Estrategias para alcanzar el éxito en los procesos de implementación de nuevas tecnologías legales

En la actualidad, entre más se generan grandes flujos de información que provienen de todas partes del mundo, más se ve la necesidad de aprovechar esta información y adaptarse a los cambios. Hace ya unos cuantos años que los departamentos legales dejaron de gozar de inmunidad a los cambios organizacionales que sufren las demás áreas en materia de implementación tecnológica. Hemos llegado a un punto en el que los profesionales del derecho deben actualizarse continuamente acerca de los sistemas existentes e implementar nuevas tecnologías con el fin de mejorar su eficiencia, la productividad y la calidad de su trabajo.

Sin embargo, de nada sirve la mejor y más alta tecnología del mundo si no se adopta plenamente y no forma parte del uso diario de un abogado, su personal de apoyo y de asesoramiento externo. La existencia de un porcentaje destacable de usuarios de nuestro sistema TimeManager, por ejemplo, que todavía no hacen un uso completo de las herramientas y módulos que se ofrecen en la plataforma, da qué pensar respecto a la intención y las estrategias de las firmas a la hora de sistematizar y optimizar todas las tareas que se realizan diariamente en ellas.

Se ha vuelto fundamental, a nivel competitivo, maximizar la adopción y el uso de las herramientas tecnológicas en materia legal con el fin de que se ofrezca un notable retorno de la inversión y se pueda ver como resultado el ahorro de tiempo, la reducción de costos, la accesibilidad inmediata al conocimiento institucional, la reducción del riesgo, entre otros.

Teniendo en cuenta lo anterior, en TimeManager hablaremos de las estrategias de gestión que deben realizarse antes y durante las primeras fases de la implementación de un nuevo sistema de tecnología legal, con el fin de maximizar la adopción de los usuarios/abogados de los nuevos sistemas y el retorno de la inversión para las firmas.

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Participación activa del nuevo usuario

Si desde los primeros momentos de la implementación se cuenta con la participación activa de los abogados, consultores, auxiliares, etc., quienes se convertirán en usuarios de la nueva tecnología; el compromiso, la aceptación y la apropiación del cambio será notoria. Es preferible llevar la implementación a la par con la capacitación de los usuarios, que tener que solucionar problemas más adelante.

El primer paso a tener en cuenta es construir la aceptación al cambio de parte del usuario. Es muy probable que los colaboradores de las diferentes instancias de la firma no posean el mismo impulso para el cambio que se está promoviendo, pero a través de la motivación a la participación en el proceso de implementación, se podrán ver mejores resultados.

Es recomendable que durante la implementación de los nuevos sistemas se involucren a los abogados, consultores y demás personal en las reuniones acerca de los requisitos, la definición de los procesos, el diseño de las aplicaciones, las pruebas y, por supuesto, las capacitaciones y apoyo de parte de los expertos y desarrolladores de la nueva tecnología. Al incluir en estas fases a los usuarios, estos tendrán la oportunidad de comunicar sus necesidades, preocupaciones y dudas, al tiempo que le darán la opción al equipo de implementación y creación del sistema de reaccionar y reinventarse.

El siguiente paso en este proceso de asimilación y aceptación de parte del usuario es la propiedad. Se debe buscar asiduamente que los usuarios se sientan responsables por el cuidado y la alimentación constante del sistema, esto hará que se mantenga actualizado y garantizará el uso para el que fue diseñado. Una falencia en este aspecto determinará análisis imprecisos de los procesos de la firma y una pérdida notable de tiempo y dinero.

El liderazgo como eje principal

De un buen liderazgo y de una decisión clara y consensuada de parte de la cabeza de la firma a la hora de implementar nuevas tecnologías dependerá el éxito del proyecto, que en este caso es la implementación de la nueva tecnología legal en la firma. De cómo perciban los colaboradores la claridad de la misión, se verá la convicción del equipo y se podrá alinear a las distintas instancias a favor de una causa común.

Para que esta implementación sea un objetivo que valga la pena alcanzar, los líderes deben planificar y celebrar los logros alcanzados a lo largo del camino. Los líderes y el equipo deben acordar metas cuidadosamente para lograr al final de cada paso del proyecto rendir cuentas transparentes, evaluar el progreso y solucionar las dificultades que aparezcan en el trayecto. Apreciar el éxito del equipo en cada fase, fortalece la determinación de sus integrantes para alcanzar la siguiente victoria.

Comunicación eficaz y constante

El cambio y la comunicación van de la mano, y promocionar el cambio a las partes interesadas debe ser un proceso continuo. La comunicación eficaz con las personas involucradas en el proceso de implementación es tan importante como la solución tecnológica en sí.

Una buena estrategia es identificar a un equipo de promoción del proyecto que se encargue constantemente de realizar muestras representativas a los grupos de interés en la firma y exteriores, si es el caso, que apoyen la implementación y entiendan su valor para la empresa. Se debe tener en cuenta que en el mensaje se transmitan las motivaciones que pueden tener los usuarios, así como los temores y la resistencia a los cambios que puedan existir. Igualmente, es importante educar sobre las posibilidades y las ventajas en la experiencia de trabajo cotidiana que generará o que actualmente está generando la nueva tecnología desde su implementación.

Hacemos énfasis en este punto, lo recomendable es tener una comunicación “excesiva”, consistente y frecuente. Cada persona recibe el mensaje de manera diferente, por lo que es importante implementar diversos métodos de ayuda y de retroalimentación. Correos electrónicos, videos, boletines de noticias, medios sociales y demás herramientas deben ser aprovechadas para ganar la mayor atención y lograr una sintonía frente al interés en la implementación. Así como, por supuesto, no se deben desestimar nunca las reuniones en persona y los talleres de capacitación en las distintas fases.

Si el tema te interesa, no te pierdas las etrategias de gestión durante y después de la implementación de nuevas tecnologías legales.

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