Unlocking the Power of Your Practice Management System: Building Better Processes with What You Already Have

In Australia’s fast-evolving legal technology landscape, many firms are investing heavily in new tools and platforms in pursuit of greater efficiency, better client service, and improved profitability. Yet, in our work with firms across the country, one theme comes up time and again – many frustrations with technology stem not from having the wrong system, but from not fully leveraging the one they already have.

The Untapped Potential of Your Practice Management System

Your firm’s practice management system (PMS) sits at the heart of your operations. Whether you’re managing client matters, time recording, billing, or compliance, the PMS drives much of the day-to-day work. But in many cases, firms use only a fraction of their system’s capability – often sticking to the features they know best, rather than exploring what the platform can truly do.

For example, we’ve seen firms using their PMS purely for matter management, while missing out on automated workflows, integrated document templates, or reporting features that could eliminate hours of manual work. Over time, these inefficiencies accumulate, leading to bottlenecks, compliance risks, and – perhaps most noticeably –staff frustration.

Why the Problem Isn’t Always the Platform

When staff raise complaints about “the system not working,” the underlying issue often isn’t the system itself. Instead, it’s a sign that:

• The firm hasn’t tailored the system to its specific workflows.
• Users aren’t fully trained or aware of what the system can do.
• The PMS isn’t integrated with other core systems, creating information silos.

In other words, it’s not about starting from scratch — it’s about optimising what’s already there.

Building Better Processes Through Integration

A modern legal technology ecosystem works best when your tools talk to each other. Rather than operating your PMS in isolation, integration with best-in-class systems can unlock even greater value and streamline your firm’s processes.

At WorkCloud, we specialise in helping firms leverage their existing systems by connecting them to complementary tools such as:

• Actionstep for practice management – a flexible, cloud-based PMS built for the modern law firm.
• iManage for document management – ensuring secure, searchable, and compliant handling of all firm documents and emails.
• Smarter Drafter for intelligent document automation – empowering teams to generate accurate, tailored legal documents in minutes.

Together, these systems can create a seamless digital workflow: client data entered once flows through to documents, tasks, billing, and reporting — reducing duplication, improving accuracy, and freeing your team to focus on high-value work.

Making the Most of What You Have

Before considering a system overhaul, firms can often gain immediate improvements by auditing and reconfiguring their current setup. Some practical first steps include:

1. Mapping your current processes – Identify where bottlenecks occur and whether existing PMS functionality can automate or simplify those steps.
2. Reviewing integrations – Check if your PMS connects effectively with your document management and automation tools.
3. Training and adoption – Invest in user education so everyone understands not just how to use the system, but why it’s structured the way it is.
4. Partnering with experts – Engage specialists who understand both the technology and the way law firms operate.

How WorkCloud Can Help

At WorkCloud, we work with Australian law firms to maximise the return on their existing technology investments. Our approach combines deep knowledge of legal workflows with hands-on expertise in systems like Actionstep, iManage, and Smarter Drafter. Whether it’s improving matter workflows, integrating document systems, or automating your drafting process, we help you get more from the tools you already have — while building scalable foundations for the future.

Ready to unlock the full potential of your practice management system?

Talk to the WorkCloud team today about how we can help your firm build better processes and make your technology work smarter – not harder.