deg member survey - docexcellence.com...deg member survey results 2019 ... not around document...
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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?
Member Survey Results 2019 3
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?
Member Survey Results 2019 4
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?
Member Survey Results 2019 5
Yes24%
No59%
Notsure17%
If yes, what are you upgrading to?
Windows 10 25
macOS 1
Does your firm use any reformatting tools?
Member Survey Results 2019 6
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?
Member Survey Results 2019 7
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?
Member Survey Results 2019 8
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?
Member Survey Results 2019 9
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
Has your firm recently introduced software
that you believe has had a major impact?
Member Survey Results 2019 10
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
Has your firm recently introduced software
that you believe has had a major impact?
Member Survey Results 2019 11
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?
Member Survey Results 2019 12
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?
Member Survey Results 2019 13
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?
Member Survey Results 2019 14
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
Member Survey Results 2019 15
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?
Member Survey Results 2019 16
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?
Member Survey Results 2019 17
No
39%
N/A8%
Yes
53%
Have you customised or configured any of the following
to make them firm-specific?
Member Survey Results 2019 18
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?
Member Survey Results 2019 19
No
80%
N/A5% Yes
15%
Are Word documents available on mobile devices
such as smart phones and tablets?
Member Survey Results 2019 20
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?
Member Survey Results 2019 21
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?
Member Survey Results 2019
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?
Member Survey Results 2019
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?
Member Survey Results 2019
Has your firm adopted LTC4
or any other system of Core Competencies?
Member Survey Results 2019 26
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?
Member Survey Results 2019 27
No80%
Other7%
YesILTA38%
Other - detail
CLOC 1
Individual memberships 1
Unsure 6
Is your firm trying to reduce its reliance on paper?
Member Survey Results 2019 28
No6%
N/A5%
Yes – already achieved this – 25%
Yes – workingtowards this – 64%
What are you focused on this year? (summary)
Member Survey Results 2019 29
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.
What are you focussed on this year?
(Risk, BD, templates, workflow responses)
Member Survey Results 2019 31
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
.
What are you focussed on this year?
(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!
What are you focussed on this year?
(Technology responses)
Member Survey Results 2019 33
• 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
What are you focussed on this year?
(Training and Wellbeing responses)
Member Survey Results 2019 34
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
Member Survey Results 2019 35
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?
Member Survey Results 2019 36
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.