Sharepoint Best Practices FINAL2ilta.personifycloud.com/webfiles/productfiles/389/... · Sharepoint Best Practices Legal Tech New York February 2, 2009 Speakers: Steve Fletcher Chief

Sharepoint Best PracticesLegal Tech New York

February 2, 2009

Speakers:

Steve FletcherChief Information OfficerParker Poe Adams & Bernstein [email protected]

Meredith L. Williams, Esq.Director of Knowledge ManagementBaker Donelson Bearman Caldwell & [email protected]

Parker Poe Adams & Bernstein LLP

• 230 + attorneys

• 6 offices (Charlotte, Raleigh, NC; Columbia, Charleston, Myrtle Beach & Spartanburg, SC)

• 5 Departments• Banking & Finance• Business Law• Litigation• Real Estate & Commercial Development • Regulatory

• 15 Practice Groups

• 550 + attorneys

• 16 offices in Alabama, Georgia, District of Columbia, Louisiana,Tennessee and representative offices in London, UK and Beijing, China.

• 5 practice groups: – Advocacy– Business– Health Law/ Public Policy– Labor & Employment – Tax

TOPICSTOPICS

1. Sharepoint in Your Firm – Defining the scope

2. How Sharepoint “Basics” Makes Us More Efficient

3. Collaboration & Team Efficiency

4. Making a Splash – Marketing & Selling Your Intranet

5. Keys to Success

Sharepoint in Your Firm Sharepoint in Your Firm –– Defining the scopeDefining the scope

• Document Management

• Records Management

• Intranet Portal

• Extranets

• Application Integration (DM, CRM, Financial systems, etc.)

• Push the information to the key players. Faster dissemination ofcritical information to key personnel for decision making.

• Build along with Business Plan of the Organization

• Vendor Selection

How Sharepoint How Sharepoint ““BasicsBasics””Makes Us More EfficientMakes Us More Efficient

• The HR World

• Employee Data (w/ Workflow design)

• Internal Communication

• External News

• Enterprise Search

• My Site

How Sharepoint How Sharepoint ““BasicsBasics””Makes Us More EfficientMakes Us More Efficient

HR / Employee Data Flow

Active Director

y

HR/ Payroll

Interaction / CRM

parkerpoe.com

Sharepoint

Attorney Bios

Outside DBs

Views

Elite Webview

Interwoven / DM

Views

Internal Communications

Enterprise Search

Enterprise Search

Enterprise Search

Enterprise Search

MySite

Collaboration & Collaboration & Team EfficiencyTeam Efficiency

• Practice Groups, Departments & Industry Teams

• Client Service Teams

• Office and Administrative Departments

• Committees & Cross Department Teams (Green or Economic Development Teams)

Slide Title Example

QUICK SEARCHESLook up Clients, Matters, FirmEmployees—or a Google search.

QUICK SEARCHESLook up Clients, Matters, FirmEmployees—or a Google search.

QUICK LINKSEasy access to frequent functions - wherever you are on Parkway.

QUICK LINKSEasy access to frequent functions - wherever you are on Parkway.

MY STUFFDocuments, Contacts, FinancialsClients & News

MY STUFFDocuments, Contacts, FinancialsClients & News

TARGETED NEWS & EVENTSFront page stories and calendartargeted by AD security groups

TARGETED NEWS & EVENTSFront page stories and calendartargeted by AD security groups

ENTERPRISE SEARCH“Our own Google”

ENTERPRISE SEARCH“Our own Google”

Employee Search:

Photos, Locations, Phone #’s Profiles & Schedule Availability

Practice Group Example

Basic External Information. RSS Feed of Legal Industry News


Basic External Information. Legal Industry Docket Information.


Key Internal Information.Blogs, Documents, Website Links, Team Members, Seminar Materials, Library Research Services, Newsletters, etc.


Practice Group Example



Basic External Information. West Monitor News, Alerts, Trending Profile for top practice group related clients.

Basic External Information. West Monitor News, Alerts, Trending Profile for top practice group related clients.

Other Key Internal Information. Automatic WestKM Searches of firm work product. Basically an automatically created forms bank.


Other Key Internal Information. Automatic hourly updated Client & Matter Information related to the practice group. Links provided will jump to Client & Matter Service Team Sites. (See CST slides below.)

Other Key Internal Information. Automatic hourly updated Client & Matter Information related to the practice group. Links provided will jump to Client & Matter Service Team Sites. (See CST slides below.)



Industry Service Team Example



Basic External Information. West Monitor News, Alerts, Trending Profile for the industry.

Basic External Information. West Monitor News, Alerts, Trending Profile for the industry.

Basic External Information. RSS Feed of Legal Industry News.

Basic External Information. RSS Feed of Legal Industry News.

Basic External Information. RSS Feed of Legal Industry Blogs.

Basic External Information. RSS Feed of Legal Industry Blogs.





Client Service Teams

• System to Automatically generate CST sites on intranet with the opening of a new file.

• Standard items auto generated on the pages. – Financials– Documents– Emails

• Additional Features added by the KM Team.– Team Calendars– Research– Filings– RSS Feeds– Docket Watches– Blogs

Client Service Team Example

Financial Information pulled live.

Financial Information pulled live.

All DMS documents & emailssaved to the client number.

All DMS documents & emailssaved to the client number.


All Related Timekeeper Information.

All Related Timekeeper Information.


PDF Copies of Bills.

PDF Copies of Bills. Matter Drill

Downs.

Matter Drill Downs.

All DMS documents & emails saved to the client & matter number. All DMS documents & emails saved to the client & matter number.


All open files from the financial system.

All open files from the financial system.

Basic Information about the Client. (Financials, DM Documents, Emails, Team Calendar, etc.)

Basic Information about the Client. (Financials, DM Documents, Emails, Team Calendar, etc.)

All closed files from the financial system.

All closed files from the financial system.

Links directly into WestMonitor for the target client profiles.

Links directly into WestMonitor for the target client profiles.



Case Law Monitoring via Westlaw Watch.

Case Law Monitoring via Westlaw Watch.

Team Blog.Team Blog.

Team Resources, Experts, Forms, etc.

Team Resources, Experts, Forms, etc.

Making a Splash Making a Splash ––Marketing & Selling Marketing & Selling

Your IntranetYour Intranet

• Defining the Scope

• Choosing the Right Pilot

• Launch Program

• Building Prototype Sites for a Practice Group, Department, Office, etc.

• Post-Launch Tips

Keys to SuccessKeys to Success

• The Core Team• Joint Venture (Not just IT)• Start Small• Data Store• Workflows• Push the information to the key players for decisions• Find the Pain Points• Make it a part of the daily practice.• Give them options for use.• Open Mind vs. Consistent, Professional Appearances• Client / Business Development Considerations• Keep it Fresh• FUN STUFF• Brand and market every day

Questions?