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Law firm modernizes legacy workflows

For Shoosmiths, the use of K2 Software in five key areas of business; HR, English conveyancing, Scottish conveyancing, clinical negligence case management, and land plot conveyancing, is contributing towards significant time savings. By replacing 13 legacy workflow technologies with a single platform based on K2 Software, the firm has been able to speed up its processes, deliver more prompt service for its customers, and significantly reduce its annual operating expenditure by about £160,000 ($205,000 USD) a year.

Company
Shoosmiths
Website
shoosmiths.co.uk
Industry
Legal
Country
United Kingdom
Capabilities Used
Automation On-Prem
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Who they are

Shoosmiths LLP is a leading UK law firm with 13 locations, and 213 partners and 1600+ lawyers and business support employees providing legal services tailored to its clients’ needs.

What they needed

Shoomiths sought to standardize on a single workflow automation solution integrated with SAP and SharePoint to support the firm’s case management processes.

How they did it

The law firm replaced its 13 legacy workflows with Nintex K2 Five to speed up its processes and significantly reduce costs.

Supporting legal industry processes

Challenge: Dealing with a fragmented workflow environment

Shoosmiths had long recognized the importance of workflow in the context of legal case management and had been using workflow automation for over 15 years. During this period, it deployed no less than 13 separate workflow technologies and solutions.

The firm implemented Microsoft SharePoint to centralize document management across its 11 offices and implemented SAP as its practice management and financial systems solution and is currently extending the SAP footprint by deploying SAP HR. However, Shane Scott, IS Director at Shoosmiths, says, “The benefits of having a single workflow platform integrated with SAP and SharePoint were compelling. We could move all our existing workflows onto one platform and use it as the basis for future workflow development within the business.”

Solution: Key workflows at the heart of the business

Shoosmiths now has K2 Five workflows in four key areas of its business, with plans to extend this across other business areas. These are HR functions (employee self-service and onboarding), English conveyancing, clinical negligence case management, and land plot conveyancing for developers.

K2 Five has contributed to significant time savings across all areas of its business. This has been achieved via a combination of process optimization, document and process automation using K2 Five, and integration. Within the conveyancing function alone, the firm estimates it saves up to 60 minutes per case handler per day. This equates to approximately 800 hours per week across the function. By replacing the legacy workflow technologies with a single solution based on K2 Five, the firm significantly reduces its annual operating expenditure.

The time savings that we are seeing from Nintex K2 Five for English conveyancing alone will allow us to handle a higher volume of business without having to take on more staff.
Shane Scott, IS Director, Shoosmiths
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