Implementation Planning

The firm map that sits under the rollout

Before any configuration work starts, we map the practice areas, file volumes and approval routes that matter most. That includes litigation, commercial, conveyancing, labour and other matter groups the firm wants handled in a cleaner way. We also note who opens files, who reviews drafts, who moves matters forward and where deadlines tend to slip.

The result is a practical rollout map for attorneys, paralegals and operations teams in Sandton, Johannesburg and other main centres. It keeps the build tied to real work, not a generic setup that looks neat on paper but slows the team down in week two.

Planning notes we capture before configuration

This stage gathers the working details that shape document assembly, matter tracking and evidence handling. We look at templates in use, naming rules, folder structure, permission levels and the points where data needs tighter control. For firms that work with scanned bundles or message-heavy files, we also note the review path for attachments, exhibits and related notes.

• Matter types, departments and user groups
• Template sources and document approval steps
• Deadline points, task handovers and escalation routes
• Evidence folders, searchable tags and review queues
• Access controls for sensitive matter information

That planning reduces rework later and helps avoid a messy handover between legal staff and support teams.

How the planning session is run

We usually start with a structured working session with the people who know the file flow best. That may include the MD, operations lead, template specialist, matter managers and the people handling daily admin. We ask how matters move from intake to closure, where documents are checked, and which steps need a firmer sequence.

From there, we build a rollout sequence that matches the firm size and the complexity of the practice. A smaller office may only need one planning block, while a multi-branch firm in Pretoria, Cape Town or Durban may need separate sessions for each group of users. The aim is clear decisions before any build work begins.

Delivery timing and budget shape

Planning time depends on the number of matter types, templates and users involved. A single practice area with a focused document set needs less work than a firm with multiple branches, several approval layers and a larger evidence review process. We set out the steps in order, so the firm can see what needs sign-off first and what can follow after that.

Pricing is scoped to the planning effort, the number of workshops needed and the complexity of the rollout map. Where there are more templates, more permissions or more matter categories, the planning work is priced accordingly. The quote reflects the real amount of preparation needed, rather than a flat assumption that every firm has the same setup.

• Number of practice areas included
• Volume of templates to be reviewed
• Branch structure and user count
• Depth of deadline and workflow mapping
• Security and permissions requirements

Security and compliance points built into the plan

For South African law firms, planning has to account for secure handling of client data and sensible access control. We look at who should see each matter, how sensitive files are shared, and where records need tighter permission settings. POPIA considerations are treated generally as part of that planning, along with practical steps for secure storage and controlled review access.

We also note any firm policies that affect hosting, evidence handling or document visibility. That helps the later configuration stay aligned with internal governance and keeps unnecessary access out of the workflow.

Aftercare after the plan is signed off

Once the planning document is agreed, the rollout does not sit in a drawer. We stay involved while the first configuration pieces are being prepared, so questions about templates, matter routes or permissions can be handled against the agreed plan. If the firm adds a new matter type or changes a sign-off route during the build, the plan is adjusted before it creates confusion in the system.

That support is practical and tied to the approved scope. It gives the team a clear reference point for the next steps, whether the rollout is starting with one department or moving across several branches.

What the handover contains

The planning handover gives the build team a structured brief with the key setup decisions already settled. It covers the rollout phases, the matter groups in scope, the user roles, the document flow and the points where tracking or review needs to be tighter. If the firm wants, we also include notes on training groups and admin responsibilities so the later stages do not start from scratch.

• Rollout sequence and phase order
• Matter types and document sets in scope
• Permissions and user role notes
• Workflow steps and deadline checkpoints
• Template and evidence handling instructions
• Open items that need sign-off before build

That gives Johannesburg firms and teams in other centres a clearer route into implementation, with fewer surprises once configuration begins.