CLASS November 28, 2012

Presenters Carol L. Schlein, Esq. Law Office Systems, Inc., member of Lawtopia LLC Montclair NJ Jaimie Field, Esq. MarketingField Parsippany NJ

Agenda Best Technology Practices Lawyers Should Use How to Rid your Office of the Clutter and Find Documents Easier Social Media for Rainmaking without Losing Your License

Improve Your Customer Service Using Technology effectively will allow you to Cut expenses Do work more efficiently Earn more money Provide better service to existing clients Attract new (and better) clients

Best Technology Practices Lawyers Should Use Keep Hardware and Software Current Don’t fall too far behind Linked applications can wreak havoc Re-evaluate needs regularly Use upgrades as opportunity to review best practices and streamline workflow Focus on ways to improve service to clients and attract new ones

Dos and Don’ts DO: Have your own domain (myfirm.com) Annual Cost: Less than $15.00! DON’T: Use AOL/ Gmail/ Yahoo address as your business

Choosing the right option Focus on your goals Shared information within your office Links to other applications Smartphone sync Reliability

Options Outlook v. Exchange v. Hosted Exchange v. Google Apps Hosted Exchange best option for up to 5 mailboxes Exchange offers web based access syncing to phones syncing to practice management programs Can also get inexpensive websites and blog sites NetworkSolutions.com GoDaddy.com WordPress.com LexisNexis.com Westlaw.com

Hosted Exchange options Costs start at $6/ mailbox per month Microsoft 365 Appriver Mailstreet Hybrid options for different users (Rackspace)

Master Basics Learn advanced search options Know how to create folders Master steps to create rules Consider tools that improve efficiency (not saving duplicate s) Set procedures for managing attachments

Don’t be Interruption Driven! Check your no more than 3 times per day A 2002 study found it takes an average of 64 seconds to recover your train of thought from an interruption Other studies report even longer recovery times.

Using for Marketing and Client Development Join local and practice specific lists Create Client Newsletters or s using

Online Collaboration Tools Online meeting software Can be used to edit documents More efficient than sending drafts by Remote training Conference calls Webinars for clients and prospects Instant messenger tools for getting quick answers Electronic Whiteboard

Software for Collaborating GotoMeeting Webex Join.me Skype Lync (Part of Microsoft 365) Facebook Messenger Get comfortable with Presentation Programs like PowerPoint

Instant Messenger Tools For quick instant messages, voice or video chats with clients or colleagues Skype Microsoft Lync Facebook Messenger

Remote Access Access office files remotely Tech support assistance Accommodate employees’ lives

Getting Feedback with Surveys Good for getting client feedback Learn what your firm is doing right and wrong Ask potential clients questions PollEverywhere.com SurveyMonkey

Share Your Favorite Smartphone App/ Tip SoundHound Pandora Decide CardioTrainer

Questions?

How to Rid your Office of the Clutter and Find Documents Easier

What Do You Need? Must Haves: Plenty of storage on your network server or workstation Scanner Printer Organized document storage system Reliable off-site backup Nice to Have: Tablet or laptop computer for electronic note taking Dual (or more) Monitors Microphone for voice recognition and digital dictation Document Management Software

Technology to Streamline Paper Digital Dictation (e.g. Grundig) Voice Recognition software (e.g. Dragon Naturally Speaking) Combining dictation and voice recognition

Software Options Adobe Acrobat Paperport Twain-compliant Document Management Software Worldox Imanage NetDocuments As part of practice management program DropBox/ Box and online storage

Scanner Options High Speed Standalone Desktop or Portable scanners Sheet feeder option/ Flat Bed As part of a Digital Copier

Considerations in Getting Started Going paperless is a process, not a solution to a problem It will not “fix” a flawed process Can make consolidated file management more difficult Need to consider how will the data be organized? Requires strict adherence to defined processes Easier to do in smaller firms

How to Get Started Treat this as a project Define the end result / how to measure Set Reasonable Goals Don’t over complicate things Plan It Do it [ DON’T START HERE! ] Evaluate

Can Law Firms Truly be Paperless? No… but we can drastically reduce the amount of paper we handle and save a few more trees

Easy Ways to Use Less Paper Don’t print when possible Don’t print s to read or put in your file Dual monitors allow for easier on-screen editing E-File when available Rethink your filing systems Do you really need file copies? Can you scan bank deposits? Use Electronic Banking

Sharing information by is quicker and faster but… Need system for management Consider alternatives within your office Don’t internal documents within your office or forward incoming attachments

Tips for Reducing Paper Get Adobe Acrobat (not Reader) to send exact copies of documents Shareware or Word /WordPerfect option to make PDF Use Adobe or OCR programs to convert to readable text Get Metadata scrubbers to eliminate sending hidden information to adversaries Send and receive faxes as s or just send Consider small scanners like Fujitsu ScanSnap at key desks for easy scanning CardMinder can be used to scan business cards

Managing your Documents with Less Paper Use a Document Management Program to save electronic files and s to Cases Create and Manage Forms Better Set up merges or use templates for “standard” documents Client Intake via website Work “in the cloud”?

Use More of Your Practice Management Program Use a Practice Management Program to limit physical files Replace pink Phone slips with electronic phone messages Use electronic calendar instead of “Red Book” Replace “Memos to File” with case notes

Develop Document Retention Policies Get rid of older paper files Don’t allow files to be closed before cleaning out unneeded papers Include in your office policies Create procedures for attachments sent to multiple people

Billing with Less Paper Enter your time directly instead of on paper Use your smart phone or online tools for capturing billable time Print out weekly report if need backup rather than daily time sheets Send bills to clients by Eliminate “cover letters” with bills

RAFFLE!!!! Win a Free ScanSnap S1100 and help setting it up!! Price $ sided USB Adapter only.77 lbs Link with me on Linkedin or Like my Law Office Systems Facebook page before Dec 1 st to be eligible

Questions? About Carol Schlein, Esq. President, Law Office Systems, Inc., Montclair NJ Member of Lawtopia LLC (national consulting firm)