Xakia has transformed decision making and resource allocation for JERA

One of a Japan's largest energy companies, JERA, uses Xakia to empower its legal team with at-a-glance insights to optimize its resources and improve efficiency.

Deputy General Counsel Angela Yuen said: “I love the dashboard, but I also love running the reports. I love playing with the different filters and then seeing what I can produce and then what information I can draw from the data that has been entered. I find that quite fulfilling … I’m very proud of our team and what we are doing.”

Industry

Energy

Key results
  • Administrative time saved
  • Multiple languages accommodated
  • Quarterly reports to upper management have become simple, convenient and effective

“In a rapidly changing environment, adopting a simplistic, easy to implement and innovative matter management system such as Xakia was a top priority for us.”

Sawako Ohgi
General Manager, Strategic Legal Unit, Legal Group

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About JERA

JERA is one of a Japan's largest energy companies and has assets worth roughly 4 trillion yen (US $36 billion). Its approach to the energy business is comprehensive, from fuel procurement to power generation, to the delivery of electricity and gas to customers. The company’s mission is to provide cutting-edge solutions to the world’s energy issues.

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Challenge

Prior to every team meeting, a manager would ask each employee to fill out a Microsoft Word template with their tasks, cases and issues they were facing. Then, they’d meet collectively to discuss the information. That free-form text file was JERA’s only method to monitor workloads and spot issues.

“Gathering enough data to run an efficient and effective meeting was impossible,” said Shozo Miyata, a Legal Ops professional in the Legal Department.

“The information will reflect what an individual wants to convey, but there is always a gap in the information that management wants to know,” he said. “In order to meet a common goal or understanding about the work, it takes a considerable amount of time.”

Because each person approached the Word document in different ways, the topics discussed in team meetings varied widely. And beyond the difficulty assessing individual workloads, it was “very hard to get a clear picture of the whole picture,” said Sawako Ohgi, General Manager for the Strategic Legal Unit.

Ultimately, the team lacked visibility as to JERA’s legal needs, with no way to measure the volume of legal work, the resources needed and the time spent on various requests. That made it tremendously difficult to prioritize and to allocate resources effectively.

Approach

The in-house legal team leaders wanted a visual way to consolidate seemingly amorphous data and glean concrete insights. They sought a true understanding of the type, volume and complexity of team members’ work, as well as deadlines, to effectively assign projects and determine future workforce needs. For quarterly reports to upper management, they wanted to offer streamlined assessments of their work, including the number of projects and corresponding risk levels.

JERA’s need coincided with Xakia Technologies' introduction of its legal matter management software Xakia, in the Japanese language. Deputy General Counsel Angela Yuen said,

“The team considered peer products with similar features but ultimately chose Xakia for its legal intake tool, as well as customization options and the ability to accommodate multiple languages.”

Xakia now serves as the central online legal workspace for the legal team. The dashboard displays active matters, showing the originating department; risk level; and type, size and complexity of the work. Project loads and deadlines are available at a glance, and individuals can use the Card View feature to manage all of their tasks and deadlines.


Xakia is about optimizing our resources and improving the efficiency in our operations through strategic insights.

Sawako Ohgi
General Manager, Strategic Legal Unit, Legal Group

Results

Xakia has transformed decision making and resource allocation for JERA’s legal group.

Managers use the Xakia legal analytics dashboard to quickly make informed decisions, such as assigning work to a particular in-house resource or outsourcing it. Department meetings run more efficiently because project information is consistent and clear, and managers can easily explain decisions by pointing to the shared data. The visual display transforms data and analytics into an easy-to-understand format.

“It has many operational benefits,” Ms. Yuen said. “From a management perspective, we can go into a centralized system and search and find information about what lawyers are engaged, and monitor deadlines without having to bother the specific individual.”

Quarterly reports to upper management have become simple, convenient, and effective. From a strategic perspective, the data informs decisions about recruitment, training and development.

“I love the dashboard, but I also love running the reports,” Ms. Yuen said. “I love playing with the different filters and then seeing what I can produce and then what information I can draw from the data that has been entered. I find that quite fulfilling… I’m very proud of our team and what we are doing.”

EBOOK

Modern matter management

Our eBook contains a list of signs your legal department is ready for modern matter management and tips to help you assess your needs, evaluate software options, and craft successful implementation plans.

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