A cloud-based IT system can help a law firm boost productivity and enhance collaboration. Still, committing to and executing a cloud transformation can be challenging.

For one, it can be difficult to make the case for change—especially if a firm's on-premises technology continues to suit its needs and hasn't yet shown any glaring deficiencies. Further, the cloud may be entirely uncharted territory for a firm. So, company leaders can be apprehensive about moving data out of a company's server room and handing it over to a third party.

These concerns are understandable. However, the cloud is a mature technology supported by some of the world's most proven and successful firms. When a company implements Microsoft Cloud Services, for example, it benefits from Microsoft's rigorous development, compliance, and security efforts focused on cloud technology.

Another key point is that the cloud is here to stay and will only becoming more ubiquitous as time goes on. As a result, a law firm will eventually face pressure from clients or vendors to move to the cloud to ensure seamless and compatible business operations. Instead of waiting for this outside push, however, a law firm should work proactively to make the transition and realize the many benefits of the cloud today.

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Move from Silos to True Collaboration

The lifeblood of a law firm is its knowledge. The sharing of this knowledge via a multitude of documents and peer-to-peer collaboration to solve complex problems is the core work of a law firm.

However, traditional, on-premises IT infrastructures don't facilitate a high level of collaboration. Instead, they force information into siloed and serial functions. For example, attorneys may share documents via email for editing by one colleague at a time. With a cloud-based IT system, however, attorneys can work on documents simultaneously. Further, cloud-based productivity apps keep teams up to speed on all project developments in real time, which facilitates mobility.

Given the benefits available in the cloud, it's time for law firm technology leaders to take a hard look at their processes and ask, “Can we do this better?” If a company is still operating with on-premises technology, the answer is likely a resounding “yes.” If so, these technology leaders should move to overhaul traditional workflows with a cloud transformation.

A cloud transformation forces a law firm to undergo a significant information management change and requires a new frame of reference in terms of how a company stores data, protects data and pays for technology infrastructure. So, IT leaders that champion the cloud transformation must prioritize change management and thorough planning to avoid mistakes and ensure the success of the initiative. Here are five important steps they can take.

1. Secure executive sponsorship

Without vocal support from firm leaders, even the most well-planned cloud transformations can fail. A law firm's managing partner needs to publicly make the case for the cloud transformation to the full organization. He or she should describe both the anticipated benefits of the project as well as the tactical, step-by-step process the company will follow. With executive sponsorship, the firm's attorneys are more likely to embrace the project and follow new protocols.

2. Find the right partner

You wouldn't assign an intellectual property lawyer to an environmental law case. So, why would you assign your in-house IT team, which is great at managing and troubleshooting your current system, to execute a cloud transformation when they've never completed one? It's no knock on your IT team to point out that it's important to find a partner that has hundreds of cloud transformation projects under its belt. Partnering with an experienced firm will ensure the company doesn't fall prey to common problems, such as data loss during a migration or cost overruns due to poor management of cloud subscriptions.

3. Start small and notch early wins

If an organization is pursuing a wholesale cloud transformation, it's important to start by doing as much as possible that doesn't disrupt attorneys' work. For instance, a transition of email to the cloud can happen largely behind the scenes. Additionally, IT leaders can move key business applications, like time and expense or document management applications, to the cloud.

By starting with these easy wins, technology leaders can begin to get the organization comfortable with the cloud before moving onto larger projects like transitioning customer relationship management or case management systems to the cloud.

4. Communicate and train

Knowledge workers like lawyers interact closely and regularly with technology. Therefore, a cloud transformation will impact them in meaningful ways by forcing them to use new applications and change processes. For instance, remote access may now require dual-factor authentication. While this is unquestionably a security improvement, it will require an extra step from the user.

Therefore, it's essential that leaders of a cloud transformation communicate clearly the end goals and expected benefits of the project in addition to process-related instructions. With proper communication and an unwavering focus on the end game, attorneys will be more amenable to change, increasing the likelihood that the organization will maximize benefits from the cloud transformation.

5. Embrace new responsibilities

With the cloud, the pace of change has increased. The days of major technology overhauls and releases separated by several years are over. Instead, we're beginning to see more frequent, smaller updates from major technology vendors. This benefits users by ensuring they can utilize enhancements and innovations on a frequent basis. However, it forces IT teams to monitor upgrade schedules more closely to ensure their companies make the best use of new features and capabilities. They also must ensure updates don't hinder the functionality of integrated technologies like CRM systems.

Therefore, IT professionals must take on new responsibilities, becoming experts on their company's cloud technology and disseminating that knowledge clearly across the organization.

Today, cloud technology is the answer for a firm looking to improve collaboration, efficiency and security. It's up to a law firm's technology leaders to help the organization push through inertia and drive meaningful change through a cloud transformation.

Ken Klika is a partner in Sikich's technology practice. Based in the firm's Akron, Ohio, office, he specializes in IT strategy, cloud computing, Microsoft technologies, licensing, and mobile computing. Ken is a member of Leadership Akron's 2018-19 Signature Program.