How to motivate counsels to use an internal Social Intranet

At Luther Lawfirm all counsels are working intensively with clients by understanding their needs, bearing always in mind the business and financial implications of their advice. Being a partnership of lawyers and tax advisors with 10 offices in Germany and 6 international offices in the relevant European and Asian markets Luther Lawfirm offers cross-border advice and project management. As collaboration internally and externally is mandatory Luther Lawfirm decided to decommission their old intranet and make a big step by introducing a Social Intranet based on IBM Connections and ICEC. We will explain the general approach, the most important project mile stones and show how important it is to provide a user centric intranet. Also we will give a quick view on what is planned next.

Transcript

1. How to motivate counsels to
   use an internal Social Intranet
   

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2. Social Connections 15 Munich, September 16-18 2019
   PLATINUM SPONSOR
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3. Social Connections 15 Munich, September 16-18 2019
   The speakers
   Andreas Gäbisch Thomas Rickert
   Thomas has been working with IBM
   Collaboration Solutions for more
   than 20 years realizing many
   Notes/Domino, Sametime,
   Connections, Mobile and Portal
   projects for corporate and enterprise
   customers from the scratch.
   Nowadays his focus is on the value
   share and business side of
   collaborative and social solutions.
   Currently, he is working as Software
   Architect at TIMETOACT Software &
   Consulting GmbH.
   Andreas Gäbisch was born in
   1963. After graduating from
   high school, he studied
   information technology at
   Chemnitz Technical University.
   Following positions in the IT
   departments of Motorradwerke
   Zschopau, Arthur Andersen and
   Ernst & Young, Andreas
   Gäbisch is responsible for IT at
   Luther
   Rechtsanwaltsgesellschaft
   since 2007.
   

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4. Facts and Figures
   Lawyers and tax advisors
   Number of partners
   Offices at important German economic centres
   International offices at important financial centres and investment
   locations
   Mio. Euro Turnover FY 2018/2019 (national offices)
   Mio. Euro Turnover FY 2018/2019 (worldwide)
   Close long-term relationships with renowned commercial law firms
   worldwide
   Frequently listed in the specialist media as leading and recommended
   advisors
   420
   10
   8
   77
   190,2
   207,7
   

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5. Our industry focus
   Information Tech &
   Telecommunications
   Health Care & Life
   Science
   Energy
   Mobility & Logistics Real Estate &
   Infrastructure
   

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6. Overview of our practice areas
   ▪ Antitrust Law
   ▪ Capital Markets, Banking & Finance
   ▪ Commercial and Distribution Law, Product Liability / Product
   Compliance
   ▪ Complex Disputes
   ▪ Compliance & Internal Investigations
   ▪ Corporate / M&A
   ▪ Data Protection Law
   ▪ Employment Law
   ▪ Energy Law
   ▪ Environment & Planning Law, Regulatory
   ▪ Family businesses - entrepreneurial families
   ▪ IP and Copyright Law
   ▪ IT Law
   ▪ Insurance law
   ▪ International Trade Law
   ▪ Notarial Services
   ▪ Public Procurement Law
   ▪ Public Subsidies / State Aid Law
   ▪ Real Estate
   • Restructuring and Insolvency
   ▪ Tax Law
   ▪ White-collar Crime & Tax offences
   

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7. Social Connections 15 Munich, September 16-18 2019
   Tough time line until launch of
   „Luther.connect“
   • Within 3 months (03/2018 – 06/2018) …
   • Launch date was fixed (15th of June 2018)
   „Practice Day - Meeting of global Luther counsels“
   → Announcement of new intranet
   • Replace existing intranet (do not lose important
   content)
   • Bring benefits = first Collaboration assets
   • Modern, mobile etc.
   

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8. Social Connections 15 Munich, September 16-18 2019
   What do you need? Well first, a great team
   • Main sponsors = Managing Partners
   • Corporate Communications
   • HR
   • Main internal departments (Marketing, Finance,
   Compliance, Business Development)
   • A few selected counsels
   • IT Team
   • External partner
   

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9. Social Connections 15 Munich, September 16-18 2019
   What else? Well secondly, a great software
   

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10. Social Connections 15 Munich, September 16-18 2019
    Time schedule (big picture)
    Technical /
    System Freeze / review
    Next steps
    - IT topics (E-Akte)
    - Review of use cases
    - Broader usage of
    platform
    - Exec./Mgmt.
    Feedback
    - Monitoring
    - Measuring
    March April May June
    Install
    Support Prepare Material Training Staff Training II
    Governance Define Policies /
    Scope / Guidelines
    Final Policies for
    Launch
    Communications
    Team
    Prepare Material /
    Define Comm.
    Plan
    Prepare Material /
    Define Comm.
    Plan
    Start official
    Communication
    Pilot Teams
    ESN
    First Training
    snippets
    On-the-Product
    Training
    Use Case Training
    …
    External
    = Milestone
    Review Guideline /
    Policy / Training
    Material / Design /
    Install
    Train Comm. Team
    / IT Training
    Train Comm. Team
    / IT Training
    Use Case Training
    L
    a
    u
    n
    c
    h
    Team nominations
    Technical
    Communication
    Design
    Navigation
    Content Defintiion
    CI / CD
    Create Templates
    Content Creation
    Content Import
    Create Templates
    Content Creation
    

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11. Social Connections 15 Munich, September 16-18 2019
    Transformation / replacement of existing
    solution
    • Document centric (static)
    • Few editors (not many readers…)
    • Single language
    • No 1:1 transformation (but content mig.)
    • Intranet & Social collaboration
    • Include foreign locations
    

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12. Social Connections 15 Munich, September 16-18 2019
    But … how to motivate counsels (and all other
    employees) to use a Social Intranet?
    • Relevant information = added value
    • Ease of use
    • Management attention
    • Training
    • Find great use cases
    

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13. Social Connections 15 Munich, September 16-18 2019
    Vision (core)
    

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14. Social Connections 15 Munich, September 16-18 2019
    Targets (What?) How?
    • Continuous communication of news and updates about processes
    • Luther.connect primary information channel → reduce e-mail & clutter
    Luther.connect is the central preferred platform for
    gathering all Luthr related information
    • Create awareness
    • Know-how source
    • Sharing Best Practices (positive messages and results) permanently
    • Identify, enable and support multiplicators
    • Primary „Search Engine“ for finding internal information and results
    Luther.connect is used by organizational units
    (i.e. Service Lines, Practice groups, Locations,
    Business Service Areas) and single teams to build networks
    and increase internal information exchange and knowledge
    share and knowledge management
    • Reduced complexity
    • Easy research for information
    • Profile enhancements
    Luther.connect should use KISS principle
    > keep it short and simple <
    • Transparency during tenders and offers (Business Development)
    • Again: Sharing Best Practices (positive messages and results)
    • Integration of workflows
    Luther.connect supports simplification (and reduction)
    of internal processes
    Strategic goals for Luther.Connect
    

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15. Social Connections 15 Munich, September 16-18 2019
    Workshops regarding Change Management
    

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16. Social Connections 15 Munich, September 16-18 2019
    (many) Target groups
    • All employees
    • New employees
    • Locations
    • Managing Partner
    • Management Teams
    • Location Heads
    • „Partnerausschuss“
    • Community Manager
    • Professionals
    • Service Lines
    • Practical groups
    • Interest groups (fachlich)
    • Special interest groups
    • Partners
    • WiMi & Referendare
    • Assistents
    • Key Users
    • Switch Board / Empfang
    • Admin
    • Azubis
    • Ausland (Europa / Asien)
    

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17. Social Connections 15 Munich, September 16-18 2019
    Added value for everyone
    ENTRY COMMUNITY
    CORPORATE #1 CORPORATE #n
    WORKSPACE WORKSPACE WORKSPACE
    EXPERTS
    EXPERTS
    AD-HOC
    ME ME
    ME ME ME ME ME
    INTEREST
    INTEREST
    INTEREST
    AD-HOC
    SUPPORT
    INFO MGMT
    - Formal
    - Structured
    - Planned
    •  TOP-DOWN APPROACH
    - Informal
    - Unstructured
    - Spontaneous
    •  BOTTOM UP APPROACH
    

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18. Social Connections 15 Munich, September 16-18 2019
    Functional communities
    IT
    Marketing
    Business Development
    Quality & Risk Mgmt
    Finance
    HR
    PR & Kommunikation
    Knowledge Mgmt
    Admin teams
    Locations
    Düsseldorf
    Essen
    Frankfurt a.M.
    Brüssel
    London
    Luxemburg
    Shanghai
    Hamburg
    Hannover
    Köln
    München
    Singapur
    Yangon
    Capital Markets &
    Banking
    Commercial
    General Corporate /
    M&A
    M&A Services
    IP/IT
    Employment
    Real Estate
    Tax
    Service Lines
    Antitrust, Competition &
    Regulatory
    …
    

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19. Social Connections 15 Munich, September 16-18 2019
    Navigation & Community thoughts
    

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20. Relevance
    ! Awareness
    ✓
    Main message(s)
    
    Information request
    
    # of participants
    Information types
    + ++ +++ bei
    Bedarf
    laufend
    Frequency
    Intensity
    TOP 3 Targets
    1.
    2.
    3.
    Intensity
    Target groups
    Community-Sheet
      ☺
    Area of interest
    + ++ +++
    Information distribution
    Raise discussions
    File distribution
    Projekt Managment
    Documentation / processes
    Time of usage
    Owner / Steering
    1.
    2.
    3.
    

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21. Social Connections 15 Munich, September 16-18 2019
    Latest
    Information
    Subareas
    External
    Data
    Important
    Links
    Shot
    description
    Discussions
    Logo
    +
    … and much more
    … Templates / File storage
    … Documentation
    … Process description
    … Surveys
    

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22. Social Connections 15 Munich, September 16-18 2019
    Launch of „Luther.connect“
    ✓ On time on 15th of June 2018
    „Practice Day - Meeting of global Luther counsels“
    ✓ Replace existing intranet (do not lose important content)
    ✓ Bring benefits = first Collaboration assets
    ✓ Modern, (mobile) etc.
    

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23. Social Connections 15 Munich, September 16-18 2019
    Counsel‘s view with related information
    (current screenshot)
    Current
    information
    Counsel‘s
    engagements
    Find a collague
    Important links
    Counsel‘s
    dashboard
    Communities
    for counsels
    

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24. Social Connections 15 Munich, September 16-18 2019
    Luther.Connect – Phase 2
    Linking of
    Luther.contacts (CRM)
    Creation of
    buiness communities
    International:
    reverso
    Luther.connect
    Phase 2 Integration Knowledge
    Database: HCL LEAP
    Integration spotlight
    Usability:
    Fade out; Orient.me
    Extranet:
    Client integration
    More training;
    Organization
    

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25. Social Connections 15 Munich, September 16-18 2019
    Example of administration community
    

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26. Social Connections 15 Munich, September 16-18 2019
    Training methods
    • Community Management / Admin Communities
    • Train-the-Trainer (e.g. for Locations)
    • Presence training (on demand)
    • Remote training (via Sametime)
    • Training videos
    • Handouts
    • Best Practices
    • Continuous participation and presentation at „General
    Counsel Meetings“
    

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27. Social Connections 15 Munich, September 16-18 2019
    Our wishes for Connections.Next
    • Integration of external data
    • Full mobile features
    • Consistent design & structure
    (Connections → ICEC)
    • Best performance
    

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28. View Slide

29. PLATINUM SPONSOR
    PLATINUM SPONSORS
    GOLD SPONSORS
    BRONZE SPONSORS
    SILVER SPONSORS
    SPEEDSPONSORING BEER SPONSOR
    

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