Case Study – Legal Practice
The Client: A Berkshire based firm of solicitors with 27 employees, offering business offering business and personal legal services.
The Managing Partner was aware that the existing IT infrastructure would not support their software solutions. In addition a compliance audit, flagged IT security issues that needed attention.
An IT upgrade and introduction of a practice management system (PMS) was required in order to achieve compliance and their business growth plans.
The compliance audit was carried out by Vicky Simpson – Business and Compliance Consultant and MD of Apply Compliance Today, from which she made a number of recommendations, including:
- Replace the legacy IT system – nTrust
- Design, build and implement CLIO, a new practice management system (PMS) – Vicky Simpson
- Implement Xero accounting software – The Finance Director
Having worked with nTrust previously, Vicky recommended and introduced Dave Brittain, Account Director, to carry out an IT audit.
IT audit, report and recommendations
Once familiar with the legal firm’s business drivers, an IT audit was carried out and a report produced, which included:
- A summary of the current infrastructure
- Highlighting concerns and risks that need to be addressed
- Changes required to:
- Support the introduction of a new PMS and accountancy software package
- Address all the IT and cyber-security risks highlighted
- Work more efficiently through better use of IT
- Support the ambitions and plans to grow the business
To address concerns and take the IT infrastructure to the next level, nTrust recommended:
- Upgrading the office network
- Refreshing the server estate
- Replacing computers running unsupported Operating Systems
- Move emails and file storage to a cloud-based platform such as Microsoft 365
- Implementing key IT processes
- Working towards achieving Cyber Essentials certification
The IT Upgrade
Once the legal fractice agreed to the recommendations, we entered the project planning phase.
Vicky said, “This was a major IT overhaul that needed careful planning. Jez Henderson, nTrust Project Manager, was in regular contact to discuss the details of the plan, which gave us confidence for the transition.”
nTrust specified all the hardware, purchased and prepared ready for installation.
To ensure minimal disruption to employees and clients the migration and installation of new hardware was carried out over a weekend.
Five members of nTrust attended the office on the Saturday of the migration.
Vicky said, “Dave Brittain didn’t need to be present, but as the Account Director, he wanted to make sure that everything went smoothly, which is typical of nTrust going above and beyond what’s expected.”
Inevitably things don’t always go perfectly first time and the team did have to return on Sunday to ensure that everything was in working order for Monday morning.
Vicky said, “Having four engineers on the implementation team was great because they all had different skills and strengths and complemented each other. Adam was a fantastic problem solver.”
Due to nTrust’s tried and tested methodology and well-balanced skilled team, the migration was a complete success.
The firm’s employees were fully informed prior to the changes and instructions were left on desks, so they knew exactly what to do.
Jez returned to their office on Monday to do a walk around with Vicky to make sure everything was running smoothly and to answer any questions that employees had.
An up-to-date IT infrastructure brings multiple benefits to the Legal Practice
Vicky says, “It’s recognised, particularly within the legal industry, that when IT and compliance is right, revenue can increase by 30%.”
The IT overhaul has given the firm a consistent and more effective way of working and a sound foundation to achieve their business growth plans.
Compliance is a continuous process, so that it is imbedded into the system and is second nature to employees.
Employees feel valued, which has improved the positive working environment and culture.
Efficiencies and cost savings
Employees experience of IT Support has been transformed.
Previously, IT Support for 20 years had been provided by the same self-taught person, providing no cover for holidays or sickness. Unsurprisingly, issues were taking days to be addressed and not always resolved, which impacted negatively on security, productivity and customer service.
Now, with nTrust providing IT Supporting, the legal firm has a company of 14 IT Professionals, who have Microsoft, Cisco and Comptia qualifications and experience of supporting over 200 clients to call upon.
Whilst the IT support service level has improved beyond recognition, the monthly cost of IT support has reduced by 60%, saving the Practice £7,200 per annum.
IT for the future
There have been high profile data breaches in the legal industry and in the future CQS will probably insist on Cyber Essentials standards of security. The legal firm will be ahead of the game once they attain Cyber Essentials Certification, which is planned. Not only will this demonstrate to clients and prospects that they take the protection of their data seriously, but it will also reduce their PI insurance premium.
This was a large project that needed careful planning.
The legal firm had confidence in nTrust from the beginning. It was evident that each member of the nTrust team had their particular skill set and role to play to ensure that the new systems were up and running, with minimal disruption to the operations of the legal firm.
Having nTrust’s on-going IT support also brings peace of mind for the security of their systems and data.
