RRSJ Survey Part 2 Survey Part 1 RRSJ Survey Form Part 2Δ Contact Part 2 ROLE-BASED SYSTEMS EmailFirst NameLast NameQ1: What is your primary role at RRSJ? Partner Consultant Solicitor Senior Associate Clerk Paralegal Admin Team Legal Support Leadership Finance AssistantPreviousNextSECTION 11: LAWDOCSSHOWN TO: All StaffQ48: How frequently do you use LawDocs Multiple times per day Once per day A few times per week Rarely Never Q48a: Why don't you use LawDocs? (Select all that apply) My work doesn't require precedent automation I use PatternBuilder instead I use manual templates instead I wasn't trained on it I don't have access/login I find it too difficult to use OtherQ49: What do you primarily use LawDocs for? (Select all that apply) Generating Precedents Creating/editing precedents (HotDocs) OtherQ50: How satisfied are you with Lawdocs? (Single choice ) 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q51: What are your biggest frustrations with LawDocs? (Select all that apply) (Multiple choice) Difficult to learn/use Generating precedents is too complex Templates are outdated or incorrect Slow performance Limited template library Integration with other systems is poor Creating new precedents is too complex No major issues OtherQ51b: Describe specific problems you've encountered with LawDocs that have impacted your work. Examples: templates that had errors and caused rework, inability to find the right template, slow performance during critical deadlines, difficulty creating or updating precedents, integration failures, or times when you abandoned LawDocs and used a different method. What happened, and how much time did it cost?(Long text) Q52: If you could change ONE thing about LawDocs, what would it be? (Long text) Save & ResumePreviousNextSECTION 12: EXPRESS SCRIBE (DICTATION/TRANSCRIPTION)Shown to: Admin, Solicitors, Senior Solicitors,Consultants and Partners. Q53: How frequently do you use Express Scribe? (Single choice) Multiple times per day Once per day A few times per week Rarely NeverQ53a: Why don't you use Express Scribe? (Select all that apply) (Multiple choice) My work doesn't require dictation/transcription I type my own documents Other staff handle transcription for me I wasn't trained on it I don't have access/login OtherQ54: What is your primary use of Express Scribe? (Single choice) I dictate (create audio recordings) I transcribe (type from audio recordings) Both Q55: How satisfied are you with Express Scribe? (Single choice) 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q56: What are your biggest frustrations with Express Scribe?(Select all that apply) Audio quality is poor Playback controls are difficult to use Foot pedal doesn't work reliably File management is confusing Licensing/access issues Integration with other systems is poor Transcription workflow is inefficient No major issues OtherQ56b: What method(s) do you use to create dictation recordings? (Select all that apply) Dictaphone/handheld recorder Mobile phone recording app Computer/laptop microphone Express Scribe recording function Other recording device I don't dictate (I type my own documents) OtherQ56c: How do you transfer dictation files to the transcription team? (Select all that apply) Save to shared network folder Email the audio file USB/physical transfer Upload to specific system/portal They access it from my device I'm not sure of the process OtherQ56d: What are your biggest frustrations with the dictation process? (Select all that apply) Audio quality problems (background noise, unclear recording) Recording device is unreliable or outdated File transfer process is cumbersome Unclear where to save/send files Files get lost between dictation and transcription Recording takes too long or is inefficient Difficult to review what I've dictated Can't easily edit or re-record sections Battery/charging issues with recording device No major issues with dictation OtherQ56e: Describe a specific situation where the dictation process caused problems or wasted time. Think about: poor audio quality requiring re-recording, files that got lost or corrupted, unclear file transfer causing delays, device failures at critical moments, time wasted trying to remember where/how to save files, rework because transcription couldn't understand the recording, or any workarounds you've developed. What happened and how much time did it cost?(Long text)Q56f: Describe the biggest problems or inefficiencies in the current dictation/transcription workflow. This could include: poor audio quality causing errors, foot pedal failures, file management confusion, licensing/access issues, delays between dictation and transcription, communication gaps about file location or priority, rework due to transcription errors, inefficient back-and-forth communication, unclear processes for urgent dictations, or any workarounds you've developed. Be specific about what happens and how frequently. (Long text)Q57: On average, how much time per week do you spend on dictation/transcription? (Single choice) Less than 1 hour 1-3 hours 3-5 hours 5-10 hours 10-20 hours More than 20 hours Q58: Would you be interested in exploring modern dictation alternatives (e.g., AI-powered transcription)? (Single choice) Yes, very interested Maybe, if it saves time No, prefer current system Not sureSave & ResumePreviousNextSECTION 13: INFOTRACK (LEGAL SEARCHES & SERVICES) Shown to: Solicitors, Senior Solicitors, Consultants, Partners, Legal Support, Clerks and LeadershipQ59: How frequently do you use InfoTrack? (Single choice) Multiple times per day Once per day A few times per week Rarely NeverQ59a: Why don't you use InfoTrack? (Select all that apply) My work doesn't require searches/services Other staff handle searches for me I wasn't trained on it I don't have access/login I use different search providers OtherQ60: What do you primarily use InfoTrack for? (Select all that apply) Title searches ASIC searches PPSR searches Land tax searches eConveyancing Document lodgement Reporting (Finance Manager only) Electronic signing OtherQ61: How satisfied are you with InfoTrack? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q62: What challenges do you experience with InfoTrack? (Select all that apply) Difficult to navigate Search results are unclear Slow performance Integration with Open Practice is poor Integration with Netdocs is poor Ordering process is confusing Pricing is unclear No major issues OtherQ62b: Describe any problems or time-wasting experiences you've had with InfoTrack. Think about: searches that failed or gave unclear results, confusion about which search to order, integration problems with Open Practice, billing/pricing surprises, slow turnaround times, difficult ordering process, or times when you had to contact support. What happened and how did it affect the matter you were working on? (Long text) Q63: On average, how much time per week do you spend using InfoTrack? (Single choice) Less than 30 minutes 30 minutes - 1 hour 1-2 hours 2-5 hours More than 5 hours Save & ResumePreviousNextADMIN & SUPPORT ROLES ONLY Shown to: Admin Team, Legal Support SECTION 14: E-BRIEF Q64: How frequently do you use E-Brief? (Single choice) Multiple times per day Once per day A few times per week Rarely Never Q64a: Why don't you use E-Brief? My work doesn't require it Other staff handle E-Brief tasks I wasn't trained on it I don't have access/login OtherQ65: How satisfied are you with E-Brief? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q66: What challenges do you experience with E-Brief? (Select all that apply) Difficult to use Unreliable delivery Limited features Integration issues No major issues OtherQ66b: Describe any problems you've experienced with E-Brief. This could include: delivery failures, difficult interface, unreliable service, integration issues, or times when E-Brief didn't work and you had to use an alternative method. What happened? (Long text) Save & ResumePreviousNextSECTION 15: E-FAX (ELECTRONIC FAXING) Q67: How frequently do you send or receive faxes? (Single choice) Multiple times per day Once per day A few times per week Rarely NeverQ67a: Why don't you use fax? (Select all that apply) My work doesn't require faxing I use email or other methods instead Other staff handle faxing for me I don't know how to use the fax system Fax is no longer relevant to my work OtherQ68: How do you currently send/receive faxes? (Select all that apply) E-Fax system (electronic) Multifunction device (photocopier) OtherQ69: How satisfied are you with the current fax system? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q70: What challenges do you experience with faxing? (Select all that apply) Faxes don't send/receive reliably Difficult to confirm delivery Quality is poor Process is too slow Unclear how to use the system No major issues OtherQ70b: Describe the most frustrating faxing experiences you've had. Think about: faxes that failed to send or receive, confirmation issues, quality problems, urgent faxes that didn't go through, unclear processes, or time wasted troubleshooting. What happened and how did it impact your work or the client matter? (Long text) Q71: On average, how much time per week do you spend dealing with faxes? (Single choice) Less than 30 minutes 30 minutes - 1 hour 1-2 hours 2-5 hours More than 5 hours Save & ResumePreviousNextSECTION 16: APPOINTMENT REMINDER Note: All staff have access to Appointment Reminder.Q72: How frequently do you use Appointment Reminder? (Single choice) Multiple times per day Once per day A few times per week Rarely NeverQ72a: Why don't you use Appointment Reminder? (Select all that apply) My work doesn't require appointment reminders Other staff handle appointment reminders I wasn't trained on it I don't have access/login OtherQ73: How satisfied are you with Appointment Reminder? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q74: Do you use Appointment Reminder to send SMS messages to clients? (Single choice) Yes, regularly Yes, occasionally No, I only use it for other notifications No, I wasn't aware it could send SMS Not applicable Q74a: What challenges do you experience with Appointment Reminder? (Select all that apply) Difficult to set up reminders Reminders don't send reliably Integration with calendar is poor Limited customisation options No major issues OtherQ74d: Describe any problems with appointment reminders that have caused issues. Examples: reminders that didn't send, client confusion, calendar integration failures, setup difficulties, or missed appointments due to reminder failures. What happened, and what was the impact? (Long text) Save & ResumePreviousNextSECTION 17: XERO (ACCOUNTING) Shown: Leadership and AdminQ75: How frequently do you use Xero? (Single choice) Multiple times per day Once per day A few times per week Rarely Never / Not applicable to my roleQ76: What do you primarily use Xero for? (Select all that apply) Payroll OtherQ77: How satisfied are you with Xero? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q78: What challenges do you experience with Xero? (Select all that apply) Difficult to navigate Integration with Open Practice is poor Integration with Employment Hero is poor Reporting is difficult Bank feeds don't work well Reconciliation is time-consuming No major issues OtherQ79b: Describe the biggest challenges or inefficiencies you experience with Xero. (Long text) Q80: On average, how much time per week do you spend using Xero? (Single choice) Less than 1 hour 1-3 hours 3-5 hours 5-10 hours 10-20 hours More than 20 hours Save & ResumePreviousNextSECTION 18: LUCIDCHART (DIAGRAMMING & PROCESS DESIGN) SHOWN TO: Leadership.Q81: How frequently do you use LucidChart? (Single choice) Multiple times per week Once per week A few times per month Rarely Never / Not applicable to my role Q82: What do you primarily use LucidChart for? (Select all that apply) Process mapping Organisational charts Flowcharts Network diagrams Brainstorming/mind maps OtherQ83: How satisfied are you with LucidChart? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q84: What challenges do you experience with LucidChart? (Select all that apply) Difficult to learn Limited templates Collaboration features are unclear Export options are limited No major issues OtherQ84b: Describe any problems or limitations you've encountered with LucidChart. Examples: difficulty creating specific diagrams, collaboration problems, export/sharing issues, template limitations, or times when you had to use a different tool instead. What happened? (Long text) Save & ResumePreviousNextSECTION 19: CANVA (DESIGN & MARKETING) Shown to all staff Q85: How frequently do you use Canva? (Single choice) Multiple times per week Once per week A few times per month Rarely Never Q85a: Why don't you use Canva? (Select all that apply) My work doesn't require design/presentations Other staff handle design tasks I use different design tools I wasn't trained on it I wasn't aware I had access OtherQ86: What do you primarily use Canva for? (Select all that apply) Marketing materials Presentation slides Policy documents Social media graphics Internal communications OtherQ87: How satisfied are you with Canva? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q88: What challenges do you experience with Canva? (Select all that apply) Difficult to maintain brand consistency Collaboration features are unclear File organisation is confusing No major issues OtherQ88b: Describe any frustrations or limitations you've experienced with Canva. Think about: brand consistency problems, collaboration difficulties, file organisation confusion, feature limitations in the free version, or times when Canva couldn't do what you needed. What happened and how did you work around it? (Long text) Save & ResumePreviousNextSECTION 20: TYPEFORM (SURVEYS & FORMS) Shown to: Legal Support + Leadership.Q89: How frequently do you use Typeform? (Single choice) Multiple times per month Once per month A few times per year Rarely Never / Not applicable to my roleQ90: What do you primarily use Typeform for? (Select all that apply) Internal employee surveys End-of-matter client surveys OtherQ91: How satisfied are you with Typeform? 1 - Very dissatisfied 2 - Somewhat dissatisfied 3 - Neutral 4 - Somewhat satisfied 5 - Very satisfied Q92: What challenges do you experience with Typeform? (Select all that apply) Difficult to create complex surveys Limited reporting/analytics Integration with other systems is poor Expensive for features needed No major issues OtherQ92b: Describe any problems or limitations you've encountered with Typeform. Examples: difficulty creating complex surveys, reporting/analytics limitations, integration problems, cost concerns, or times when Typeform couldn't meet your needs. What happened and what was the impact? (Long text) Save & ResumePreviousNextOVERALL TECHNOLOGY EXPERIENCE SECTION 21: OVERALL TECHNOLOGY EXPERIENCE Q93: Overall, how would you rate the technology systems at RRSJ? 1 - Major problems that significantly impact my work 2 - Some issues that cause frustration 3 - Neutral / systems work adequately 4 - Good / systems support my work well 5 - Excellent / systems enable me to work efficiently Q94: On average, how much time per week do you lose due to technology issues (slow systems, crashes, workarounds, searching for things)? (Single choice) Less than 30 minutes 30 minutes - 1 hour 1-2 hours 2-5 hours 5-10 hours More than 10 hours Save & ResumePreviousNextTIME RECORDINGQ94a: How do you currently record your time at RRSJ? (Select all that apply) I record time as I work I record time at the end of each day I record time at the end of the week I use written notes/timesheets then enter later I estimate my time retroactively Someone else records time for me I don't record time / Not applicable to my role OtherQ94b: What is your biggest challenge with time recording at RRSJ? (Select all that apply) I forget to record time and have to reconstruct it later It's unclear what activities I should/shouldn't record I don't know which matter/activity codes to use Time recording takes too long each day I lose billable time because I'm recording time Difficult to remember details of what I worked on I have to record time in multiple places/systems No major challenges with time recording OtherQ94c: Describe a specific situation where time recording caused frustration or problems. Think about: times when you forgot to record and had to recreate hours/days of work, workflow interruptions that made you lose focus, confusion about what to record or which codes to use, time lost at the end of the day/week trying to remember what you worked on, technical issues with time recording, or any workarounds you've developed. What happened and how much time did it cost you? (Long text) Q94d: On average, how much time per day do you spend on time recording activities (entering time, correcting entries, remembering what to record)? (Single choice) Less than 5 minutes 5-10 minutes 10-20 minutes 20-30 minutes 30-60 minutes More than 60 minutes Q94e: If you could change ONE thing about time recording at RRSJ, what would it be? (Long text) Save & ResumePreviousNextENQUIRY & MATTER CONVERSION TRACKINGQ94f: How do you currently track client enquiries (initial contacts from potential clients)? (Select all that apply) I record them as pending WIP in Open Practice I record them against the sundry file Open Practice and Netdocs I write them down then enter later I track them in a spreadsheet I track them in Outlook/email I use a notebook or paper system Someone else handles enquiry tracking We don't have a consistent system for this Not applicable to my role OtherQ94g: How confident are you that RRSJ accurately tracks which enquiries convert into actual client matters? 1 - Not confident at all / we don't track this 2 - Not very confident / significant gaps in tracking 3 - Somewhat confident / we capture some of this 4 - Fairly confident / we track most conversions 5 - Very confident / we have a reliable system Q94h: What challenges do you experience with enquiry tracking and conversion? (Select all that apply) No centralized system to record enquiries Unclear who is responsible for tracking Enquiries come through multiple channels (phone, email, website, etc.) Time-consuming to track manually Difficult to follow up on pending enquiries Can't easily report on conversion rates Don't know which enquiries turned into matters Phone system doesn't help track enquiry calls No major challenges OtherQ94i: Would a system that automatically tracks enquiries and their conversion to matters be valuable to your work? (Single choice) Yes, very valuable - this would significantly help Yes, somewhat valuable - this would be nice to have No, not valuable to my role Not sure / need more information about what this means Q94j: Describe any frustrations or missed opportunities related to enquiry tracking. Think about potential clients who fell through the cracks, difficulty reporting on where inquiries come from, inability to follow up on pending inquiries, lack of visibility into conversion rates, time wasted on manual tracking, or challenges coordinating inquiry management across the team. (Long text) Save & ResumePreviousNextARTIFICIAL INTELLIGENCE (AI) Note: AI tools include systems like ChatGPT, Claude, Microsoft Copilot, legal-specific AI research tools, document automation AI, and other intelligent assistance tools.Q95: Are you currently using any AI tools in your work? (Single choice) Yes, I use AI tools regularly (at least weekly) Yes, I use AI tools occasionally (less than weekly) No, but I'm very interested in using AI No, but I'm somewhat interested in learning more No, and I'm not interested in using AI I'm not sure what counts as "AI tools" Q95a: Which AI tools do you currently use in your work? (Select all that apply) ChatGPT (OpenAI) Claude (Anthropic) Microsoft Copilot (in Word, Excel, Outlook, etc.) Legal-specific AI research tools (e.g., CaseText, Lexis+AI, Westlaw Precision) AI document automation tools AI transcription/dictation tools AI email/writing assistants AI search/summarisation tools Other Q95b: What do you primarily use AI tools for? (Select all that apply) Legal research and case law searching Drafting documents or correspondence Summarising long documents or cases Reviewing or editing documents Generating ideas or brainstorming Answering quick questions or clarifications Explaining complex legal concepts Time-saving administrative tasks Client communication drafting OtherQ95c: Describe a specific example of how AI has helped you save time or improve your work quality. Please be specific about: what task you were working on, which AI tool you used, what the AI helped you accomplish, and approximately how much time it saved you or how it improved the outcome. (Long text) Q95d: What AI capabilities would you like to see implemented or made available at RRSJ? (Select all that apply) AI-assisted legal document drafting Automated or AI-suggested time recording Intelligent document search across NetDocs Legal research assistance integrated with our systems Email summarisation and response suggestions Meeting transcription and summary generation Contract review and analysis AI-assisted document assembly Client communication drafting assistance Automated data entry from documents Predictive matter outcomes or risk assessment Knowledge management (finding past work examples) No specific ideas / not sure what's possible OtherQ95e: What concerns, if any, do you have about using AI in legal work? (Select all that apply) Accuracy and reliability of AI outputs Client confidentiality and data security Professional responsibility and ethical obligations Over-reliance on AI instead of legal expertise Quality control and verification of AI work Cost of AI tools Learning curve / training required Don't know enough about AI to have concerns No concerns about using AI OtherQ95f: What are your reasons for not being interested in AI tools? (Select all that apply) I don't think AI is accurate or reliable enough I'm concerned about confidentiality/security I prefer traditional methods of working I don't have time to learn new tools I'm concerned about professional/ethical obligations I don't see how AI would help my specific work AI seems too complicated OtherQ96g: We'd be happy to provide information about AI tools and how they might help your work. Would you be interested in learning more about AI capabilities? (Single choice) Yes, very interested Yes, somewhat interested No, not interested Save & ResumePreviousNextGENERAL IMPROVEMENT QUESTIONS Q97: If you could improve any ONE technology system or process at RRSJ, what would it be and why? This is your chance to tell us what would make the biggest difference to your daily work.(Long text) Q98: Is there any technology or software you've used elsewhere (or know about) that you think would benefit RRSJ? Please describe the tool and how it could help.(Long text) Q99: Any other comments, suggestions, or technology-related issues you'd like to share? (Long text - optional) Previous Submit Form
