Project management software can make scheduling assignments and team communication easier than ever. Some can even help with automating daily administrative tasks. These tools come in enough varieties that you're bound to find one that slots into the demands of your practice.
If you're tired of tasks falling through the cracks or need help with scheduling, our guide will steer you toward the right tool for your law firm.
Understanding the Difference Between Software Categories for Law Firms
Most project management software is flexible enough to satisfy the majority of businesses. It's the only operations tool they need.
But lawyers can choose from three different software categories for managing tasks:
Each can help you organize your work, but there are trade-offs to picking any one of these over the other. In some cases, you may need supplementary tools like time-tracking software for lawyers.
Project management tools are the most customizable, but they aren't specialized for law firms. The other two have specialized features but take out some of the customization features.
We'll break down the key differences in all three categories below so you can pick the most appropriate software for your practice.
Legal Project Management Tools
Project management software is broader in scope than the other categories. These tools focus on the bigger picture of managing legal projects through to completion.
With the aid of project management software, legal project managers can either automate or more easily complete common tasks such as:
- Scheduling
- Assigning, tracking, and updating tasks across team members or departments
- Invoicing and billing
- Crafting reports
- Compiling data analytics
Most project management software is not geared toward any industry in particular. Instead, you can customize the tool to fit your needs.
Most tools offer both manual customization options or pre-made templates for different industries. Depending on the software you choose, you may even be able to integrate programs or apps you're already using.
Practice Management Software
Practice management software narrows down from project management software by focusing on businesses in the medical or legal field. While having some similarities with project management software, this tool prioritizes industry-specific needs.
While you'll still need to implement some personalization in your practice, you can let this software shave away time from repetitive tasks such as:
- Client intake
- Scheduling and follow-up
- Billing and accounting
- Balance tracking
- Time tracking
Examples of practice management software are Litify, an all-in-one software with a focus on automation, and Filevine, a software that focuses more on customizable workflows.
Case Management Software
Narrow things down even further and you land on case management software. These tools focus almost exclusively on planning and executing cases in the legal system.
You also might encounter the term "matter management software" when shopping around for these services. Matter management and case management software are sometimes used interchangeably, but there is a slight distinction.
Matter management can be seen as a broader term that covers not just cases but any legal 'matter' or task that requires tracking and management. This could include contracts, compliance issues, or any other legal work outside the context of individual court cases.
Therefore, matter management software is often included within case management software to ensure that all legal matters, whether case-related or administrative, are managed efficiently.
Case management software offers you some much-needed breathing room in your packed schedule by automating tasks such as:
- Billing and invoice tracking
- Managing and tracking documents
- Schedules and to-do lists
- Organizing cases
Examples of case management software are TrialPad, an app that helps you plan and execute courtroom presentations, and CasePeer, a cloud-based platform for personal injury attorneys.
What Should I Look For in Project Management Software for Law Firms?
There is no right or wrong legal software for you to use here, just better and worse for your particular business needs. We chose the following legal project management software for their key features and flexible pricing.
When 29% of project failures are chalked up to poor communication, project management software has the ability to see more of your law firm's projects through to completion.
Comprehensive management software should achieve the following objectives for your legal practice:
User-Friendly Interface
An easy-to-use interface is critical for ensuring that your team can quickly adapt to new software. Look for features such as:
- Intuitive navigation
- Customizable dashboards
- Mobile accessibility
Communication Features
Speaking of communication, our first recommendation for features to seek out in project management software is anything that bridges gaps between you and your legal team or clients.
Look for features such as:
- Document sharing
- Collaboration tools
- Chat tools
- Automated status reports
- Real-time reporting
- Alerts
Time-Saving Features
Think you can't gain another hour or two back into your average workday? With time-saving features in project management software, you'll be able to automate tasks and free up your schedule.
Look for features such as:
- Automated task management
- Automated reports
- Automated invoicing and billing software
Integration Capabilities
Seamless integration with other software ensures a smoother workflow. Key features to consider are:
- Email integration
- Accounting software integration
- Calendar and scheduling integration
- Integration with other legal software
Robust Reporting and Analytics
Insightful reporting and analytics are vital for tracking performance. Important features include:
- Ability to generate detailed reports
- Analytics dashboard
- Client-specific reports
Security and Compliance
Security features are non-negotiable for protecting sensitive data. Look for:
- Data encryption
- User permissions
- Compliance with legal standards
Customization Features
Project management software's biggest strength lies in its customization. While practice and case management software have the benefits of a niche focus, project management can be tweaked to your heart's content.
Look for features such as:
- Customizable workflows and/or workflow templates
- Custom fields, forms, sheets, and dashboards
- A broad selection of templates to save you time
5 Best Legal Project Management Software for Law Firms
There are plenty of project management tools for legal professionals to choose from. We've boiled it down to the five that work best for the legal industry.
Monday.com
When so much of a legal practice’s success hinges on storing and protecting sensitive information, Monday.com’s appeal is immediately apparent. Its cloud-based data storage makes it well-suited to the demands of a law firm.
Monday.com is intuitive and comes with useful delegation and privacy features. Some of Monday.com’s most effective features include:
- Cloud-based data storage for frequent updating, as well as protecting sensitive information
- A selection of workflow templates for task management, operations, and sales/CRM
- Customizable templates
- App integration with popular platforms such as Outlook, Google, and Excel
Monday.com has multiple plans (including a free one), so you can try the platform without committing yet. Their Basic plan starts at $8, their Standard at $10, and their Pro at $16. Contact them for a quote on their Enterprise plan.
ClickUp
If you want to see what other cloud-based project management solutions are out there, ClickUp has a free version with a well-rounded set of features. The ability to easily customize your workflow will accommodate the unique details of your day-to-day routine.
ClickUp is particularly appealing for its minimalistic, user-friendly interface, making it easy for beginning or experienced software users to jump right in. This all-in-one suite gives you the ability to have your tools, workers, and tasks in one place, a boon for practices that get tired of having to oversee multiple resources.
A few of ClickUp's best features include:
- Visual collaboration with whiteboards
- Real-time reporting
- Live chat options
- App integration with popular platforms like Google and HubSpot
- Time-tracking
ClickUp also features several views, including mind maps, and integration with Notion and Google Documents, which can be ideal for complex projects involving the need to map out and organize your legal research.
ClickUp has flexible pricing, including a free version, so you can try the platform right now to get a feel for it. If you want advanced project management features such as custom role creation or admin training webinars, you can upgrade to the Business or Enterprise versions.
Trello
Do you need to travel a lot for your law firm? This web-based, mobile-friendly project management tool is handy for doing business on the go (or if you just don't want to keep downloading new programs).
The simple and appealing interface makes Trello a breeze to use, able to communicate completed tasks or missed deadlines at just a glance. Palace Law, a firm that specializes in personal injury, prefers this tool due to how easy it makes the client-lawyer relationship for them. Trello's standout features include:
- Easy ‘drag and drop' boards for tasks and attachments
- Timeline view for ongoing projects
- App integration with popular platforms like Slack and Dropbox
- Scalable for expanding teams
- Customizable and automated workflow
Their free plan includes the full range of features, making this one of the most effective and accessible project management software available today.
SmartSheet
Do you work on several projects at once? Smartsheet's developers explicitly designed their platform to help you successfully juggle plates, standing above both Google Sheets and Excel as a must-try spreadsheet model.
This software combines detailed reports, project management, tracking, and scheduling in one seamless interface. You can boost security by setting task visibility permissions, then take even more work off your plate with consultation packages.
SmartSheet's best features include:
- Eliminate data silos with their all-in-one platform design
- Customizable sheets
- Automated workflows
- Real-time project management templates
- App integration with popular platforms such as Google, Slack, and Zoom
Smartsheet comes with a free demo, then flexible monthly pricing options starting at $9 for a Pro account with ten members and $32 for a Business account with unlimited members. If you want to consider their Enterprise model, contact them for a quote.
Clio
Clio occupies a gray area between legal project management software and case management software. If you can't choose between the two categories, this software might be your ideal fit.
This handy software cuts right to the chase with a cloud-based management system that'll help you manage legal clients, send out bills, and track time all in one place.
Clio's best features include:
- Automated law firm insights dashboard
- Client portal to improve collaboration
- Online payments
- Calendaring and scheduling
- Document management
- Case management
Clio offers a free seven-day demo and several monthly or yearly subscription plans. The EasyStart plan lets you hop right in at $49/mo, while the Essentials plan has broad cross-app integration for $79/mo. The Advanced plan has nearly all features for $119/mo, while the Complete plan is $149/mo.
Tips for Integrating New Legal Project Management Software into Your Practice
Choosing the most effective legal project management software is just the first step. The real challenge often comes with integrating it smoothly into your existing workflow. Transitioning to a new system requires careful planning and execution to ensure that your law firm reaps the maximum benefits. Here are essential tips to help you integrate new legal project management software into your practice effectively:
Assess Your Current Processes
Before implementing new software, take a detailed look at your current processes, systems, and workflows. Identify the pain points and inefficiencies that you aim to resolve with the new software. Understanding your current processes will help you tailor the software's implementation to better suit your needs.
Set Clear Goals
Define clear objectives for what you want to achieve with the new software. Whether it's improving document management, increasing collaboration, or streamlining client communications, having specific, measurable goals will guide the integration process and help you evaluate its success.
Choose a Dedicated Implementation Team
Appoint a dedicated team that will oversee the software integration. This team should include members who are tech-savvy and understand your law firm’s workflow thoroughly. Their role will be to test the software, troubleshoot issues, and ensure a smooth transition for the entire firm.
Undergo Training
Invest time in training your team to use the new software. Most software vendors provide training resources, including webinars, tutorials, and manuals. Comprehensive training will ensure that your staff can effectively use the new tools and features, minimizing disruptions and mistakes.
Test Run Before Full Implementation
Conduct a pilot test with a small group of users before rolling out the software firm-wide. This allows you to identify any issues, gather feedback, and make necessary adjustments. A test run helps iron out any kinks and prepares the team for full implementation.
Gradual Implementation
If possible, implement the new software gradually. Start with one department or a specific project to ensure it integrates well with your workflow before extending it to the entire firm. A phased approach can help mitigate risks and address challenges without overwhelming your team.
Communicate Clearly and Frequently
Maintain clear communication with your team throughout the integration process. Keep everyone informed about the implementation timeline, their roles, and any updates or changes. Address concerns promptly and encourage an open dialogue to foster a smooth transition.
Integrate with Existing Systems
Ensure that the new software integrates well with your existing systems, such as billing, document management, and email. Seamless integration prevents data silos and ensures a more unified, efficient workflow.
Monitor and Adjust
After implementing the software, continuously monitor its performance and assess whether it's meeting your goals. Gather feedback from users and be ready to make adjustments as needed. Periodic reviews will help optimize the software’s use and ensure it continues to meet your firm’s needs.
Provide Ongoing Support
Offer ongoing support to your team as they adapt to the new software. This could involve having an internal support team, using vendor support services, or both. Continuous support ensures that any issues are quickly resolved and helps maintain productivity.
By following these tips, your law firm can integrate new legal project management software successfully, enhancing efficiency, collaboration, and overall performance. A well-executed integration process not only minimizes disruptions but also maximizes the software's potential to transform your practice for the better.
Final Thoughts
Choosing between project management options is just one piece of the puzzle of operating a law firm. There are other lawyer tools that could also help streamline your business, such as:
A good project management tool could help you organize your law firm's work. It can keep client expectations high by ensuring that nothing falls through the cracks. It could even help with internal projects like growing the firm or hiring new employees.You're probably doing too much work running your practice. With so many streamlined tools available for free or at a low price, a more profitable and efficient law firm is at your fingertips.
