Matter Management Software

In the intricate tapestry of legal processes, technology has woven its transformative touch, giving rise to tools that streamline operations. Among these, matter management software stands out as a potent ally for legal professionals.

What is Matter Management?

At its core, matter management revolves around the organisation and handling of legal matters, tasks, and related data. When incorporated into software, it becomes a powerhouse for managing every aspect of legal operations.

Key Features of Matter Management Software

A quintessential tool for legal professionals, matter management software, like Plexus, embeds a plethora of functionalities that revolutionise the way legal operations are conducted.

Document and Data Organisation

Matter management software is indispensable for meticulously organising a vast array of information relating to the legal matter. This ensures that important data is always at one's fingertips, making case handling more efficient.

Task and Deadline Tracking

With task and deadline tracking, professionals can stay ahead of their schedule, ensuring that no date goes unnoticed and every task is addressed promptly.

Communication and Collaboration Tools

The essence of successful legal operations often rests on effective communication. With integrated tools, this feature ensures that team members and other stakeholders remain connected. This facilitates real-time communication, fostering better teamwork and collaboration.

Integration with Other Software

No software functions in isolation in today's interconnected digital landscape. Matter management software can seamlessly integrate with other essential tools, be it Customer Relationship Management (CRM) systems, billing applications, or even email clients. This not only ensures a cohesive working environment but also reduces the hassles of juggling between multiple platforms.

Centralised Repository

The beauty of this feature is its simplicity. By creating a single, unified storage location for all case-related data, professionals can swiftly access any information, be it a past case reference or communication history. This consolidation reduces time spent searching for data across scattered sources.

Reporting and Analytics

Knowledge is power, and this feature transforms raw data into actionable insights. By analysing case progression, team performance metrics, and areas that need improvement, legal teams can strategise better, foresee challenges, and continuously refine their approach.

Incorporating these features, matter management software stands as a testament to how technology can elegantly reshape traditional workflows, making them more aligned with the fast-paced demands of the modern world.

Benefits of Implementing Matter Management Software

Enhanced Productivity and Efficiency: Automation of mundane tasks leads to quicker completion and more time for strategic, higher value legal tasks.

Improved Accuracy and Compliance: Reduces the risk of human error and ensures adherence to legal standards.

Real-time Reporting and Analytics: Provides instant insights, helping in timely decision-making.

What to Look for in a Matter Management System?

Choosing the right matter management system can significantly influence an organisation's efficiency, accuracy, and overall productivity. When it comes to such a critical tool, it's essential to have a clear understanding of its offerings. Here's an elaboration on the pivotal features to consider:

User-Friendly Interface

In today's fast-paced world, ease of use is paramount. A system with an intuitive and clean interface not only reduces the learning curve for its users but also accelerates daily operations. It ensures that users can dive straight into their tasks without being bogged down by complex navigation or convoluted features.

Customisable Workflows

Every organisation has its unique way of functioning. A one-size-fits-all approach rarely works in such scenarios. The system should allow for workflow customisation, enabling teams to mould the software according to their specific processes and requirements. This adaptability ensures that the software feels like a natural extension of the organisation's operations rather than a rigid external tool.

Integration Capabilities

In the vast landscape of digital tools, isolated software can hinder efficiency. The ideal matter management system should effortlessly integrate with other essential tools, be it email platforms, billing software, or CRMs. This interconnected ecosystem streamlines operations, allowing for smooth data flow and reduced manual data entry.

Security Measures

Given the sensitive nature of the information stored in a matter management system—client details, case histories, legal strategies—it's vital to ensure robust security. From encryption standards to multi-factor authentication and regular security audits, the software should employ a comprehensive approach to protect data from breaches and unauthorised access.

Mobile Accessibility

With the rise of remote work and the need for professionals to stay connected even outside the office, mobile accessibility becomes crucial. The system should be optimised for mobile devices, allowing users to access data, communicate, and even make vital updates from anywhere, providing them with unmatched flexibility.

Overcoming Challenges in Adopting Matter Management Software

Adopting new technology, especially something as comprehensive as matter management software, comes with its set of challenges. The success of such a transition, however, lies in understanding these hurdles and preparing for them adequately. Here's an expanded perspective on these challenges and how they can be addressed.

Employee Resistance and Training Hurdles

Change can be daunting, and it's not uncommon for employees to resist transitioning to a new system, fearing the learning curve or potential disruptions to their workflow. Addressing this resistance head-on is essential. Start by clearly communicating the reasons for the shift and the long-term benefits it promises. Offering comprehensive training sessions that cater to different learning styles and proficiency levels can also be instrumental. By allowing users to familiarise themselves with the software at their own pace and ensuring they have access to resources and support, organisations can turn apprehension into confidence.

Data Migration Pitfalls

Transitioning data from an older system to a new one is often the most technical and sensitive aspect of adopting new software. The stakes are high, given the risk of data loss, duplication, or corruption. To safeguard against these, it's vital to start with a thorough audit of the existing data—cleaning up any redundancies or inaccuracies. Employing specialists or dedicated teams who understand the intricacies of data migration can also prove invaluable. Ensuring regular backups, test migrations, and having a rollback plan are other essential steps in this process.

Measuring Return on Investment (ROI)

To truly gauge the success of the new software, organisations need to continuously monitor its performance and the tangible benefits it brings. This involves setting clear metrics and KPIs that align with the organisation's goals—be it increased efficiencies, reduced errors, or improved client satisfaction. Regular reviews and assessments not only provide insight into the ROI but also highlight areas for further optimisation or training.

Best Practices for Maximising the Benefits of Matter Management Software

For organisations to truly tap into the transformative potential of matter management software, it's not just about initial implementation; it's also about the sustained practices that ensure the system delivers optimal results over time. Here's a deeper dive into some of the best practices that can drive the most value.

Continuous Training and Skill Development

As with any software, the landscape of matter management systems is continually evolving, with new features and functionalities being introduced regularly. To ensure that your team can make the most of these advancements, continuous training is paramount. Beyond the initial onboarding, periodic workshops or training sessions can familiarise users with new updates, helping them navigate and utilise the system more effectively. This ongoing investment in skill development not only boosts productivity but also fosters a culture of learning and adaptation within the organisation.

Regular Software Updates and Maintenance

Technology, by its very nature, requires consistent attention to remain at its peak performance. Regularly updating the software ensures you have the latest security patches, bug fixes, and enhancements. It's essential to set a routine where these updates are scheduled during off-peak hours to minimise disruptions. Additionally, periodic system maintenance, such as data backups and system health checks, ensures the software runs smoothly and can be restored quickly in the event of any unforeseen issues.

Soliciting User Feedback for Improvements

At the end of the day, the users—be it lawyers, paralegals, or administrative staff—are the ones interacting with the system most closely. They often have firsthand insights into areas where the software can be improved or tailored to better fit their needs. Encouraging a feedback-rich environment can unearth invaluable suggestions that can broaden the software's usability and effectiveness. Regularly conducting surveys, feedback sessions, or even informal check-ins can create a channel through which these insights can be gathered and acted upon.

FAQs about Matter Management Software

What exactly is matter management software?

It's a tool designed to manage, organise, and streamline legal operations, from case handling to document management.

How does matter management software improve collaboration?

Through integrated communication tools, it facilitates seamless interaction among team members, enhancing collaboration.

What security measures are implemented in these solutions?

Typically, they come with encryption, multi-factor authentication, regular backups, and more.

How do I choose the right software for my organisation?

Assess your specific needs, consider your budget, ensure it integrates with existing tools, and always check for user reviews and testimonials.


Matter management software stands as a cornerstone for modern legal operations, providing an integrated platform for case handling, collaboration, and data management. The key takeaways are its abilities to enhance efficiency, ensure accuracy, and facilitate seamless communication among stakeholders. By integrating advanced features such as customisable workflows, analytics, and mobile accessibility, these software solutions empower legal teams to focus more on strategic tasks rather than administrative chores. As the legal sector continues to evolve in the face of technology, adopting and optimising matter management systems will be instrumental in shaping the future of efficient and effective legal service delivery.

Manage legal matters from intake to insights

Plexus' matter management software gives you everything to your team needs to deliver faster and more scalable legal support. Capture better briefs, automate your triage, reach resolutions faster and improve visibility into matters.

Learn More


Get weekly legal transformation best practices, benchmarks and trend analysis.

We use cookies on this site to enhance your user experience and improve our services. By using our website, we assume you're ok with this. View our privacy policy for details.

Get your free eBook!

Modernise your legal function with the Digital Transformation Guide for General Counsels.

Digital Transformation Guide