Napthens Case Study

How Napthens and Darwin worked together to find the best solution for their legal tech needs

Context

Napthens is a leading law firm covering the northwest. Their “workfrom-anywhere” approach and willingness to meet clients have made them the go-to for flexible, down-toearth legal advice.

However, Napthens’ outdated phone and network infrastructure posed a serious operational risk and was en route to being obsolete due to the looming BT switch-off in 2025.

But finding the right replacement wasn’t as simple as going to the nearest and cheapest supplier and signing the contract. Napthens needed to find someone who could quickly provide a flexible, secure solution that could survive the long term.

However, there were a few problems.

Problems

Before reaching out to Darwin, Napthens did not have an in-house procurement team to manage the tender process needed to find the right supplier. They could have created an ad hoc buying committee, but being lawyers, their leadership team was time-poor.

Furthermore, the solution wasn’t as simple as a quick replacement.

Firstly, as a legal firm, Napthens handled large amounts of sensitive corporate and personal data. The firm needed to know that any in-house solution would be secure from malicious attacks. Ideally, the supplier would have experience working with law firms, too.

Secondly, Napthens had a work-from-anywhere policy that covered 290 staff members in six locations. Any solution, therefore, needed to be flexible enough to accommodate this.

“We were looking for the ability to work from any location and have the same experience.”

Phil Awde, Napthens Technology Director

Finally, the solution needed to be long-term and comprehensive. Without this, they risked having the same issue recur in the near future. However, they didn’t want to risk overspending and getting an unfair deal.

Therefore, the wrong supplier risked Napthens’ money and time. If the infrastructure wasn’t replaced, their transition before the BT switch-off would be at risk. From kick-off to the signed contract, Napthens needed guidance, management and expertise to select the right provider.

Solution

By working with Darwin, Napthens began to understand what they needed: a cloud-based solution.

Firstly, Darwin carried out a fact-finding mission, noting their large staff pool and 2025 deadline. Napthens also stressed how vital security was due to their work across both professional and private fields.

Once Napthens had clarified its objectives, budget, and timescale, Darwin created a request for proposal (RFP). This clearly outlined the solution Napthens was looking for and enabled suppliers in Darwin’s vetted network to begin making enquiries.

Throughout the enquiry process, Darwin did all the legwork under Napthens’ guidance. This included discovery calls and tender requests to create a supplier shortlist. Napthens could then attend demos to understand better what solutions were available to them.After the demo process, Napthens worked with Darwin to create a final list of offers that fit their needs and culture. Throughout negotiations, Darwin used their experience to ensure Napthens got the most favourable contract terms possible.

Darwin also produced board packs to help Napthens’ senior leadership team understand exactly which vendors could deliver what they needed.

Once a decision was made, Napthens worked with Darwin to finalise their contract, ironing out the finer details of the end-to-end process to ensure a smooth delivery.

Following contract sign-off, Napthens onboarded Ring-Central as a cloudbased network and telephone solution. Ring-Central enabled secure, seamless communication, support, and security across their network, all delivered before the BT switch-off.

Outcome

By working with Darwin, Napthens’ senior leadership team didn’t have to compromise. They saved 145 hours across the tender process, meaning they could focus on meeting the demands of their clients and continuing to grow in the northeast.

Napthens didn’t have to overpay, nor were they stuck with a solution they’d have to replace in a couple of years, saving money in both the immediate and long term.

The firm secured a reliable partner who delivered the secure solution well, wholly and on time while fitting in with Napthens’ down-to-earth and approachable culture.

“Real safe pair of hands for Napthens’ first migration from being on-premises into the cloud.”

Phil Awde, Napthens Technology Director