Why You Need a Mediation Technology Platform
Why You Need a Mediation Technology Platform
by Natalie Armstrong-Motin
November 2023
As a new or experienced mediator, you need technology designed specifically to support your mediation practice. While generic tools like Microsoft Office and Calendly can assist with basic tasks, only purpose-built platforms efficiently handle the unique demands of managing a mediation practice and conducting mediation sessions.
Another important reason to use a mediation technology platform is that it can help your marketing. For example, one of my favorite platforms, ADR Notable, uses dashboard filters and checklists to help ensure that prospective clients don’t get lost in the pipeline. And the built-in reports will show you who is referring business your way.
You could purchase a platform designed for law firms, but too often, that results in spending a hefty sum for tools that don’t fit your needs. Clio, Filevine, and MyCase provide excellent support for law firms, but as so many resolution professionals have discovered, they are not a good fit for mediators. Until recently, the alternative was to cobble together a variety of apps, leaving critical gaps, inefficiencies, and frustrations (I know this firsthand because I’ve worked with dozens of neutrals to find a solution that only comes close to what they really want).
You can easily adopt a specialized mediation platform to fully control your workflow. I’ve listed the key reasons every mediator needs a tailored technology solution and tips on how to select the one that is right for you.
Simplify Intake, Scheduling, and Billing
Specialized mediation platforms simplify tedious coordination and administrative tasks so you can stay focused on resolving conflicts. Features include:
· Online client portals for 24/7 intake. Parties submit information on their schedule.
· AI scheduling assistants that automatically find optimal times across multiple calendars.
· Flexible billing with automated invoicing. Get paid without chasing clients.
· Integrated payment processing. Collect credit cards directly through the platform.
· Multiple billing rates for different professionals in a firm.
With streamlined workflows, you make a smooth first impression and get paid promptly.
Centralize Documents and Notes
Robust document management ensures you have the right information when and where you need it. Must-have capabilities include:
· Cloud-based case folders to store all documents, notes, and communications.
· Selective permissions to control document access by co-mediators and case managers.
· Participant request capabilities for direct uploads to proper folders.
· Digital shredding capability to protect sensitive data.
With a unified repository, you avoid misplaced files and version control headaches.
Simplify Note-Taking and Summarizing
Specialized note-taking tools ensure you capture every mediation nuance and give you the ability to easily use your notes to generate movement toward agreement among the parties. Look for a platform that includes:
· Digital notebooks for real-time note-taking.
· Timestamping to log the sequence of proposals and counter-proposals.
· Tagging to organize notes by issues, actions, etc.
· Tools to quickly generate agreements and term sheets.
Automate Administrative Tasks
Specialized mediation platforms integrate with your basic office tools like Microsoft 365 or Google Workspace and automate tedious administrative chores:
· Expert systems handle intake questions to qualify cases.
· AI scheduling assistants find optimal convening times and send reminders.
· Payment reminders get sent automatically.
· Case management systems pre-populate common forms.
· Checklists guide standardized workflows.
Provide Specialized Mediator Tools
Generic software lacks tools mediators require:
· Reusable clause and document libraries to facilitate term sheets.
· Co-mediation collaboration at no extra cost.
· Training content integrations to reinforce skills.
· Marketing aids like dashboards surfacing real-time analytics and the ability to filter Cases by status.
For instance, ADR Notable links training content for continued learning and includes free co-mediation. To help with marketing, it also has a simple Case filter so you can pull up cases in your pipeline. Their Case Checklist then allows you to create follow-up tasks for each potential client and those tasks appear on your main dashboard so you see them every time you get on the platform. Plus, their built-in analytics allow you to track where your business is coming from.
Ensure Complete Mobility
With web and mobile access, you work productively anywhere:
· Browser-based access requiring no downloads.
· Cloud syncing across devices.
· Offline mode to keep working without a connection.
Platforms like Caseload Manager provide full mobile support critical for today’s on-the-go mediator.
The Case for Specialized Software
The case for specialized software is evident. Attempting to cobble together tools like Outlook, Calendly, and Excel leaves critical gaps:
· Repeated data entry between disconnected systems.
· Increased likelihood of lost or incomplete information.
· No centralized data or metrics to help you maximize your profit.
Consolidation through a specialized platform eliminates these hassles by unifying your workflows.
Purpose-built mediation platforms simply work better. So then the question is, which is the right one for me?
To answer this, you will want to match the features and the cost to your own requirements and budget. Consider the following examples of leading cloud-based platforms.
Caseload Manager was developed by the team behind Mediate.com and was one of the first cloud-based systems. It has a proven track record supporting decentralized mediation programs like the statewide multi-office system for the State of Nebraska. And while it doesn’t integrate with Gmail or Outlook, it does provide an elaborate set of customizable email templates. It also provides Meta Data Reporting, 24/7 up-time, no limits on fields, cases, or participants, and strong data security. As user Chip Coker of Community Mediation Services of Eugene, Oregon stated, “The more complex your caseload, the greater the benefits of Caseload Manager.”
Cost: The pricing page directs a user to ODR.com pricing, showing a one-time $1500 set-up fee for configuration and training and then an ongoing cost that depends on the features you select and the number of cases you handle in a year. To get all the features, a firm with three panelists handling 360 cases can expect to pay $10,950 in the first year. Learn more at www.caseloadmanager.com .
NextLevel Mediation is a sophisticated decision-science based application using sophisticated analytics to solve disputes through data-driven decision-making. It incorporates an AI assistant to identify and analyze key issues and potential solutions. And it offers secure asynchronous negotiation to help resolve disputes quickly and safely.
Cost: Contact NextLevel Mediation at support@nextlevelmediation.com for pricing information.
ADR Notable uses a clear and simple interface to offer a range of case and practice management tools including a tailored billing solution designed for dispute resolution pros. It is equally suitable for single practitioners and mediation firms. It links to a user’s MS 365 or Google Workspace account and has built-in integrations with CalendarHero for group scheduling, and with QuickBooks and Stripe for payment processing. The patented digital noteboard is flexible and feeds into a custom term sheet generator. Noted mediation trainer Susan Guthrie calls it ”the ‘must have’ tech for any dispute resolution practitioner, adding that “whether you practice in person or online, ADR Notable supports the process from start to finish and they are constantly listening to feedback and adding functionality.”
Cost: $26.99 per month, per user with an annual subscription. This covers unlimited cases and data storage and includes the cost of the CalendarHero scheduling and web calendar component.
Conclusion
In this day and age, mediators require technology built for their unique needs. General-purpose apps leave too many holes in efficiently running your business and mediations. Specialized platforms now exist to simplify workflows, ensure mobility, provide mediation-specific tools, and help you work smarter overall. If your current patchwork of software feels more hindrance than help, it may be time to adopt a comprehensive platform designed expressly for mediators.