Canadian Lawyer InHouse

interface built specifically for map- ping processes. Users navigate the new process by clicking through a series of small hyperlinked flowcharts called 'flows'. In addition to providing clear visual instructions on what is required at each step of the process, the flows can also include links to tools such as custom apps, databases, websites, checklists and precedents. This results in a shared central location that pro- vides everything a team member needs to get their work done efficiently. The tool also enables users to easily pro- pose changes to the current process, which are then automatically directed to a process owner who can approve or reject the changes. Once approved, users are notified with a visual side by side comparison. ProcedureFlow helps organizations develop a culture of continuous improvement, where all employees are actively engaged in col- lectively getting better at what they do. TheFormTool Another common focus area for legal process improvement initiatives is streamlining the generation of stan- dard form documents. Many in-house legal departments still rely on manual methods for most of their document creation. Documents are often drafted based on the most accessible and not necessarily the most appropriate tem- plate. Adding, removing and modify- ing documents from previous drafts can result in inconsistent wording and formatting. Drafts can also be full of incorrect cross-references, typos, miss- ing language and other defects which often requires significant rework. These issues inject a vast amount of uncertainty and risk into the document drafting process, which increases time and costs. The use of TheFormTool Pro or Doxsera document assembly software can address many of these concerns. While there are other document assembly applications on the mar- ket, TheFormTool strikes an excel- lent balance between its ease of use and powerful features. Rather than training users on an entirely new interface, the software simply adds a new ribbon within MS Word, where form authors can easily insert fields, lists and conditional text throughout. Form users simply navigate to the bottom of a standard MS Word docu- ment, complete a questionnaire, click a button and entire sets of error-free and highly customized documents can be generated in minutes. Doxsera is TheFormTool's more advanced soft- ware option as it enables the creation of entire suites of related documents. Further, Doxsera DB has the capability to link to external data sources such as MS Excel or SQL databases for even greater efficiencies. The most powerful capabilities emerge, however, when both Proce- dureFlow and TheFormTool are used together. For example, users of a new and streamlined contract process could simply navigate to the appropriate step in the flow, complete TheFormTool questionnaire linked to that step and within minutes automatically gener- ate all required documents. All this without spending any time hunting for instructions or templates. Answers from the questionnaire can then be saved and used at a later stage in the process without having to re-type any of the details. When used in conjunc- tion with a new and improved process, these simple yet powerful technology tools enable in-house legal depart- ments to simultaneously increase qual- ity while reducing time and cost. And that translates into less waste, happier customers and better results. "When used in conjunction with a new and improved process, these simple yet powerful technology tools enable in-house legal departments to simultaneously increase quality while reducing time and cost."

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