Out with the Old? How Change, AI and New Systems Are Reshaping Law Firms

Supplier and systems consolidation in the legal software marketplace isn’t a passing trend—it’s here to stay. Over the past few weeks, my colleagues and I have spoken to numerous firms being nudged—or in some cases, pushed—toward leaving a Practice Management System (PMS) they’ve relied on for 10, sometimes 15 years. They are being asked to adopt or “upgrade” to more modern systems they know little about – sometimes we hear its framed like there’s no choice – just a fait accompli!

It’s understandable why firms hesitate. Price hikes, inconsistent support, and static product development slowly erode loyalty, leaving even the most steadfast users searching for a supplier and system they can trust. The thought of change naturally brings anxiety, particularly around the inevitable shift in working practices for staff.

But it doesn’t have to be a daunting experience.

A new PMS will always operate slightly differently in day-to-day tasks: scanning, diary management, and workflow will feel unfamiliar at first. We’re all creatures of habit, and the temptation is to choose a system that mirrors the old one as closely as possible. Yet, in my experience, this approach often misses a key opportunity: a new system can be a springboard for introducing more efficient ways of working.

For example, integrating workflow with document automation can deliver significant dividends. Investing time upfront to configure these processes during implementation can pay back tenfold, improving efficiency, enhancing risk management and freeing your team to focus on higher-value work.

Legal practices today aren’t the same as they were 25 years ago when I first started in the UK’s legal IT industry. Traditionally, firms relied on highly intelligent human staff to manage every detail. Now, artificial intelligence is becoming part of the equation. It will be fascinating to watch how firms balance human expertise with AI capabilities.

A new system also offers a chance to rethink how staff work and whether their roles align with their strengths. In my experience, embracing neurodiversity in the workplace brings unique advantages—creativity, innovative thinking, and alternative approaches to tasks that can help firms operate smarter, not harder.

Regarding AI, I don’t foresee mass layoffs. There will always be a need for human oversight to ensure data integrity and quality. However, AI can handle routine tasks such as summarising files, drafting emails, or generating preliminary arguments—freeing staff from mundane work and allowing them to focus on more complex and strategic tasks.

So, yes, change can be challenging—but it’s also an opportunity. With the right mindset, the right system, and thoughtful implementation, a new PMS can empower your firm to work more efficiently, embrace innovation, and unlock new ways of thinking.

Brace yourselves. Carpe Diem.