Kemp Little
Legal services for fast-moving, innovative businesses.Their blend of sector awareness, technical excellence and responsiveness, means they are regularly ranked as a leading flrm by directories such as Legal 500, Chambers and PLC Which Lawyer.
Kemp Little work with many companies in the FTSE 100, Fortune 100 and Sunday Times Tech Track 100 plus fast-growing innovative businesses maximising the beneflts of technology. They also help many organisations that increasingly rely on technology to deliver their services such as those within the professional services, flnancial services, retail, travel and healthcare sectors.
Challenges
As a technology focused law firm, Kemp Little were keen ensure that they kept as up to date as possible with best practice solutions within their firm. They chose a best of breed practice management solution but still found that the sheer volume of communication by email inside and outside the firm caused a plethora of issues. The initial solution was for emails to be stored in public folders.
However, naming of folders was not consistent and caused confusion. Folders could be duplicated. Misfiling occurred and flies could be copied but not deleted which added to the burden and created more admin.
Information was held in a silos and also that mailboxes were huge which caused IT performance issues.
The filing into public folders was goodwill based which caused a number of problems. Members of the team that did file in a structured fashion flied into their own filing structure with personal folders in outlook. Siddhartha Mankad, COO and Partner at Kemp Little explains that this meant that ‘information was held in a silos and also that mailboxes were huge which caused IT performance issues.
Challenges
- No single source of all project correspondence.
- Difficulty in collaborating on projects / onboarding new team members.
- Time consuming email ling and retrieval.
Solutions
- Knowledgemill Email Filer
Results
- Filing and retrieval of emails and attachments is virtually automatic.
- Improved access to information leads to less searching, more finding.
- Increased productivity and better client service.
- Standard folder templates enforce company’s best practice and ISO 9001 quality management compliance.
Solution
Siddhartha suggested to the team at Kemp Little that KnowledgeMill should be adopted for the automatic filing and easy retrieval of all emails. Email correspondence is now filed in matter folders synchronised via a connector with Thomson Reuters Envision practice management system.
Results
‘I chose to work with KnowledgeMill for all the reasons above’ suggests Siddhartha but also for 2 more key reasons. Compared with other leading email and document management solutions, KnowledgeMill scored highly on price per used feature, meaning that some other technologies may do more, but their functionality is superfluous and you have to pay alot for it’ Siddhartha also states that he wished to work with a UK based tech company who were large enough to support Kemp Little’s needs but nimble enough to allow Kemp Little to have visibility of and impact on the development process. Siddharthalikes the fact that ‘I can have a disproportionate ability to impact with the people making and supporting the product’.
Saving time and effort – Everyone files, filing is mostly automatic and each mail only needs to be filed once by one person. Searching has also been dramatically improves states Siddhartha. Now it takes seconds to find emails as we can search across multiple fields compared with the time it took previously. And we know that the search is comprehensive and nothing is missing~
Impressing clients by always being well informed – the latest information and communications are always available so anyone can answer the phone or respond to a client and be confident that they are fully informed.
Everything is led and easy to retrieve and sensibly structured by matter.
Maintaining complete records – Siddhartha is now confident that ‘everything is filed and easy to retrieve and sensibly structured by matter!
Simplicity of adoption – introducing 100% compulsory filing and a management information system would normally be pretty traumatic. But because KnowledgeMill works intuitively, looks like Outlook, and because filing is mostly automatic, users have no problem learning to use it and there is little cultural change.
Reduced Pressure on IT Environment – At least 30 % less emails are now held in Outlook which makes it run faster and more cost effective. This is due to the fact that emails are only filed once and there is no duplication.
