ILTA Webinar, May 6, 2013 ENHANCING YOUR TIME ENTRY PROCESS WITH MOBILE TECHNOLOGY Keith Houston Harbaugh Laura Ward & Smith John Bellefield

ILTA Webinar, May 6, 2013 Changing Behavior In A Law Firm One Firms Experience Keith Cameron

CHANGING BEHAVIOR IN A LAW FIRM: ONE FIRMS EXPERIENCE CONTEXT Law firm of 36 attorneys: 18 shareholders, 18 associates One office (located in Pittsburgh, PA) Full service practice Management approach: Open to consider change Chief Operating Officers primary mission: increase net income per shareholder

THE PROCESS : early news of the benefits of attorneys entering their own time Catalyst: key shareholder willing to champion idea of attorneys entering their own time January 2007: announced two-month pilot program on voluntary basis with small financial incentive 15 attorneys joined the pilot (6 shareholders) for the training and doing the time entry themselves for two months. No one stopped during the pilot All continued to use the time entry program at the end of the pilot July 2007: shareholders in the pilot convinced the other shareholders to adopt a policy for all attorneys (and paralegals) to enter their own time July 2007-present: every attorney (but 1) has entered her or his own time.

MOST SIGNFICANT BENEFITS Accuracy Secretarial ratio change: each secretary available to add 1 additional timekeeper. Bills prepared more quickly (fewer corrections) Increased capture of time resulting in increased net income per shareholder

INCREASE NET INCOME PER SHAREHOLDER Pre- and post- test during the pilot: 5% gain in time capture (1.6 hours/week) Sustained: 2-3% gain in time capture Sample: Benefit for a law firm with 30 attorneys who average 140 hours/month and an average billing rate of $250/hour, a 2% gain in time capture would be the equivalent of adding client revenue of $1 million with no extra clients and no extra work. Large payoff for a change in behavior.

MOBILITY 2013: PILOT TESTING itimekeep SOFTWARE WITH FIVE ATTORNEYS Relatively easy to learn, easy to administer and easy to use Expected results from the pilot: Even more accurate time entry when attorneys are out of the office working More efficient time entry for the attorneys in using the voice-to-text feature A large percentage of our attorneys will want to use it

ILTA Webinar, May 6, 2013 WARD AND SMITH, P.A. Mobile Time Entry Strategy Laura Snyder

EMBRACING MOBILITY Free, Flexible, and Untethered

OUR MOBILE STRATEGY Used Under Creative Commons License Conquering Mobility

Enforced – No Delinquency Policy FOCUSING ON TIME ENTRY Used Under Creative Commons License Our Culture

Access Anywhere, Anytime GOING MOBILE The Logical Next Step Used Under Creative Commons License Our goal was to provide our attorneys with the flexibility to enter time anywhere, anytime, without the burden of utilizing citrix when outside of the office

User Friendly and Easy to Use EXPECTATIONS AND REQUIREMENTS Used Under Creative Commons License

Presenting the Possibilities EDUCATING OUR ATTORNEYS Used Under Creative Commons License

ILTA Webinar, May 6, 2013 THE CASE FOR MOBILE TIME ENTRY Gabriela Isturiz

WHY MOBILE TIME ENTRY ? 89% of the 1.3 million licensed attorneys in the United States now use smartphones for out-of-the-office legal work 49% are iPhones 31% are BlackBerrys 17% are Android. Mostly short activities (under 10 min) and likely to become leaked time

DRIVERS WHAT DRIVE FIRMS TO CONSIDER MOBILE TIME ENTRY? 1.Compliance with Firms Time Entry Policies 2.Convenience 3.Accuracy / Predictability 4.Reduce Time Leakage 5.Part of our Mobile Strategy

CHALLENGES OF IMPLEMENTING A MOBILE TIME ENTRY SOLUTION 1.Attorneys are Technology Averse 2.They dont even enter their own time 3.Security 4.Cost 5.We are not ready for that yet

OVERCOMING YOUR MOBILE TIME ENTRY CHALLENGES ChallengeFocus On Attorneys are Technology-Averse Easy to use Intuitive + Minimum Training Reliable Attorneys dont even enter their own time Enable voice-to-text False premise? Breaking Bad Habits SecurityProtect your client data Secured and encrypted No data stored on device CostCost is what you pay, Value is what you obtain Build your own financial case We are not ready yetWe have become an app culture. The growth in smartphone usage is even more intense than the growth of the internet in the late 90s

NOT READY YET? THINK AGAIN In an App culture, Mobility is growing at an unprecedented speed 70 billions apps downloaded in 2013 ( 10 apps per human in earth ) 800,000 apps Google Play/Android 775,000 apps Apple iOS App Store 125,000 apps Windows Phone Marketplace 70,000 apps Blackberry World (Source: ABI Research)

THE RESEARCH WHAT DO THE NUMBERS SAY? 90% Timecards entered within one day of work performed

THE RESEARCH WHAT DO THE NUMBERS SAY? Strong Correlation between Time Velocity and Accuracy While the work performed is fresh in the attorneys mind, the more likely they are to record these single tasks. The longer it takes to record time, the bigger the time entries get (activities are cobbled together, accuracy decreases). Velocity Accuracy

THE RESEARCH WHAT DO THE NUMBERS SAY? 1/3 of attorneys Enter 98% of their time via their tablet or smart-phone 5% of work done in weekends And out of that, 95% entered on the same day

CONCLUSION In an App culture, Mobility is growing at an unprecedented speed Mobile Time Entry will soon become the preferred method for attorneys to enter their own time Challenges exist, but they are addressable. Today we heard two different approaches on how two firms overcame the challenges of mobile time entry and benefited from it Build your firms case