What the planning call sets in motion
The call is where the work is framed properly. We look at which practice areas will use the system first, which document types matter most, and where the current drafting process slows people down. That may include contracts, letters of demand, leases, wills, settlement letters, or conveyancing paperwork. The call sets a rollout that fits the size of the firm and the way the team handles matters.
This is also where we separate essential items from the nice-to-have list. A small practice in Rosebank may want a narrow first phase with only a few templates and a short user group, while a larger office in Pretoria or Cape Town may need several departments mapped in sequence. The discussion is practical, because a rushed start often leaves gaps in matter data, review steps and template ownership.
The details we use to shape the rollout
We use the call to capture the facts that affect the build. That includes how the firm opens matters, who signs off on draft documents, where clause banks are kept, and what information should be collected through questionnaires before a document is assembled. If the firm already has approved wording, those documents are marked for migration. If the precedents are inconsistent, we map the gaps before anything is moved into the system.
- Which document types are first in line for automation
- Who approves templates and clause bank wording
- What matter data must be captured at the start
- Which users need access, editing rights or review rights
- Whether old documents must be migrated, cleaned or retired
We also note how the team works day to day. A conveyancing unit may need different fields from a litigation counter, while a general practice may need shared templates with a few branch-specific sections. Those choices affect the rollout sequence and the amount of training needed.
How the rollout steps are usually ordered
Once the scope is clear, the rollout is broken into stages. First comes mapping, where we translate the firm’s current documents into template structure, clause banks and conditional questionnaire logic. Then comes matter data design, so the fields collected at intake feed into the right places in the draft. After that, the review process is set up so the right people can check and sign off before documents are used in live matters.
Secure storage, version control and access settings are also part of the sequence. Many firms want a clean audit trail for changes to templates and clauses, plus a sensible method for storing working files in a controlled cloud environment. POPIA-aware handling matters here, because client information and matter notes need careful treatment from the first stage to the last.
- Scope and document list
- Template mapping and clause bank setup
- Questionnaire and matter data design
- Migration of approved wording and files
- User training, admin training and go-live support
What small firms often ask us to include
Smaller firms usually want the rollout to stay manageable. They may ask for a first phase that covers only a few high-use documents, then a second phase for niche work. Others want the admin side simplified, so fee earners can generate drafts without chasing missing information or retyping standard clauses. In Durban and Gqeberha, we also see firms wanting cleaner control over local matter records and a clearer handover between staff members.
The planning call helps set those priorities. It is easier to handle template updates and workflow tuning when the first version is not overloaded. A narrow start can still be useful, provided the core documents, clause banks and review steps are sound.
What to have ready for the call
Bring the current documents, the names of the people who will review templates, and a list of the matter types you want covered first. If there are old versions of letters, forms or agreements in circulation, include those too. It helps to know which documents are repeated often, which ones vary by branch, and which ones need stronger controls around approval and editing.
The call works best when the firm can point to real examples. A short set of sample files is usually enough to show where wording changes, where merge fields should sit, and where conditional questions will save time later in the process.
A steady handover into implementation
After the call, the rollout plan becomes the working guide for the implementation phase. It sets the sequence for onboarding planning, template mapping, clause bank setup, document migration and training. That way the team can move through each step knowing what comes next.
For firms across Johannesburg, Pretoria, Cape Town, Bloemfontein, Mbombela, Polokwane and other South African centres, the value of the planning call is clarity. It gives everyone the same picture of scope, priorities and sign-off points before the build starts.
