Enhancing Your Time Entry Process With Mobile Technology

1. Enhancing Your Time Entry Process With Mobile Technology Keith Cameron @ Houston Harbaugh Laura Snyder @ Ward & Smith John Kuntz @ Bellefield

2. Changing Behavior In A Law Firm One Firm’s Experience Keith Cameron

3. CHANGING BEHAVIOR IN A LAW FIRM: ONE FIRM’S EXPERIENCE • CONTEXT • Law firm of 36 attorneys: 18 shareholders, 18 associates • One office (located in Pittsburgh, PA) • Full service practice • Management approach: • Open to consider change • Chief Operating Officer’s primary mission: increase net income per shareholder

4. The process • 2005-2006: early news of the benefits of attorneys entering their own time • Catalyst: key shareholder willing to champion idea of attorneys entering their own time • January 2007: announced two-month pilot program on voluntary basis with small financial incentive • 15 attorneys joined the pilot (6 shareholders) for the training and doing the time entry themselves for two months. • No one stopped during the pilot • All continued to use the time entry program at the end of the pilot • July 2007: shareholders in the pilot convinced the other shareholders to adopt a policy for all attorneys (and paralegals) to enter their own time • July 2007-present: every attorney (but 1) has entered her or his own time.

5. MOST SIGNFICANT BENEFITS • Accuracy • Secretarial ratio change: each secretary available to add 1 additional timekeeper. • Bills prepared more quickly (fewer corrections) • Increased capture of time resulting in increased net income per shareholder

6. INCREASE NET INCOME PER SHAREHOLDER • Pre- and post- test during the pilot: 5% gain in time capture (1.6 hours/week) • Sustained: 2-3% gain in time capture • Sample: Benefit for a law firm with 30 attorneys who average 140 hours/month and an average billing rate of $250/hour, a 2% gain in time capture would be the equivalent of adding client revenue of $1 million with no extra clients and no extra work. • Large payoff for a change in behavior.

7. mobility • 2013: PILOT TESTING itimekeep SOFTWARE WITH FIVE ATTORNEYS • Relatively easy to learn, easy to administer and easy to use • Expected results from the pilot: • Even more accurate time entry when attorneys are out of the office working • More efficient time entry for the attorneys in using the voice-to-text feature • A large percentage of our attorneys will want to use it

8. Ward and Smith, P.A. Mobile Time Entry Strategy Laura Snyder

9. Free, Flexible, and Untethered Free, Flexible, and Untethered Embracing mobility

10. Conquering Mobility www.flickr.com/photos/aidanmorgan/6475530771 Used Under Creative Commons License Our Mobile Strategy

11. Our Culture www.flickr.com/photos/zoutedrop/2317065892 Used Under Creative Commons License Focusing on Time Entry Enforced – No Delinquency Policy

12. Our goal was to provide our attorneys with the flexibility to enter time anywhere, anytime, without the burden of utilizing citrix when outside of the office The Logical Next Step www.flickr.com/photos/nnova/2301978120 Used Under Creative Commons License Going Mobile Access Anywhere, Anytime

13. www.flickr.com/photos/bobhasmadskills/343149014 Used Under Creative Commons License Expectations and Requirements User Friendly and Easy to Use

14. www.flickr.com/photos/amslerpix/7959123252 Used Under Creative Commons License Educating our Attorneys Presenting the Possibilities

15. The case FOR mobile time entry Gabriela Isturiz

16. Why Mobile time entry ? • 89%of the 1.3 million licensed attorneys in the United States now use smartphones for out-of-the-office legal work • 49% are iPhones • 31% are BlackBerrys • 17% are Android. • Mostly short activities (under 10 min) and likely to become “leaked time”

17. driversWhat drive firms to consider mobile time entry? • Compliance with Firm’s Time Entry Policies • Convenience • Accuracy / Predictability • Reduce Time Leakage • Part of our Mobile Strategy

18. Challenges of implementing a mobile time entry solution • Attorneys are Technology Averse • They don’t even enter their own time • Security • Cost • We are not ready for that yet

19. Overcomingyour MOBILE TIME ENTRY CHALLENGES

20. NOT READY YET?think again In an App culture, Mobility is growing at an unprecedented speed • 70 billions apps downloaded in 2013 (10 apps per human in earth) • 800,000 apps Google Play/Android • 775,000 apps Apple iOS App Store • 125,000 apps Windows Phone Marketplace • 70,000 apps Blackberry World • (Source: ABI Research)

21. The researchwhat do the numbers say? • 90% Timecards entered within one day of work performed

22. The researchwhat do the numbers say? • StrongCorrelation between Time Velocity and Accuracy • While the work performed is fresh in the attorney’s mind, the more likely they are to record these single tasks. The longer it takes to record time, the bigger the time entries get (activities are cobbled together, accuracy decreases). Accuracy Velocity

23. The researchwhat do the numbers say? • 1/3 of attorneys • Enter 98% of their time via their tablet or smart-phone • 5% of work done in weekends • And out of that, 95% entered on the same day

24. conclusion In an App culture, Mobility is growing at an unprecedented speed Mobile Time Entry will soon become the preferred method for attorneys to enter their own time Challenges exist, but they are addressable. Today we heard two different approaches on how two firms overcame the challenges of mobile time entry and benefited from it Build your firm’s case