers can access it, along with other matter related files, from anywhere on any device. 

The Result: Transforming the Way Lawyers Work

The introduction of Transformer has “transformed” the way C&S lawyers approach drafting. “By automating some of the most-used documents within the firm, we´ll be able to shift lawyers’ focus from drafting to clients´ special needs and concentrate on producing added value to clients from the start,” Lindholm says.

To date, the firm has automated a number of high-profile documents, including its Share Purchase Agreement, Legal Due Diligence Report template, and Corporate Meeting Minutes to name a few. New documents continue to be automated, and the pipeline for automation keeps growing by request from the lawyers. “The best thing about Sysero’s document automation is that we can merge different model versions, such as languages or buyer and seller side, into one single automated model document,” Lindholm says. “This increases efficiency in our drafting significantly.”

Moving forward, C&S hopes to bring the advantages of automation closer to their clients. The firm already is exploring how knowledge automation can enhance the firm’s collaboration with in-house counsel and help its business clients drive greater efficiency within their own firms.

 

 

 

 

Relevance Score: 1.664719
Summary: iManage elevates the partner experience with a single, comprehensive workflow system from Sysero
Resource Type: Case Study
Detail:

iManage is the leading provider of work product management solutions for law firms, corporate legal departments, and other professional services organisations. More than 3,500 organisations around the world rely on iManage to serve their clients more effectively by improving productivity and governance throughout the creation, sharing and security of work product.

A key part of iManage’s growing success is its global network of technology and implementation partners. The iManage partner network plays an important role in delivering solutions to iManage’s expanding customer base, including providing support services, managed service and data security.

The Challenge

For years, iManage’s Professional Services team has partnered with leading companies in various industries to provide implementation support and customised iManage solutions. Over time, the team has defined processes and best practices, as well created a plethora of product information, sales tools, marketing programmes and other documents for successfully managing iManage implementations and customisations.

With an expanding partner network, iManage wanted to find a way to easily enable partners to replicate the success of its own Professional Services team. To achieve this, it needed to find a way to make it easy for partners to access the information relevant to their projects, whilst also streamlining the interaction between partners and iManage’s internal teams.

The Solution

iManage began evaluating potential solutions and soon landed on Sysero. Sysero’s workflow features and customisable solution offered the company the ability to solve a number of challenges within a single technology solution. After several training sessions, iManage mapped out how they would use Sysero to elevate the partner experience through three key portals: Partner Portal, Implementation Portal and Cloud Services Portal.

Partner Portal

With so much information at hand, iManage needed to find a way to effectively share its internal knowledge with its partner network. Previously, it had tried to distribute documents through websites and even .zip files. However, many partners felt overwhelmed by the information and not quite sure how to apply it in their day-to-day work.

To make it easier for partners to discover relevant information and guidance, iManage worked with Sysero to build a custom portal, where webinars, data sheets, marketing resources, and other educational tools are housed within a single knowledge-base system. Partners can search for specific information or browse the database for relevant information based on predefined topics, eliminating the need to dig through dozens of files to find what’s needed.

Implementation Portal

iManage maintains a global network of implementation partners, who tailor and implement iManage solutions for customers around the globe. Seamless configuration and onboarding are a huge part of iManage’s success, and the company wanted to find a way to empower partners to mirror its proven approach and methodology.

To this end, Sysero technology was used to build the iManage Implementation Portal, powered by Sysero’s workflow automation technology. Designed from the ground up to meet the needs of partners, the Implementation Portal enables partners to quickly and easily access the information and documents required for their projects, including PowerPoint presentations, Excel files and Word documents. Partners simply log into the portal, provide information about their project via an online form, and customised documentation is generated which matches the individual project requirements for the partner to download.

The relevant documents are organised by implementation stage and pre-populated with customer and project details, where available. With a quick, simple solution for accessing and generating the required documents, partners can now quickly get to work on projects in accordance with the guidelines set by iManage and whilst ensuring all of the required information is provided at every step of the way.

Cloud Services Portal

As more organisations embrace a cloud-first digital strategy, an increasing number of iManage customers are making the move to iManage Cloud. To make it easier for partners to initiate these cloud projects, iManage used Sysero to implement a Cloud Services Portal.

The Cloud Services Portal provides a centralised platform for submitting and validating new iManage Cloud projects. Partners can initiate a new project by completing an online form with the project details, which is then directly routed to the iManage Cloud Services team.

Previously, project details were gathered piecemeal via email, phone conversations or meetings, resulting in inefficient onboarding and slow project starts. However, with the new system, the iManage Cloud Services Team can ensure that they gather all of the necessary information upfront by requiring fields to be completed before submission. Partners can start filling out a project form, save it, and come back to ensure all necessary information is provided, without having to start over each time.

The Benefits 

Since launching its Sysero portals almost two years ago, iManage and its partners have experienced numerous benefits.

Partners can now quickly uncover relevant information, access critical implementation-related documentation and initiate new projects all from within a single, centralised location. Accessing project documents and materials has also been greatly simplified, as partners can access and download documents via their mobile devices.

From iManage’s perspective, it’s now easier than ever to ensure consistent onboarding for its customers around the world and extend its expertise to its ever-expanding partner network. By fostering improved knowledge sharing and streamlining once-cumbersome processes, iManage has enabled its partners to get to work quicker, whilst creating a more consistent experience for everyone involved.

Whilst iManage has enhanced the way it works with its partner network, the company is always evolving and growing and needs its solutions to grow with it. Fortunately, with Sysero, iManage can continue to build out new services or modify existing ones to continue to serve the needs of its partners and customers.

Relevance Score: 1.664719
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