In the fast-paced world of legal technology, challenges can appear at any time during discovery. To navigate them successfully, legal teams need an eDiscovery partner they can trust. So, while researching a vendor’s technological capabilities, pay close attention to the strength of their Project Management (PM) team. This is the team that will help anticipate challenges before they occur, guide the process, and keep your matter on track. By evaluating the PM team’s skills, processes, and approach, you can gain a better understanding of how smoothly your matter will go.
Here are the qualities that set apart the teams you can trust:
Understanding Litigation Risk
In discovery, risk is everywhere. The best PM teams don’t just manage tasks; they actively think about how each step could create risk for your matter. They should be able to explain how they anticipate problems and what they do to prevent them throughout the EDRM. That kind of foresight helps ensure your matter stays defensible and on track.
Communication and Responsiveness
You can’t afford to spend time chasing down updates or wondering where things stand. A strong PM team gives you a single point of contact who is empowered to make decisions while making sure their back-up team is also familiar with your matters. They’re accessible when you need them and, just as importantly, a proactive extension of your team. Instead of waiting for you to ask, they are the ones surfacing issues, flagging risks, and delivering clear reports you can share with stakeholders.
Process Discipline and Documentation
Defensibility lives or dies in the details. A solid PM team runs on documented workflows for every stage from collection and processing to review and production. They keep standard operating procedures current and ensure chain of custody is airtight. The strongest teams also bring structure into the mix by applying Lean Six Sigma, or a similar process improvement methodology, which keeps the entire workflow consistent and reduces the chance of errors slipping through.
Technical Competence
Technology changes fast, and it’s only as good as the team using it. A competent PM team knows your organization’s current platforms and AI tools, inside and out. They’re able to spot workflow improvements, recommend smarter ways of using tools, and solve problems creatively when challenges arise. Instead of just keeping the lights on, they find ways to make your processes stronger and more efficient.
Proven Experience with Complex Matters
Every case brings its own set of challenges. You want a PM team that has seen enough complexity to recognize patterns and avoid common pitfalls. A quality PM team can handle everything from small matters requiring precision to multi-terabyte MDLs that demand scale. They should also bring experience across different types of litigation like MDLs, class actions, tort, or other high-stakes litigation. Look for proof in the form of references, case studies, and client stories. They’re your best evidence that the team can handle your unique requirements.
Transparency in Budgeting and Cost Control
Surprises in budgeting rarely end well. The PM teams you can trust are upfront about pricing, send regular budget updates, and give you an early warning when scope starts to change. They also find ways to reduce spend without cutting corners by automating routine work and streamlining tasks. The ability to balance transparency and control makes a huge difference in managing litigation costs.
Strong Collaboration with Outside Counsel and Internal Teams
Finally, no PM team works in isolation. They need to partner closely with your internal teams and outside counsel to stay aligned with your litigation strategy. That means meeting deadlines, keeping communication flowing across all parties, and making themselves readily available to answer questions as they arise. The strongest teams also guide end users through the process and provide training as necessary, making collaboration effective and easy for everyone involved.
Conclusion
At the end of the day, the right project management team should feel like an extension of your own. They bring structure where it’s needed, anticipate risks before they become problems, and stay by your side through every stage of discovery. More than just managing the process, they provide the reassurance that your matter is in capable hands. When you choose a vendor whose PM team embodies these qualities, you gain more than technical support. You gain a partner committed to helping your team succeed and create lasting value.
Sara Coley
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Sara Coley is a Senior Director, Client Services based in Asheville, North Carolina and has been with TCDI since 2012. As a Lean Six Sigma Black Belt, Sara brings a unique perspective to helping clients identify and create efficient processes, helping them streamline their legal operations. Learn more about Sara.
