Udugu Journey

Case Study 4

Successful Change Management for a Legal Team

Background

A legal team within a major organization faced a significant change as they transitioned from their legacy matter management system, ATO, to a new, advanced system—OnitX Matter Management. The first release of OnitX was launched in September 2023, with a second release planned for March 2024. The goal was to fully retire the legacy system while ensuring the new system was embraced by the entire team. However, the transition was met with resistance, especially from senior members of the legal team who were reluctant to adopt the new technology.

The Challenge

The key challenge for Udugu Journey was to manage the retirement of the legacy ATO system while ensuring the successful adoption of OnitX Matter Management. Many senior members of the legal team were hesitant to use the new system, creating potential roadblocks for a smooth transition. Additionally, the organization needed to ensure that users were fully trained and comfortable with OnitX before the ATO system was retired.

Udugu Journey's Approach

Udugu Journey was brought in to facilitate the change and help manage the transition. We used the Prosci ADKAR Model, a goal-oriented change management methodology that focuses on five key building blocks for successful change: Awareness, Desire, Knowledge, Ability, and Reinforcement.

  • Awareness: We began by conducting workshops to raise awareness about the need for change. We communicated the benefits of OnitX, such as improved efficiency, better integration, and enhanced features that would support the legal team in their daily tasks.
  • Desire: To build desire, we involved senior members in discussions about the benefits of the new system and how it would make their work easier in the long run. We highlighted success stories from other departments that had already started using OnitX.
  • Knowledge: We provided comprehensive training sessions to ensure that all team members had the knowledge needed to use OnitX effectively. This included hands-on practice, guided tutorials, and Q&A sessions with subject matter experts.
  • Ability: We worked closely with both the product and legal teams to develop users’ abilities by offering one-on-one coaching and support. This helped individuals build the skills needed to use the new system confidently.
  • Reinforcement: Finally, we implemented a reinforcement plan, including regular follow-up sessions, feedback mechanisms, and rewards for early adopters to ensure that the new behaviors were sustained and the legacy system could be retired smoothly.
Results

The change management initiative was a success. By March 2024, the legal team had fully transitioned to OnitX Matter Management, and the legacy ATO system was officially retired. Senior members who were initially reluctant became champions of the new system, actively encouraging others to embrace the change. The team reported increased efficiency, fewer system issues, and better overall management of legal matters.

Key Takeaways
  • Engagement is Key: Involving the senior team members early in the process and addressing their concerns helped build the desire for change.
  • Structured Approach: Using the Prosci ADKAR Model provided a clear, step-by-step approach that ensured no aspect of change management was overlooked.
  • Continuous Support: One-on-one coaching and reinforcement strategies were crucial in ensuring long-term adoption of the new system.