8 Factors to Consider When Choosing Legal Practice Management Software

Choosing a practice management platform for your law firm isn’t exactly a walk in the park. As someone leading IT decisions, you have to carefully juggle multiple priorities: keeping sensitive data secure, making sure the platform actually gets used, and ensuring it doesn’t become obsolete in a few years.  

We get it. That’s why we’ve put together a comprehensive guide to help you navigate this decision. Whether you’re replacing an outdated system or implementing one for the first time, these eight factors will help you make the right choice for your firm. 

1. Security and Compliance 

If there’s one thing that keeps IT leaders in law firms awake at night, it’s data security. And rightfully so—you’re handling sensitive client information, confidential case details, and financial data that absolutely cannot be compromised. Therefore, when evaluating a practice management platform, your security checklist needs to cover end-to-end encryption, robust access controls, and comprehensive audit trails. 

But security isn’t just about protecting data, it’s about maintaining compliance too. Different practice areas have different requirements, from GDPR to HIPAA and local bar association regulations. Look for cloud-based platforms like Actionstep that not only meet current compliance standards but integrate with third-party providers and can adapt to new requirements as they emerge.  

2. Cloud vs. On-Premise 

Gone are the days when IT leaders debated whether to use cloud versus on-premise solutions. Over the past decade, cloud (especially browser-based) platforms have emerged as the clear winner for modern law firms.  

They offer superior accessibility, automatic updates, and reduced IT overhead. Plus, you won’t have to worry about maintaining expensive server infrastructure or managing complex VPN setups for remote access. With a cloud-based solution, your team can work from anywhere while maintaining enterprise-grade security and reliability.  

It’s the perfect solution for modern law firms. 

3. Integration Capabilities 

Your practice management platform shouldn’t exist in isolation—it needs to integrate seamlessly with other business critical tools like Office 365, Docusign, Law Tool Box, and more. The key is finding a platform with robust API capabilities and pre-built integrations with common legal tech solutions. 

A well-integrated system means data flows smoothly between applications, eliminating double data entry and reducing errors. Before committing to a platform, make sure it can connect with your must-have tools and has the flexibility to integrate with new technologies as your firm evolves. 

4. Scalability and Adaptability 

Nobody likes outgrowing their technology investments. Your practice management platform should grow with your firm, whether you’re adding new users, opening new offices, or expanding into different practice areas. However, scalability isn’t just about size, it’s about adaptability too. Your platform should be able to handle changing workflows, new types of matters, and evolving client needs. 

Look for solutions like Actionstep that offer flexible pricing models and easy scalability without requiring major system overhauls. 

5. User Experience and Training 

The most feature-rich platform won’t deliver value if your team doesn’t use it. When evaluating solutions, consider the learning curve for different user groups, from tech-savvy associates to partners who prefer traditional methods.  

A good platform should feel intuitive from day one, with clear navigation and familiar interfaces that mirror how your team already works. 

6. Automation and Efficiency 

Intuitive automation is revolutionizing how law firms operate. Unlike basic automation, intuitive automation understands your firm’s workflows and anticipates user needs, streamlining everything from document creation to client communications. It’s like having a smart assistant that learns how your firm works and makes processes more efficient automatically. 

By implementing platforms with intuitive automation, like Actionstep, your firm will reduce non-billable admin time, capture more billable hours, and have more time to focus on high-value work. 

7. Cost and ROI 

Consider both initial costs and the total return on investment (ROI) from implementing the practice management platform (increased billable hours through better time capture, improved staff productivity, and so on). The ROI might be far larger than you think. For example, an attorney who forgets to bill clients for sending emails could be costing your firm $70,000 annually.  

Looking beyond the subscription fee, consider costs like implementation, training, data migration, and any required integrations. A platform that seems expensive upfront might actually offer better value when you factor in all the efficiency gains and reduced administrative overhead. 

8. Support and Reliability 

A practice management platform is only as good as its support team and uptime reliability. Look for a partner that can provide rapid response times when issues arise, or that has a readymade bank of comprehensive resources to help if you encounter a problem.  

System reliability is equally crucial, even brief outages can impact your firm’s productivity and client service. Search for providers who offer transparent uptime statistics, have multiple data centers for redundancy, and maintain clear communication channels during any service interruptions. 

Ready to Make Your Decision? 

Choosing the right practice management platform is a strategic investment in your firm’s future. While the eight factors above provide a framework for evaluation, the real test is determining how a platform transforms your firm’s operations. 

Ready to learn how Actionstep can help your firm become more productive and profitable? Book a demo to see for yourself.