Implementing a new court case management system is more than just a technical upgrade, it’s a transformation in how your court or administrative law agency operates on a daily basis. While vendors bring the tools and expertise, success hinges on having a dedicated project champion within the court. In this blog post we explore 5 reasons why courts need their own project champion during tech implementations and why it can make or break a project.
1. Internal Alignment and Advocacy
When a court embarks on a technology implementation, having a dedicated internal champion can be the difference between passive compliance and active engagement. A court-side project champion serves as the bridge between the implementation team and the broader organization. Their role is to ensure that the project’s goals, benefits, and timelines are clearly communicated across all departments.
This internal advocate doesn’t just relay information; they translate the “what” of the project into the “why” that resonates with each stakeholder group. By contextualizing the change in terms of how it improves workflows, enhances access to justice, or reduces administrative burden, the champion fosters a sense of shared purpose. This clarity and alignment are critical for building trust, reducing resistance, and accelerating adoption.
In essence, the champion becomes the voice of the project within the court, rallying support, addressing concerns, and keeping momentum alive.
2. Decision-Making and Momentum
One of the most common pitfalls in court technology implementations is stalled decision-making. Without a clear internal leader, even minor issues can linger unresolved, slowing progress and frustrating both staff and vendors. A court-side project champion helps prevent this by serving as a decisive force within the organization.
This champion is empowered to escalate concerns, make timely calls, and keep the project on track. Whether it’s resolving a workflow conflict or approving a configuration change, their ability to act quickly ensures that momentum isn’t lost to bureaucracy. They also play a dual role in communication: representing the court’s needs and constraints in vendor meetings, while advocating for vendor recommendations during internal discussions.
By bridging these two worlds, the champion helps maintain trust, clarity, and forward motion, all of which are essential for a successful rollout.
3. Contextual Expertise
Technology vendors bring solutions, but only someone working within the court truly understands its day-to-day realities. A court-side champion offers contextual expertise, a deep, lived understanding of workflows, pain points, and political dynamics that no external partner can replicate.
This insider perspective is essential for bridging the gap between the vendor’s product and the court’s operational needs. The champion ensures that the system isn’t just technically sound, but practically useful. They help tailor configurations, flag potential friction points early, and guide the vendor toward decisions that reflect how the court functions, not just how it’s imagined to.
By grounding the implementation in real-world experience, the champion helps deliver a solution that fits the court’s culture, priorities, and pace, making adoption smoother and outcomes stronger.
4. Change Management Leadership
Technology may be the catalyst, but people are the drivers of change. A court-side project champion plays a vital role in leading the cultural shift that accompanies any tech implementation. By embodying change, they help staff move from familiar routines to new processes. When leaders champion the vision and clearly communicate the “why” behind the change, it sets the tone for the entire organization.
This leadership is about more than logistics; it’s about mindset. Champions model enthusiasm, patience, and resilience, which can be contagious during times of uncertainty. Their presence helps normalize the transition and encourages others to engage with curiosity rather than resistance.
5. Risk Mitigation
Technology projects in court environments are complex, and without a court-side champion, they’re vulnerable to miscommunication, missed deadlines, and scope creep. A champion acts as an early warning system, spotting risks before they become roadblocks.
Because they’re embedded in the court’s daily operations, the champion can identify subtle signs of trouble like a team that’s unclear on its role, a timeline slipping due to overlooked dependencies, or a vendor recommendation that doesn’t align with internal realities. Rather than letting these issues fester, the champion works collaboratively across departments and with vendors to resolve them quickly and constructively.
Their presence ensures that risk management is proactive, not reactive. By maintaining visibility, facilitating communication, and keeping the project aligned with its goals, the champion helps safeguard the implementation from derailment, protecting both the timeline and the trust of everyone involved.
4 Negative Impacts of Not Having a Project Champion
When a court technology project lacks a dedicated internal champion, the consequences can be significant and far-reaching. Here’s what often happens:
- Lack of ownership: The project is seen as “something IT is doing” rather than a court-wide initiative. Without a champion to unify departments, engagement and accountability suffer.
- Delayed decisions: With no clear point of contact, even minor issues can stall progress. Decision-making becomes fragmented, slowing timelines and frustrating stakeholders.
- Low adoption: Staff may resist or underutilize the new system if no one is actively promoting its value. Without internal leadership, change feels imposed rather than embraced.
- Vendor frustration: Vendors are left guessing about priorities and workflows, leading to inefficiencies, misalignment, and costly rework.
Technology implementations in courts are more than just software rollouts, they’re organizational transformations. A court-side project champion brings clarity, momentum, and trust to the process. They ensure that the project is not only technically successful but also culturally embraced. Without one, even the best tools can fall short. With one, the court is positioned to evolve with confidence, purpose, and unity.
