DEG Member Survey - docexcellence.com...DEG Member Survey Results 2019 ... Not around document production, but Peppermint LexisDraft - huge help with drafting documents Nitro - much

DEG Member Survey

Results 2019

Responded to by 173 members giving a snapshot view of current software projects and plans for the future.

Which version of Microsoft office is

used predominantly within your firm?

Member Survey Results 2019 2

365

2016

2013

2010

Other

0 10 20 30 40 50 60

Is your firm planning to upgrade Office

within the next year?


Yes36%

No47%

Notsure17%

If yes, what are you upgrading to?

365 17

2019 2

2016 6

Unknown 1

Which version of Windows does your firm use?


0 20 40 60 80 100 120

Windows 10

Windows 8

Windows 7

Other

Is your firm planning to upgrade Windows

within the next year?


Yes24%

No59%

Notsure17%

If yes, what are you upgrading to?

Windows 10 25

macOS 1

Does your firm use any reformatting tools?


0 10 20 30 40 50 60

Brochet Paste

Litera Microsystems DocXtools

Tikit ReStyler

Word Exchange SmartStyles

In-house

No

N/A

Other Templafy Tools, SkabelonDesign, Payne Numbering

Does your firm use a template management system?


0 5 10 15 20 25 30 35 40 45 50

BigHand Create

Iphelion Outline

Templafy

Tikit TMS

In house

No

N/A

Other

Does your firm use a template management system?


Other

Currently Tikit, but moving to Iphelion Outline

HotDocs

Currently creating new templates in house

Innova and Forte

Legal Evolve by Practice Evolve

Litera Microsystems

MacPac

Mattersphere and Intelliworks

Word macros and templates within CMS

Payne Forms

Has your firm recently introduced software

that you believe has had a major impact?


3e MatterSphere case management system - Is a completely different way of users doing their everyday tasks

E-signatures has streamlined and digitised a previously cumbersome process

Updates to all software to latest versions, and a new template management system to better globalise

throughout offices

BigHand and DocXtools

Net DocumentsiManage DMS. Major improvement to document searching

capabilities and ease of filing emails

Capacity planning software... Development team much expanded with innovation policy

iManage Work 10

Aderant and about to introduce a new DMS. Massive changes for the users and some have struggled with this

A Restyling tool I created which will restyle any external text/document into house style in minutes




Clause Companion for quick data retrieval of common content

Skype for Business

Intapp Time and Intapp Open for recording time and opening matters. Much quicker and easier to use.

Intelliworks in our Residential Conveyancing Department.This is a CMS whereas Mattersphere is only used as a DMS.

Huge impact on staff

NetDocs - some people love it but it is a lot slower being in the cloud

Office 365 and a complete cloud transformation (no local data/storage/servers), all personal data/profiles are using

Microsoft cloud services (ex. OneDrive)

pdfDocs, Objective Manager, Peakon surveysChange Pro 10.4 gives you the ability

to compare multiple file types (Excel, PowerPoint)and provides a powerful OCR engine

WebExCapacity planning software... Development team much

expanded with innovation policy




Not recent, but SharePoint continues to be a difficult document management system

Just started to roll-out Office 2016. Making a big difference to speed of systems & new features

TimeCloud - ability to record time digitallyContract Companion has had a major impact because it

spots errors in your document that the human eye may miss

DocXtools! Hugely...Not around document production, but Peppermint

LexisDraft - huge help with drafting documents Nitro - much cheaper license than Adobe

Litera Desktop

Does your firm use any proof reading tools?


0 10 20 30 40 50 60 70 80

Contract Companion

Drafting Assistance

Lexis Draft

No

N/A

Other Drafting Assistant, Wordrake

Has your firm implemented document automation

or is it planning to do so?


0 10 20 30 40 50 60

Yes - has implented

Yes - planning to implement

No

N/A

Has your firm adopted the UKDEG Standard Styles

framework for legal agreements?


If no, is this being considered?

I am putting them into my new templates

Looking to do this in May/June 2019

In process

Not currently, although some new styles are being

added this year and I have convinced the firm to

adopt the UKDEG naming convention for those

We have adapted it to fit in with how the lawyers

work.

This is something we plan to do when we introduce

our new house style

Yes – we need more information!

Yes29%

No61%

N/A11%

Formatting Preferences


Are your Definitions

formatted inline or in a table?

Inline65%

N/A18%

Table19%

Which numbering format do you use

for paragraphs at Level 3?

Numbers1.1.157%

Letters (a)30%

N/A13%

Do you use one space or two

after a full stop?

Two58%

One42%

Which font is primarily used within documents?


0 10 20 30 40 50 60 70

Arial

Calibri

Georgia

Gill Sans MT

Lucida Sans Unicode

Segoe

Sky Font

Tahoma

Times New Roman

Trebuchet

Univers

Verdana

Does your firm have a central Document Production team?


No

39%

N/A8%

Yes

53%

Have you customised or configured any of the following

to make them firm-specific?


Building Blocks

Content Controls

Themes

PowerPoint layouts

Keyboard shortcuts

0 10 20 30 40 50 60 70 80 90 100

Is Word co-authoring used to allow multiple people

to edit a document at the same time?


No

80%

N/A5% Yes

15%

Are Word documents available on mobile devices

such as smart phones and tablets?


No80%

N/A7%

Yes – documents can be viewed

48%

Yes – documents can be viewed

and edited – 45%

What is the biggest challenge you face

when working with documents?


Summary

DMS 3

Technical - Word 15

Technical – other 1

Training 14

Workload 1

numbering

firm

knowledge people

understanding

templates

users

fee earners

formatting

documents

styleshouse style

consistency

word

tools

Multiple DMS and Word ribbon structures within the

same firm.

The document management system for mobile users -

we do not have a connection set up (although it is

available).

Being able to get it open and closed

without having issues with Worksite.

What is the

biggest challenge

you face when

working with

documents?

Member Survey Results 2019

Consistency and individuals using the Word styles rather

than manually formatting and numbering.

Pasting in text from somewhere else and bringing in

formatting which corrupts documents and styling.

Excessive cross referencing that tends to corrupt

documents.

What is the

biggest challenge

you face when

working with

documents?


Broken client documents Consistency and formatting

Document stability when using other firm's documents

formatting

Inadequate Templates and Styles Inline formatting

and cross-referencing

Lack of tools Other firms/people messing up the firm's

documents.

Paragraph styling being incorrect.

What is the

biggest challenge

you face when

working with

documents?


Paragraph numbering being incorrect. DocXtools

helps greatly, but this always depends on the

document

Performance - slow opening times

Remote working, different versions/compatibilies

Track changes and comparisons

Version Control Process

Versioning through LNVF

What is the

biggest challenge

you face when

working with

documents?


Has your firm adopted LTC4

or any other system of Core Competencies?


No80%

Other5% Yes

LTC4 Yes – in

house

48%

Other - detail

We are implementing an LMS soon and will be

considering LTC4 thereafter.

We have developed our own competency

framework.

Reliance

Not sure

Has your firm adopted LTC4

or any other system of Core Competencies?


No80%

Other7%

YesILTA38%

Other - detail

CLOC 1

Individual memberships 1

Unsure 6

Is your firm trying to reduce its reliance on paper?


No6%

N/A5%

Yes – already achieved this – 25%

Yes – workingtowards this – 64%

What are you focused on this year? (summary)


2019 Focus for Members

Business Development 4

Compliance 2

Document Improvement 3

Process Improvement 11

Technology 35

Telecoms 1

Training 8

Training and technology 4

Wellbeing 2

N/A 2

move

rollout

management system

work LTC4LMS windows

system office newimprove

upgradesoftware updating

document

DMS

template

What are you focussed on this year?

(Risk, BD, templates, workflow responses)

Member Survey 2019 30

GDPR compliance. Increasing

security around matters,

finalizing electronic archiving

policy, upgrading most of our

core systems.

• Attracting new clients• Marketing• Rebranding• Making sales

Achieving a consistent house style and formatting tools.

Updating document production templates and styles.


(Risk, BD, templates, workflow responses)


Precedents and case work flow

Streamlining standard responses, creating

libraries of approved responses

Merging products Agile working

A template design refresh with potential

template management system change in

the next year or so

Improving system performance and user

confidence Winning the war on paper!

We have made big strides in the right

direction but there's a way to go!

Increasing efficiency and improving quality

Workflow management templates

Vendor consolidation

.


(Technology responses)

Document Excellence Day 2019 32

Testing and implementing new case

management system. Creating new "on

going" training for existing staff.

Implementing further the case management

system, utilising more features and

integration with conveyancing software.

• Litera Desktop

• Introducing a template

management system

• Implementation of new

document technologies

• Document Management

system implementation

• DMS replacement

• iManage upgrade and

move to cloud

Technology innovation!


(Technology responses)


• New 3E PMS and rollout of Windows 10,

Office 2016 and iManage Work 10

• Intranet re-brand

Kickstarting new PMS replacement

• PMS replacement and process improvements

• Adoption of Peppermint for CRM and CMI

• Elite 3E rollout

20 respondent are

upgrading core systems

such as Windows 10,

Office 365, Office 16,

DMS and Telephony


(Training and Wellbeing responses)


LTC4

LMS

Office 365

Continuing to engage

attorneys in document

quality and capability

issues.

Ge

Education around

working well with

documents.

Getting people to use

NetDocs and improve

their productivity.

Less stress

New hire

redevelopment

- Onboarding!

Roles


Document Automation

Document Production

KM

Lawyer

Management

Sales

Technology

Training

0 10 20 30 40

analystlegal

head

projectteam leader

document production

specialist

technology

trainingapplication

managertrainer

supervisor

seniortechnical

services

director

training managerconsultant

document

developer

How would you categorise your firm?


Other - detail

Implementation partner 1

In house legal team 2

IT Support Services 1

Legal and Financial 1

Manufacture and licence

electric motors for cars1

Medical 1

Real Estate 2

Shipping Protecting and Indemnity group 1

Software Development 1

Training Company 1

Other12%

Legal Services

78%

Independent5%

Software vendor 5%

Financial Services 1%

Thank you to everyone who took part in the Survey.