Time Capture and the Advantages of TimeKeeper Software

Transcription

1 Finding Profits with Time Capture

2 Introductions Steve Odum CFO, Bricker & Eckler LLP Sam Shipley CIO, Ulmer & Berne LLP Matt McInerny Director of Development and Professional Services, Advanced Productivity Software 2

3 Discuss motives for adopting time capture software 3

4 Sam Matt Timekeepe er Improve billable time and realization numbers Free up legal professionals to focus more on legal work and less on time entry Hold annual IT strategy session Only 2 ways to impact the business Reduce administrative time and cost Assist in generating and CAPTURING additional billable bl hours Idea was generated from IT Provide easy method for timekeepers to track activities Find snippets of time that were being overlooked or what we called "money on the floor" 4

5 Compare and contrast journal or other review of activity i vs. the use of time capture software to ensure accurate timekeeping 5

6 Sam Identified Pilot group At end of reporting period, timekeepers submitted using current method time Trained in the new capture software Re-submitted their time Found on average 2 additional hours / timekeeper Ma att Journal helps timekeeper remember activities Real time capture prompts timekeeper to create time entries per activity, decreasing time spent at end of month Time ekeeper Time Builder (time capture software) and DTE Axiom (time entry software) used at Waller Lansden Journal used as main source of time entry Journal used to look for missing time Different timekeepers work differently that s a the software strength of 6

7 What has been the most positive outcome of the adoption? 7

8 Sam More attention paid to non-business activities Better understanding as to the capabilities of technology Improved perception of IT as business partner Better able to analyze tasks required to perform certain legal services Ti imekeeper Timekeepers tell us they find "money on the floor" every week, especially those that do rafter-hours and weekend work from home Also instituted a new time entry policy Combination has greatly reduced the work-to-billing time delta 8

9 What has been the biggest disappointment? 9

10 Sam Less than 100% adoption Unwillingness for Firm to require its use Timek keeper Not every timekeeper that should use time capture does use it 10

11 Discuss usability issues for the timekeeper including blacklisting, various views (calendar, list, tabs, spreadsheet), ease of setup or defaults Is view similar to Outlook or took a different approach? 11

12 Matt Sa am Tim mekeeper Journal time entry should be a reminder of activities, not a 1 on 1 ratio of new time entry created per activity performed Ability to view past activities alongside any existing entries Changing habits to adopt new methods may be difficult but has high value Takes time to train blacklist, etc., but worth it IT customizes with timekeeper and has added to new hire orientation Users need to see activity and calendar at the same time User decides which view to start with calendar, chronological or by client views Same sort options are available in the daily journal 12

13 We ve captured the time so now what? Discuss workflow opportunities; movement of raw time entry from timekeeper to secretary to Firm s billing software 13

14 M att Sam Timeke eeper To use or not use a fully validated entry form? That the question. is Percentage of entry that is auto-populated greatly effects usability Investigating i using activities i i to compare to time estimated in fixed fee Yes secretaries can edit Timekeepers can print it activity tiit journal and still manually enter (a large majority of our timekeepers use it this way) If a timekeeper designates an assistant, the assistant can access, edit, spell check and submit time. Many timekeepers just do it themselves. Submit time directly to billing system for final review or submit to time entry program for subsequent transfer to time and billing software. 14

15 Discuss use of time capture software with mobile devices such as laptop, p iphone, blackberry, ipad 15

16 Sam Matt Tim mekeeper Take advantage of downtime to reduce time entry burden Work-life balance Agent runs on all mobile devices on previous slide Writes real time if connected Saves to local device if not connected and uploads next connect Runs on terminal server Time Builder works with a laptop exactly as it would a desktop PC Phone calls and s read/sent can be captured on the BlackBerry, but only sent s are currently available on the iphone and ipad Mobile version of Time Builder expected soon 16

17 Explain the client.matter and phase.task lookup process within the time capture software Discuss firm vs. client phase.task codes, mapping issues, and process/speed of client and matter code updates 17

18 Matt Sam Tim mekeeper Today activities are combined, deleted, and edited within time capture software and checked to be uploaded to time & billing software. Coding is still done within time & billing software. Discuss time policies and ethics As a vendor, we strive to make new lists available ASAP, usually available from 15 minutes to an hour Scratch pad vs. fully validated entries again Ability to track client provided as well as firm required codes All the look-ups work the same in the time capture software as in the time entry software, including most recently used lists 18

19 What enhancements do you see with time capture software in 3-7 years? 19

20 Matt m Sa More data automatically populated based on location services, tighter system integration, advanced data mining Easier entry of non-auto-populated data via voice recognition, smart pick lists, and gesture based input Integration with matter based project management Having activity and calendar on same screen with ability to drag and drop. Some newer systems have I see integration with project management / case management and at some point sharing with clients!!! 20

21 Looking back, would you go down this path all over again? If no, what would you change? 21

22 Sam YES Confronted Big Brother issue head on Would have tried to change time policy to be daily imekeeper Ti Absolutely! Introducing time capture has rhelped p a lot of our timekeepers andany tool we can provide to streamline time entry is a good thing 22

23 Questions? Thanks to our presenters!!!!!!!!!!! 23