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Mattern Assists Waller Lansden Dortch & Davis LLP Achieve 49% Savings by Improving Output Efficiencies

Waller Lansden Dortch & Davis LLP, an NLJ 500 firm headquartered in Nashville, was looking to upgrade its 189 printers in the most cost-effective way possible considering current obligations while also aligning any new configuration with the firm’s in-place multi-functional device (MFD) fleet. Since the majority (65%) of the firm’s output is printer-based, the right configuration was critical.

OPPORTUNITY
Waller Lansden Dortch & Davis LLP, an NLJ 500 firm headquartered in Nashville, was looking to upgrade its 189 printers in the most cost-effective way possible considering current obligations while also aligning any new configuration with the firm’s in-place multi-functional device (MFD) fleet. Since the majority (65%) of the firm’s output is printer-based, the right configuration was critical.

Mattern met with Waller’s leadership at the outset of the engagement to discuss the firm’s objectives for this project which included:
- Right-size printer fleet considering expiring devices.
- Reduce output costs.
- Place Multi-functional printers (MFPs) where appropriate.
- Provide consistent capabilities to end users.
- Minimize disruption to Firm staff (primarily attorneys and assistants).
- Be mindful of the complexity of Business Development’s needs in particular.

PROCESS
Mattern performed a comprehensive review of the firm’s printing and cost recovery environment and conducted focus groups across multiple offices with legal assistants, paralegals and attorneys. Based upon its evaluation and utilizing its industry knowledge, benchmarks, and long history with output providers Mattern made the following key recommendations that would reduce costs, improve service levels, create efficiencies--and also reduce demands placed on the firm’s IT resources for ongoing support:
- Reduce the variation in models (21), to ensure the delivery of a more consistent end user-experience.
- Enforce standardized machine settings (e.g., b/w print default on color devices). and, in particular, enforce paper tray consistency to ensure alignment with the use of iCreate.
- Decide on print recovery since this will influence the configuration and ratio of black & white and color printers.
- Structure the output contract pricing to be fixed, zero-based maintenance, include a service uptime guarantee and financial penalties for non-performance.
- Reduce the number of available printers.

With these project parameters, Mattern projected a 47.8% reduction in costs would be achieved as a result of a competitive Request for Proposal process.

Mattern helped the firm tailor a unique Request for Proposal (RFP) which captured the recommendations from the evaluation process. The RFP was sent to three (3) service providers. After analysis, interviews and several rounds of pricing, the firm selected the incumbent, DEX Imaging.

RESULT
Under the new contract with DEX, the firm was able to exceed the objective set at the onset of the engagement and reduced the firm’s total costs by 49.4% rather than 47.8% as well as:
- Reduced the printer fleet by 8%.
- Reduced the number of printer models from 21 to 5.
-The new DEX contract was zero-based (volume), had 50% flexibility, and detailed performance standards and associated penalties.

J. Douglas Leins, Chief Information Officer concludes:
“Mattern did an excellent job for us.”

Mattern Leads Strategic Outsourcing for AmLaw 25 Firm, Lowering Costs and Enhancing Services

To elevate service quality and secure more competitive pricing, this global AmLaw 25 firm needed to refresh more than a decade-old outsourcing model across multiple administrative and support functions. Mattern partnered with the firm to restructure leadership, optimize staffing, and integrate technology, ultimately delivering savings of more than 10% and reducing off-site facility costs by 71%—all while strengthening vendor accountability and aligning operations with the firm’s long-term strategic goals.

Future-Ready Legal Operations: How Mattern Helped a Leading Law Firm Optimize Outsourcing, Technology, and Governance

To stay ahead of shifting demands, this California-based NLJ 500 firm needed to align its outsourcing, equipment, and information governance practices with a hybrid work environment. Mattern helped the firm optimize operations, strengthen policy, and secure long-term stability across 12 offices—all while recovering the full cost of the engagement.

A prominent Boston-based law firm undergoing an administration transition identified a pressing need: many of its vendor contracts supporting office and administrative services had not been reviewed in years. The new administration recognized that they lacked both the in-house expertise and bandwidth to evaluate and renegotiate these agreements effectively.

MatternPILOT in Action: Total Savings of 34% and Better Yet, Proper Contract Management

Like so many firms, the Firm had boxes of paper records that hadn’t been touched in years. The attorneys responsible had retired or moved on, and the boxes of records lay idle.

Mattern Assists Law Firm in Unraveling Decades of Paper Records and Rebuilding Information Governance Strategy

The procurement of office supplies is back to pre-pandemic levels and firms are once again looking to optimize their spend. After years of decline due to hybrid work and the shift to digital output, the overall dollar spend is back, or in some cases, exceeding pre-pandemic levels.

AmLaw 200 Firm Streamlines Procurement and Saves 43% on Office Supplies

Establishing and maintaining a successful contract negotiation is a situation in which there needs to be two winners, not a winner and a loser. While every firm wants to procure the best contracts through informed negotiation, it is also important to preserve the long term, industry relationships with the vendors. You’ve got to pick the competitors wisely, and you must know the best practices in your region. To that end, there’s a great deal of strategy involved in an Open RFP; one might say an art.

Prominent IP Law Firm Achieves Win-Win & 10 Year Contract with Open Off-Site Records RFP

With more than 1,100 lawyers and consulting professionals in 24 offices worldwide, this firm is a leading business and litigation practice with global reach. As is the trend with many successful large firms, this particular one had undergone a merger in 2009 with an established Atlanta-based firm.

National Firm Gains 33% Reduction in Permanent Withdrawal Fees and 22% Monthly Savings on Outsourcing Contracts in Dual RFPs

Best Best & Krieger, LLP is a 180-attorney law firm that has been in business for more than a century. The firm has grown to include several dynamic practice groups across eight offices throughout California.

Mattern & Associates Spearheads Vendor Consolidation, Achieves 23% Monthly Savings in Support Services for Best Best & Krieger

Established in 1891, Best Best & Krieger (BBK) is a highly regarded, full-service law firm of over 350 professionals, including more than 200 attorneys across nine offices in California and in Washington, D.C. Maria D’Aquila is the firm’s Operations Manager.

Mattern’s Phase III Contract Compliance Program Achieves Maximum Value for Best Best & Krieger’s Office Supplies Contracts

This 320 attorney, AmLaw 200, Houston-based firm was in the throes of implementing a “work-cell” environment for their secretaries per practice area. The restructuring of staff and office layout required a different output strategy to be deployed in order to provide the tools and technology within close proximity to the work-cells, while also looking to reduce expenses. However, the firm had several expiration dates for their existing multi-function devices, requiring a creative plan for addressing replacements that also substantially improved the convenience and efficiency for the new work-cell environment.

AmLaw 200 Firm Shifts to Work-Cell Environment, Captures 24% in Cost Savings while Substantially Improving Operational Efficiency

This AmLaw 200, Chicago-based firm had taken advantage of outsourcing methods over the last couple of years; however, its current outsourcing and equipment contract was soon to expire. Since the firm renewed with the incumbent vendor the previous five years, they were interested in learning what other service bureaus were providing in the outsourcing marketplace. The firm also desired to determine whether they were staffed appropriately and operating under industry best practices and service levels with competitive pricing.

Chicago-based Firm Improves Workflow and Achieves 33% Annual Savings

This 250 attorney, Am Law 200, Washington D.C.-based firm had specific areas in which it was struggling; in particular, they were finding it difficult to keep current with technology, flexing to meet demand, and recovering costs for the internal systems and storage related to litigation support services (e-Discovery).