📥 Download for free Would you prefer to start by producing your specifications in-house? We have listed the essential elements to include in your document to ensure that your specifications are properly produced. 🌎 Background This first step aims to write a few lines to state the problems encountered. This is the basis of the application. As important as the technical part, this part helps to give meaning to the development of the project and facilitates the understanding of the needs of your legal department. This step should not be underestimated! The clearer and more well-founded your problem, the more seriously your specifications will be taken if you present them to unlock a budget. Example "We are finding it difficult to respond to requests for legal information from our operational staff. Our team of 5 lawyers is not sufficient to meet the growing demand, especially in times of crisis. This constraint lengthens response times and prevents us from reacting in a hurry. In addition, we are regularly called upon to respond to simple and recurring problems. The time spent on these requests is time-consuming to the detriment of the most complex operations. Key figures Average response time Number of simple requests per month Number of complex requests per month Type of recurring requests Number of operational staff for a lawyer Time spent per lawyer on simple issues Time spent per lawyer on complex issues Top 5 internal customers with recurring needs [...] " 🎯 Objectives Once the context and the problems encountered have been expressed, it is essential to determine your expectations and the expected result. If you have the necessary data, it is also advisable to quantify your objectives. "We want to improve our customer satisfaction and free up our time to focus on high value-added tasks. Today the satisfaction rate is 60%, we are aiming for 80% one year after the implementation of the new tool. OBJECTIVE 1 To enable operational staff to find quick answers to their recurrent and simple legal questions in complete autonomy. OBJECTIVE 2 Enable operational staff to be directed to the relevant lawyer online for their more complex questions. OBJECTIVE 3 To enable lawyers to save time by automating the drafting of documents. x% reduction in average response time for simple issues NPS internal customer satisfaction [x] Less than [time] per day on simple issues Time saved per lawyer [x]€ saved in external resources. x]% decrease in penalties for legal errors 👥 Team A project is often carried out by a team orchestrated by a project manager. In this section, assign a role to each of your collaborators. Example of roles Project Manager Business expert IT Manager / Technical Team User - beta tester Warning ⚠️ Don't leave out your legal team! The more you include your future users in your project, the more they will be engaged in the use of the deliverable and even help you optimise it with their business expertise. Dig into the organisation chart of your legal department, you will find invaluable partners. Last name - First name Project role Company Contact e-mail Name and surname Role contact First name Role contact First name Role Company First name Role Company 🧰 Functional description of requirements The functional description may appear to be the most complex part to write. Don't worry, this part calls for logic and knowledge of your needs rather than technical skills. In this part, you should explain in a few lines what your application or other deliverable of your project should do. Position Legal assistant Sub-functionality Qualification of the application Response or connection Assignment of the question to the competent lawyer Objective Objective 1 To enable operational staff to find, in complete autonomy, quick answers to their recurrent and simple legal questions. Objective 2 To enable operational staff to be directed to the relevant lawyer online for their more complex questions. Description "The Assistant offers a set of predefined questions and answers according to a "decision tree" type of structure. This tree was designed by our team and integrated into the platform by Seraphin. A summary of the question and answer exchanges is shown next to the Wizard. Clicking on one of the steps allows you to return to that step in the Wizard and modify your answer. [...]" Constraints / management rules "The service is only accessible by operational staff and lawyers. Decision trees can only be modified by their administrators. [...]" Priority level High priority Medium priority Low priority Good to know If you have an idea of the final design in mind, make a mock-up. You don't need to use a design tool, a simple Power Point mock-up can be enough for a first draft. 💵 Budget Do you have a budget for your project? If so, include it directly in your specifications and highlight all available resources. If you don't have a budget at the moment, that's no reason to downplay this part! According to a study DayOne80% of legal departments do not have a budget for the transformation of their legal department. When undertaking a project to improve the internal customer satisfaction For example, the budget is not only discussed in terms of the expenses required to structure a legal department. On the contrary, mentioning the budget of your legal department can be a real strength of your proposal since it can save external resources and time. You can therefore turn your need to structure your department into an efficient legal department into a real asset for budget optimisation, while creating value for your clients. in-house lawyers and operational staff. Cost Earnings Post x Amount in euros Advantage x Estimated amount of savings in euros 📅 Calendar There's nothing like a schedule to keep you organised and to have a clear view of the follow-up of your project. Do not hesitate to set milestones for the most complex phases with intermediate deliverables. Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 [Phase] Deliverable [Phase] Deliverable [Phase] Deliverable [Phase] Deliverable [Phase] Deliverable [Phase] Deliverable [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task] [Task]

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