The challenge was to take out 600 trees worth of unnecessary document creation and associated costs this coming year, whilst pretty much eliminating the traditional stresses and strains associated with document printing, capture and management, through a more resilient, consistent and customised printing and scanning platform… no mean feat!
Challenges in the legal sector
Document efficiency – Printing, managing and distributing documents – is a perennial challenge in the legal sector. In document output alone a typical law firm with 100 staff will consume two million sheets of paper or 238 paper generating trees per annum. Much of that volume will need to be shared and distributed as efficiently as possible. But an unnecessary proportion of that volume will be a waste of time and money… printed, mislaid, reprinted, read and binned!
The approach to this challenge was to get under the bonnet and truly understand how the firm ticked, how each and every department worked and how the day to day productivity of each and every user could be enhanced, and the day to day document related headaches, resolved. As a result of this consultative, partnership approach a deep understanding of all the challenges not just the opportunities was developed, a more resilient, measured & balanced solution, the outcome.
The new 60-strong Canon MFP fleet at Bond Dickinson has bespoke connectors and simplified workflows, with one driver and a common platform, meeting all required scanning, imaging and document creation needs. The print environment is more flexible and secure utilising the users’ unique ID cards to release stored jobs.
Already the new platform and enhancements are providing measurable, sustainable improvements in financial and environmental performance, with cost control and waste reduction, supporting Bond Dickinson’s corporate social responsibility initiatives.
Paper consumption dropped instantly – nearly 200,000 pages in the first month and 700,000 pages purged in November alone! The energy saved from lower paper usage in the first year will equate to the total energy used in the Aberdeen office in one year. Time wasted chasing paper is now invested in meaningful work that contributes to bottom-line profitability and client satisfaction.
There is now increased user satisfaction, device availability and productivity through improved digital document workflows and stress-free printing. One single billing per page helps with accountability, disbursement and fixed costs.
Implementation – Hearts and Minds
DMC Canotec ‘lived’ in the Bond Dickinson account to understand the challenges – cultural and technical – and hand-held the client whilst implementing a simplified and more powerful answer to the firm’s document output and capture needs. The new eCopy-enabled Canon MFP platform leveraged Bond Dickinson’s existing investment in key legal systems, including cost recovery (Copitrak) and information and client management (Interwoven).
A phased implementation was recommended and rolled out over 11 weeks at Bond Dickinson’s headquarters in Bristol and offices in London, Plymouth, Southampton and Aberdeen in the summer of 2010.
Installations took place at weekends, minimising disruption, and a highly innovative bespoke training programme under the banner of ‘Delivering The Less Paper Bond Dickinson’.
A series of internal ‘hearts & minds’ staff videos, ‘Top Tips’ and ‘Quick Wins’, helped to generate a positive wave of anticipation ahead of each install. As a result, training sessions were well attended, and DMC Canotec’s on-site support staff even wore special Bond Dickinson implementation team uniforms and became affectionately known as the ‘Men in Black’.
In essence, DMC Canotec’s people-centric approach and understanding of all of the issues and challenges ensured the whole IT led solution, not just the platform, is seen as a total success story at all levels
9 UK Locations
Womble Bond Dickinson has more than 1000 lawyers located in 26 offices in the UK and US. Its attorneys and professionals provide a full range of legal services to regional, national and international businesses and other clients in a wide range of industries.