Zech Group SE Success Story

THE FUNDAMENT
Chaotic paper files

All areas of the Zech Group SE converge in the legal department, divided by subject. This internal legal department has grown steadily in recent years. The creation of a digitized legal department was based on the tedious search for paper files. In addition, a lot of information was divided in various e-mail
Mailboxes. As a result, various colleagues did not have access to certain information, which occasionally led to gaps in business travel. This had to be compensated by a digital solution.

The paper files were accompanied by a deadline book for security control, as well as a so-called legal case list. This provides an overview of all legal cases of the Zech Group SE.

Requirements for the digital transformation of Zech’s legal department
The Zech Group SE were thus, on the one hand, to be able to link this legal case list to LECARE without fail. On the other hand, linking the participation software was a concrete requirement on the digitization path of the Zech Group SE. Equally important, was a visual parallel of the e-file to a paper file.

THE COSTUME
Internal measures

In order to make the digital setup as safe and smooth as possible, a stable scaffold should be built beforehand by taking everyone involved.
First of all, many discussions were held with all contributors in order to fulfill as many different wishes as possible. It meant consulting well and getting opinions from different people. Experience with other digital programs was also helpful here. This gave rise to considerations of how exactly digital tasks would look like and what fears could arise at the same time.

THE CONSTRUCTION PHASE
Customized digital construction plan

With the signing of the contract in 2019, the establishment of a digital legal department could begin. In order to meet the requirements of the Zech Group SE, individual programming of the software, among other things, was carried out in close consultation. These were worked out in an iterative approach of “start-test-implement”.

A great support for the digital setup of the legal department of the Zech Group SE was and is the in-house LECARE manual. This has created and continues to create a certain binding force that leads to uniformity. For example, a file structure is recorded here to prevent “digital chaos”. It is important to promote individuality and freedom of design while maintaining structure. This manual is still supplemented and used today.

ESTHER SCHÖNEWALD
In-house lawyer

“I hardly ever pick up a pen anymore; I digitize all my notes directly in LECARE.”

OPERATE
Forward-looking results for Zech Group SE

The establishment of a digitized legal department brought a lot of change: More structure, efficiency and speed could be increased.

Incoming e-mails are now captured directly digitally and all information is searchable, as well as retrievable at any time. With LECARE, it is possible to quickly match documents and look into the past to find important information through powerful search and filter functions. This saves an enormous amount of time, which frees up the focus for other legal activities. In addition to many benefits of the rebuild, new challenges arose that had to be solved by the Zech Group. In some places and positions, a higher workload initially arose in the opposite direction.
This was identified and ultimately addressed through close calls and satisfaction surveys. Work processes were adapted accordingly so that the benefits of the digital transformation could be fully exploited.

Thus, from the experience of the Zech Group SE, it is important to recognize the subtleties so that the operation of a digital software can always be further developed and decorated.

“Digital transformation can free up the focus for true legal work.”

TOBIAS LÜNING
Legal Counsel

CONCLUSION
Opportunities from the digital transformation

The step from paper files to digital files is important in the modernization of legal departments. Thanks to the digital transformation, the legal department of the Zech Group SE is equipped for changes and challenges of the modern age.

The implementation of LECARE not only brought a clear increase in efficiency, but also the chance to react quickly to new challenges and crises. New flexibility was created and a new sustainable structure was established.

The digital transformation, is and remains a constant change. With commitment and simultaneous freedom, it is possible to build a stable framework. Careful planning and communication, as well as constant exchange between all those involved, are important factors in operating the digitally.

“Ultimately, digital transformation can free up the focus for true legal work.”