Have you ever walked into your favorite Publix and noticed they changed around the aisles? You want the coffee to be in Aisle 2 where it was usually, but it was moved to Aisle 5. There is really nothing you can do about it but move forward, understanding items are in a different place now. Employees at law firms may feel the same in the face of new document management software implementation. There are ways to ease this transition process.

Consider the Personalities of Employees

People come from different circumstances in their lives and have different duties in the firm. For example, consider an assistant, a paralegal, and an attorney. The new software must meet the needs of not only the organization, but also each individual—even though their needs and roles may differ. There are several personality types when it comes to adaptation of new technology.[1]

Everett Rogers, author of Diffusion of Innovations, sets out five categories of people that look to adapt to new innovations.[2] Innovators are the first to adopt new technology, as they are usually risk takers.[3] Early adopters are next, usually looking for opportune ways to improve their business.[4] After that, the early majority adopt the technology.[5] The late majority is the next category, with people known to be skeptical of new programs.[6] They want the program to work with few issues.[7] The laggards are the last to adopt new technology.[8]

Problems with Importing Data from Old Program to New Program

People in any organization also have to be patient with the way technology is imported into the new program. There are a myriad of issues with importing data.[9] Program interfaces may vary significantly between systems, leaving employees feeling confused about where files are stored.

Data processing is very difficult.[10] Individuals often must manually correct the new program in order to make it more useful.[11] When time is literally money for law firms, it can cause concern for employees and owners.[12] This is something that must be calculated into the cost of changing software programs.[13]

Encouraging Feedback from Employees on Issues with Programs

The next issue for law firms to consider is setting up a system of regular feedback in place to evaluate the use of the program and any major issues.[14] Opening things up to feedback invites difficult conversations, where the firm must address the issue from the employee or try to find a workable solution.[15]

These concerns must be addressed before the software is implemented.[16] People may be anxious about changing software they use daily.[17] Employees may wonder whether they will be able to adapt to the new software and essentially do their job.[18]

People have to know why the change is necessary if you want them to engage with it positively. Make sure you can explain how it will help – or why it’s it not ok for things to continue as they are.[19]

Takeaway

It is common knowledge that technology is changing. There are certain programs that can no longer work with newer computer models. However, there are positive aspects of every new program. The firm can emphasize the user-friendly aspects of the new software. There is no going back to the old program, so forward is the only direction to take for the firm. It is vital that law firms take into consideration factors to encourage employees to use the new program and come to management with questions or concerns. The law firm should use different methods of engagement to reach all employees with training on the new software to assure the greatest level of success for the new document management software.[20]

Keep Reading

When the Bugs Hitchhike: Using Entomology to Defeat Bed Bug Habitability Claims How I Became A Lawyer: A Story of An Absence to Inspiration Orders, Objections, and Expectations: What Legal Media Gets Right (and Wrong) About Lawyering Legal Jiu-Jitsu: The Gentle Art of Practicing Law Florida’s HB 167 & Phosphate Mining Litigation Early Case-Handling Strategies for Adjusters to Prevent Nuclear Verdicts® Beyond Competence: The 4 Cs of Exceptional Client Service Private Thoughts, Public Evidence: AI Chat Conversations and the Next Wave of Discovery From Classroom to Courtroom: My Personal Journey to Becoming an Attorney

Sources

[1] Adrienne Kennedy, M.A., Everett M. Rogers, EBSCO KNOWLEDGE ADVANTAGE, (visited August 26,2025), https://www.ebsco.com/research-starters/biography/everett-m-rogers#full-article.

[2] Id.

[3] Id.

[4] Id.

[5] Id.

[6] Id.

[7] Id.

[8] Id.

[9] Nate Ferrero, 6 Data Import Challenges Facing Software Developers, SOFTWARE ENGINEERING DAILY, January 15, 2022, https://softwareengineeringdaily.com/2022/01/15/6-data-import-challenges-facing-software-developers/.

[10] Id.

[11] Id.

[12] Id.

[13] Id.

[14] Geoff Tuff, Steve Goldbach and Elizabeth Lascaze, How to Get Honest Substantive Feedback from Your Customers, HAVARD BUSINESS REVIEW, September 15, 2023, https://hbr.org/2023/09/how-to-get-honest-and-substantive-feedback-from-your-customers.

[15] Id.

[16] Charlotte Scott, Why do People Fear Change?, THE MANAGEMENT CENTRE, (visited August 26, 2025), https://www.managementcentre.co.uk/insights/people-fear-change/

[17] Id.

[18] Id.

[19] Id.

[20] Teresa Byington, Five Best Practices for Teaching Adult Learners: Lose the Lecture and Engage Learners, EXCHANGE PRESS, Issue 276-Winter 2024, https://hub.exchangepress.com/articles-on-demand/44908/