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The Future is Bright, the Future is Automation... for In-House Teams ALTERNATIVE INSIGHTS: IN-HOUSE LEGAL HANGOUT#10 IN PARTNERSHIP WITH TLT & CLARILIS

Top 3 takeaways: Not all transformation needs to Our first in-house hangout of the year was all about the future of be digital; tech is an enabler, not automation for in-house teams. the objective itself. But if you This is topical given that in-house teams are always under extreme 1 pressure to cut costs and operate more efficiently, amid increasing are embracing a digital future, regulation, economic uncertainty, and an ever-expanding workload— technology can be the key all amplified by the pandemic. catalyst for helping you change The aim of the session was to find out where document automation fits and deliver on that. with digital transformation? And where is it headed in 2021? A panel of leaders from top organisations came together to discuss these questions; Collaboration is key. Treat your and the practicalities of implementing contract automation within a law firms as trusted advisors to business. Clarilis and law firm TLT LLP first partnered in spring 2019, and help you navigate through the work together to enable businesses to automate their document and 2 contract creation process. This collaboration brings together TLT’s legal noise that surrounds LegalTech. expertise (named by the FT as one of Europe’s top 50 innovative law firms) First use cases need to give and Clarilis’ best-in-class automation software to provide clients with a solution right for their business, taking the pain out of repetitive and enough ROI to make the business procedural document drafting, giving in-house teams a structured way to 3 say ‘we need to get more of this’. draft complex contracts efficiently, quickly and with reduced risk.

CONTRIBUTING COMPANIES

SARAH AIREY, AMY BROOKBANKS, SIMON DRANE, JAMES TOUZEL, JAMES QUINN, HEAD OF HUMAN HEAD OF LEGAL FOUNDER PARTNER & HEAD CEO RESOURCE PROJECTS OPERATIONS OF FUTURE LAW

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Where does automation fit into the digital transformation puzzle?

Recent research shows that, on average, legal functions spend 65% of their time on contracts but less than one third of UK General Counsel are using technology to speed up the contracting process.

In-house teams can no longer afford Ocado also automated the process “Alongside the time and efficiency to spend large amounts of time on for reviewing contracts – asking savings, from our perspective, the more routine document drafting. This is clients a series of questions so that powerful benefits of automation are slowing down transactions, creating the system could determine the right around consistency, quality and releasing risk, and severely limiting the legal track: “If it falls below our risk and lawyers to focus on strategic work which team’s ability to deliver on its strategic value threshold, it goes back to the can be difficult to quantify but really potential for the business. client with a set of guidelines. Or it where we have seen a huge benefit.” needs to be seen by legal and is sent How has digital transformation to the right lawyer or team.” Simply putting automation technology in evolved? place is not enough. James Quinn, CEO Amy Brookbanks, Head of Legal Amy’s advice to organisations that were of Clarilis, remarked that law firms and Operations at Ocado, said that just starting with automation? Make in-house departments will often answer automation was central to her sure you have your processes in order ‘yes’ when asked ‘Do you have document department’s tech journey, which first rather than trying to shoehorn the or drafting automation technology?’ But started in January 2019 when they technology in. when asked ‘Do you have a successful noticed just how much time the legal project up and running? Are you receiving team were spending on low-value Simon Drane, Founder of Earlsferry a return on investment?’ The answer is NDAs; time that their lawyers could be Advisory, has worked in automation for often ‘no’. TLT and Clarilis focus on spending on more strategic work. years and recently chaired an in-house helping clients with the risks – and this session on LegalTech that saw automation starts right at the beginning with selection “We started off with automating nine as a clear area of focus for 2021. risk. “There are a hundred vendors out low-value, low-risk templates so that there with shiny products. Speak to the business could self-serve,” she The importance of process and ROI people who have done it well and go said, sharing some impressive stats for James Touzel, Partner and Head of with the recommendation of your law the last financial year where 1086 FutureLaw at TLT agreed with the firm in terms of what they’re using,” he NDAs were self-served and only 8% other panellists that there needs to be a said. Then there’s implementation risk: went to legal for review. In January clearly defined process in place first “Do you have the skills and bandwidth to 2020, the department went further before going down the automation get the project up and running? Do you and automated its intake legal matter route and firmly believes businesses have the budget? Traditionally the process: should never start with the tech; always technology is just a small part of the cost start with the people, processes and – which can be variable in the “Anyone wanting legal support that the problem that needs solving. implementation.” And when it comes to wasn’t a contract would come in via selecting first use cases, he noted that it our ‘front door’ and the matter would TLT’s focus is on bringing automation to needs to give enough ROI to make the be automatically triaged and sent to clients – and they work with clients to business say ‘we need to get more of this the right lawyer or team.” develop a business case or show the ROI. in our business’.

MAKE SURE YOU HAVE YOUR PROCESSES IN ORDER FIRST RATHER THAN TRYING TO SHOEHORN THE TECHNOLOGY IN. AMY BROOKBANKS, HEAD OF LEGAL OPERATIONS AT OCADO

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Predictions for 2021 PROFESSIONALS WHO ATTENDED THE SESSION Whether by providing a risk- hit, weren’t,” she said, noting how they mitigated approach to bulk were in the process of refining them. Poll results: contract generation, faster Going forward, they will look to contracting, or enabling self- standardise how the lawyers operate: 1 As a result of service – how will document “We’re going to develop more complex Covid-19, do you automation support digital templates for the lawyers. You can think your digital transformation in 2021? automate playbooks and standard transformation clauses, for example.” agenda will accelerate in 2021? Simon thought it was interesting from James Touzel similarly thought that a risk perspective in terms of what automation would move into more 66% happens in the wider business when complex areas in 2021. “One Yes, I think it contracts do not come to the legal advantage of automation is that rather department: “The self-serve piece taps than an individual lawyer working on a will accelerate into the question of what organisational document with just his own 34% No risk do people potentially have without experience, I now have an automated automation?” A consideration of this process that builds in the experience potential risk is key to Clarilis’ of 15 other lawyers in the team 2 Is legal document automation solution, which enables because that’s how the playbook was automation on your business users to self-serve and create built,” he said. And where he sees it priority list for 2021? their documents, but in a controlled work best is a collaboration between environment that mitigates risk and the business, the legal department or 82% ensures compliance. Legal documents other function, the vendor, and a Yes, its a are produced across the business panel law firm who can help with priority using approved language and content. configuration and implementation. This is where TLT and Clarilis’ 9% No Automation will definitely become combined expertise – vendor and law 6% Don’t know more commonplace, according to firm – proves to be invaluable. In 3% N/A Amy, who advised first-timers to pick addition, such collaboration is easy stuff first and get buy-in, then inherent in the creation of the What, if any, legal concentrate on more complex stuff as templates themselves. Clarilis’ 3 automation they go along. Her department started dedicated team of professional technology do you by looking at what work could be support lawyers, document analysts, currently already pushed back to the business. “We and automators develop and have? automated a number of basic implement the document automation templates for self-serve in April 2019. projects, in addition to testing, Some of which we thought would be a merging, and updating the templates. 39% No AUTOMATION HAS ENABLED THE BUSINESS TO TAKE MORE automation CONTROL OF THEIR CONTRACTS, SAVE TIME AND HELPS AVOID LEGAL BECOMING THE BOTTLENECK IN WHAT ARE OFTEN STRAIGHTFORWARD 30% Basic automation DRAFTING QUERIES. WE’VE FOUND USING A FULL SERVICE PROVIDER 18% In-depth automation SUCH AS CLARILIS TO BE EXTREMELY HELPFUL AS THEY HAVE THE with value TECHNICAL AUTOMATION EXPERTISE AND IN-HOUSE LEGAL EXPERTS WHO CAN DO THE TRICKY AUTOMATION ELEMENTS LEAVING YOU TO 12% In-depth automation FOCUS ON GETTING THE TEMPLATES RIGHT. but not providing ZOE MORRISSEY, LEGAL BUSINESS PARTNER, NATIONAL GRID value

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Case Study: Contract Automation PROFESSIONALS WHO ATTENDED Sarah Airey, Head of Human Someone else then completes using THE SESSION Resource Projects at Biffa, then the automated data entry summary. So, provided a wealth of insight into it takes less than five minutes from start Poll results: how they successfully automated to finish,” she said, contrasting that with their employment offer letters and the 20-25 minutes it used to take to 4 What are the main contracts; revealing the impact choose the right template and manually barriers to automation that document automation had on update it with the relevant information. in your business? the business, and how it could work for in-house teams. And the benefits were not just from the 45% automation tool itself. “Reviewing Time to fully everything – you have to do it in order to consider What started Biffa on the path to contract automate - was a huge benefit because automation was a drive to be compliant we condensed the number of clauses with the Good Work Plan legislation that and reduced some of the complexity 42% Budget constraints came out in 2020. They had many around the contracts,” she said. 30% Lack of understanding variations of clauses that they used across within the business as contract types. “We reviewed compliance As a top tip for in-house teams wanting to what automation can against the Good Work Plan but also to transform their business through offer looked at whether these variations were contract automation, James Quinn all necessary and still fit for purpose,” said reminded attendees that in addition to 24% Not enough documents Sarah. It just so happened that TLT was producing the document, putting on our business’s own working with Biffa on that project, and automation processes in place is also paper mentioned contract automation to them: about risk mitigation, and guiding users “TLT set up a demonstration and we to the right result. “It may be that the job realised the potential.” of your system initially is to tell them What are the key that they don’t need an NDA because 5 barriers to getting Sarah noted that getting the business it’s not information which is confidential, buy-in for LegalTech on board wasn’t a hard sell as it was or that it’s a complex NDA and they within your easy to see the benefits that automation need to speak to legal. There are risk organisation? could provide. “When we demonstrated mitigation aspects like limiting options, how quickly you could produce an so maybe a certain benefit isn’t available 31% accurate offer letter and contract, we to a certain category of staff,” he said. had little to do to sell the concept to No budget the HR administration team and the It was a wide-ranging discussion and as Group HR Director” said Sarah. James Quinn pointed out in his closing “Our end customer is the prospective remarks, there are a lot of ingredients to 19% Not convinced of employee, so they do not use the tool successful automation. With so many the ROI but this has improved our ability to working parts to a document 16% No clear plan for how deliver a faster more efficient service.” automation project, it’s critical for in- legal tech can help us house teams to get the widest possible transform As expected, one of the main benefits expertise. TLT and Clarilis together work 13% Other with clients to make it easy for them to from the automation was the time- 9% Fear of change savings. “If the team generate an offer get their precedents, documents, and and a contract now, it takes less than a processes in order before they start 6% Existing staff are minute for the offer letter and automating contracts and then take resistant contract to be produced. them through the automation process. 6% No senior buy-in

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More information about how TLT and Clarilis work together with clients and to see Clarilis’s automation platform in practice can be found here  .

If you would also like further assistance to assess whether:

• The speed with which you draft documents gives you a competitive advantage in terms of responsiveness and timeliness.

• Consistently high-quality, accurate legal documents are produced every time, with the ability for business users to self-serve within a controlled environment.

• Your in-house legal team is acting as a business enabler — or whether you need a new approach.

Please complete this short survey created  by Clarilis and they will provide you with a detailed report showing where you are getting it right and where there is room for improvement, with expert advice on how to improve your capabilities and the steps you can take to get a better return on your in-house legal team. All answers are confidential and will only be used to create your personalised report.

THERE ARE A LOT OF INGREDIENTS TO SUCCESSFUL AUTOMATION. WITH SO MANY WORKING PARTS TO A DOCUMENT AUTOMATION PROJECT, IT’S CRITICAL FOR IN-HOUSE TEAMS TO GET THE WIDEST POSSIBLE EXPERTISE. JAMES QUINN, CEO, CLARILIS

ALTERNATIVE INSIGHTS REPRESENTS THE FOLLOWING PROFESSIONS

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TLT LLP Clarilis TLT supports large corporates, public institutions and high Clarilis is a market leading intelligent drafting platform, growth businesses on their strategic and day-to-day legal positively disrupting the legal sector since 2015 and has needs. The firm’s offering includes market-leading legal the largest team of automation specialists in the UK, based expertise, near-legal consultancy services and a suite of in Leamington Spa. Working with both law firms and in- solutions developed under its FutureLaw innovation house legal teams, Clarilis is particularly known for the programme. automation of complex document suites. TLT is changing expectations of what a law firm can do, Clarilis has a unique, highly structured approach to we deliver solutions built on insight, process and automation - modelling data in relation to entire transactions technology and client need to ensure better outcomes for rather than individual documents. Clarilis has a dedicated our clients. team of experienced professional support lawyers who work directly with clients to ‘speak legal, not tech.’ Business Able to advise across the three UK legal jurisdictions of benefits include improved risk mitigation and accuracy, 90% England & Wales, Northern Ireland and Scotland, TLT has reduction in drafting time and ultimately, a means for lawyers offices in Bristol, , , , to be liberated from manual drafting time constraints to and , as well as a specialist ship finance team in provide bespoke advice and handle non-standard aspects of Piraeus, Greece. transactions. The firm’s international network includes a strategic Clarilis is proud to be partnering with TLT. TLT Intelligent alliance with Dutch law firm Holla and Belgian law firm Drafting combines TLT assured documents with Clarilis’ GSJ, giving clients assurance of a consistently high quality automated drafting technology into one easy to use drafting of service beyond the UK. solution. It offers clients increased efficiency in the drafting With significant experience advising organisations in the of contracts and delivers improved risk mitigation and control clean energy; digital; financial services; leisure, food & through the use of TLT assured templates and precedents. drink; public sector; real estate; and retail & consumer www.clarilis.com/in-house-legal goods sectors, the firm has a strong track record of consistent growth driven by client need. TLT has over 130 partners and employs around 1,150 people. www.tltsolicitors.com/expertise/ solutions/tlt-futurelaw/

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