SharePoint for the Smaller Firm
By Katya Linossi
Microsoft’s third version of SharePoint is called Microsoft Office SharePoint Server 2007 or
'MOSS' for short. Larger firms have been using SharePoint for some time but smaller firms
have generally not had the resources to do so. The latest release of SharePoint Server may
enable them now to close the technological divide.
Here are some of the ways that SharePoint can be used by smaller and medium-sized law
firms.
1. As an Intranet Portal
Many law firms have a file server or an intranet solution where solicitors will file information, as
well as on their own PCs and email systems. However, as the volume of information grows, it
becomes harder to find the specific items needed. Information is also very disconnected, with
no way to display everything from one single interface.
SharePoint can provide a firm with a single portal for solicitors to access all information held on
existing disparate systems. It consolidates all this data and information into a centralised
database and therefore makes it much easier to share information. For example, a structure
can be set up to reflect a firm’s current departments. Information can then be placed in the
appropriate areas and also secured so that only the users for those areas can contribute and
read the information. The intranet is also the perfect place to post weekly reports, memos and
goals.
The calendar feature of the intranet is also of considerable interest. For instance, key dates for
items such as practice or insurance renewals can be added with a reminder to all relevant
employees.
Importantly, the search facility on SharePoint makes it possible not only to search through
content and documents on the intranet, but also to search through external content such as
documents on the server, emails, selected web sites and third-party sources and file types. You
can also search for people and their relevant expertise. In the latest version, search results are
rendered more clearly, hits are highlighted, duplicate entries are collapsed, and synonyms are
suggested. Security features allow users to access only those resources for which they have
permission.
2. Knowledge Management
Knowledge management is critical to the legal sector and SharePoint provides law firms of any
size with the right technological platform to capture, distribute and share knowledge.
SharePoint allows many entry points into the firm’s knowledge resources by integrating email,
tasks and other applications. Knowledge management is also enhanced by teamwork and
collaboration features such as version control and workflow routing.
A know-how section can be created on SharePoint so that people can find relevant information
and add information themselves. When using MS Word, solicitors can save documents straight
to the know-how area, as well as add any useful websites or information relevant to their own
areas of expertise. Employees can also easily search and view the profiles of in-house
solicitors, or see information on recommended barristers or other suppliers.
3. Teamwork and Collaboration
The teamwork space allows a team to collaborate on documents, communicate via discussion
boards and link to research from the web. Therefore a truly integrated specialist site can be built
that is central to the team’s success. This facility is particularly useful for firms operating across
multiple locations.
SharePoint can be also be used in conjunction with the Groove functionality available in Office
Enterprise or Ultimate 2007. Groove is a collaboration software program that brings teams
together to work on project activities and share information. For more information on Groove,
see office.microsoft.com/en-gb/groove/HA101680011033.aspx.
An example of Office Groove 2007 in action
A solicitor in a small firm creates a Groove workspace on his computer and sends
invitations to join the workspace to key people in his team. When they accept his
invitation, each person receives a copy of the workspace, which is stored on each of their
computers. Office Groove 2007 helps ensure that all copies of the workspace stay in sync
every step of the way.
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4. Case Management
Although Microsoft does not promote SharePoint for case management as such, SharePoint
can provide a platform to create and manage client projects, such as the “filing” of all relevant
documents and information, including emails, to each client project. The functionality is not as
specialised as specific case management software. However, it is a viable alternative for firms
who do not have a case management system or require more integration of cases and business
process management with other information and data in the firm. Firms with larger budgets can
set up SharePoint to offer unique features such as alerting clients or internal staff that an action
is needed or set up automated workflow processes.
5. Forms Driven Processes
SharePoint can help boost productivity by streamlining everyday business processes with
easy-to-use, intelligent, XML-based electronic forms that integrate smoothly with existing
systems. Browser or web-based forms can be created that capture information about a process
such as expense claims. The employee would type in information about the expense, data
would be validated to make sure all relevant fields were filled out and then the form would be
submitted to the relevant person to approve online.
In addition, the forms could be used to gather information from clients in a consistent and
usable format. Clients would be given access to a secure area where they can submit all
relevant information to their case using online forms. This not only saves administration time
but also ensures that the information is correctly completed.
6. Business Intelligence
SharePoint provides good business intelligence capabilities with new reporting and dashboard
features combined with Excel Services to deliver corporate data in a simple and usable format.
This allows users to share, control and reuse business information.
Cost
SharePoint costs from £3,000 for the SharePoint Portal Server license, as well as approximately
£50 per user license. The cost of set-up, customisation and upgrading to Microsoft Office 2003
or higher, also needs to be included in the budget. You also need a SQL Server license for the
back-end database.
Summary
SharePoint is a cost-effective solution that provides a multitude of features and tools so that a
law firm only needs to invest in one integrated platform, instead of several separate and
fragmented systems.
A well-designed SharePoint solution enables users to have the resources they need to create
smarter decisions and to work more efficiently. There are no more islands of knowledge and
instead people can easily come together to collaborate and share ideas. Improvements can also
be made in terms of customer and partner loyalty by providing them with access to resources
they can use for conducting smooth business transactions.
Katya Linossi is a consultant for ClearPeople Ltd. www.clearpeople.com.ClearPeople provide
web consulting, design and development services. If you would like a demonstration of
Microsoft Office SharePoint Server 2007, visit ClearPeople at stand no 13 at the Legal IT show
on the 7th and 8th of February.
Email klinossi@clearpeople.com
See also two articles from earlier newsletters:
Microsoft's Sharepoint - what is it and what can it do for you?
by Alastair Morrison, January/February 2006 and
Case study from a small firm by Laurence Kaye, Julian Baker and Alastair Morrison,
March/April 2006.
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