Adopting new legal practice management software can feel daunting – but with the right mindset, preparation, and communication, it can also transform how a firm operates. In this Crespect Talks episode, Claudia Vanheiden, law firm technology consultant, and Eglė Venskūnienė, COO at Sorainen, share what truly makes a software transition succeed – from data migration to change management.
When Change Becomes Inevitable
Both speakers agreed – waiting too long to replace outdated systems is one of the biggest risks a firm can take.
- Compliance and security gaps are often the first red flags.
- Ageing technology leads to poor performance, high maintenance costs, and limited integration options.
- Employee frustration is often the final signal that it’s time to act.
As Eglė shared, Sorainen’s decision to move from its legacy platform was driven by performance bottlenecks, technology limitations, and the growing cost of maintaining a system that could no longer scale.
Success Starts Before the Switch
According to Claudia, successful implementations start long before the software is installed.
Firms that thrive in transformation:
- Define clear business goals and success metrics early.
- Involve both management and users – not just IT.
- Allocate proper time and resources, supported by external experts.
- Treat the project as a transformation, not just an IT upgrade.
Eglė echoed this: “For us, it wasn’t just an IT project – it was a firm-wide transformation.”
Managing Change – Not Just Technology
Change management often makes or breaks a project.
At Sorainen, communication started a year before the system switch –with countdown clocks, weekly updates, and clear messaging about what was coming.
They followed the ADKAR model (Awareness, Desire, Knowledge, Ability, Reinforcement) to build engagement.
Other effective strategies included:
- Phased rollout instead of a “big bang” launch.
- Internal ambassadors who acted as trusted voices.
- Continuous feedback loops – to make people feel heard and supported.
“Communication can never be too much,” noted Eglė. “Even when you think everyone knows – communicate again.”
Common Pitfalls to Avoid
From Claudia’s consulting experience, the top reasons implementations fail include:
- Treating the change purely as an IT project.
- Over-customising to mimic old workflows.
- Underestimating the time needed for user onboarding and support.
- Ignoring employee feedback post-launch.
Her advice: “Start from your pain points, not from the tool. The software should fit your needs – not the other way around.”
What else was discussed during this Crespect Talks episode? See the recording and do not miss other episodes by following us on LinkedIn.
How Crespect Supports Smooth Software Adoption
Behind every successful law firm transformation is the right technology partner.
Crespect helps firms manage change with ease — from secure data migration and onboarding support to clear workflows and scalable structure.
Ready to modernise your firm’s operations?
Book a demo with our team and see how Crespect can make your transition seamless.
