Tech tips from the trenches
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Tech Tips from the Trenches. CBA Small Firm Practice Management Section February 25, 2014 Facilitated by: Coach Doug Brown www.coachdougbrown.com. Objective.

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Tech tips from the trenches

Tech Tips from the Trenches

CBA Small Firm Practice Management Section

February 25, 2014

Facilitated by:

Coach Doug Brown

www.coachdougbrown.com


Objective

Objective

  • Share technology tips to help members run a more profitable and productive practice. These tips have been gathered from our members and industry experts.

  • Focus is on the following key areas:

    • Meetings & Collaboration

    • Telephone

    • Document Management Storage

    • Productivity

  • Disclaimer:

    • Sharing tips & resources.

    • Not recommendations or endorsements.


Meetings collaboration

Meetings & Collaboration


Event scheduling

Event Scheduling

  • Online Ticketing & Promotion

    • Schedule & promote meetings

      • Webinars, Team Meetings

    • Communicate with attendees

    • Show who else is attending

    • Collect fees (or not)

  • Options include


Meeting scheduling

Meeting Scheduling

  • One to One & Non Events

    • Free / Busy calendar data

    • Self-select times that work

    • Automatically enter in calendar

  • Options include:


Online meetings

Online Meetings

  • Meet without travel

  • Share Screens

  • Video Chat

  • Recording


Telephone fax

Telephone & Fax


Phone voip

Phone (VOIP)

  • VOIP = Voice over internet Protocol (Internet Phone)

    • Traditional phone

    • Video Conference

    • Screen Sharing

  • Upside:

    • Less expensive

    • More flexible

  • Questions

    • Fast enough connection / Call Quality?

    • Right equipment? (Phones, routers)


Voip providers

VOIP Providers

  • Distributors

  • DIY


Phone front end

Phone Front-End

  • Virtual PBX (Private Branch Exchange)

    • Front-end to phone system, find you anywhere

    • Big firm feel without big switch

  • Virtual Receptionist


Internet faxing

Internet Faxing

  • Save money

    • One less phone line and machine/ supplies

    • Enables paperless operations

  • Increase flexibility

    • Get fax wherever you are (emailed to you)

  • Look for

    • Free trial (30 days)

    • Price / month (around $10)

    • Page packages (e.g., 300 / month)


Internet fax providers

Internet Fax Providers

  • www.faxcompare.com and www.faxcritics.com


Document management

Document Management


Storage collaboration

Storage / Collaboration

  • Features

    • Web storage

    • Permission based sharing (alternative to email)

    • Backup solution

  • Upside

    • Easy sharing /access

    • Low cost

  • Downside

    • Terms of Service

    • Confidentiality standards?


Document assembly

Document Assembly

  • Creating document by combining segments of text stored separately

    • Pathagoras / HotDocs

    • Active Words – triggers action based on words you type


Scanner applications

Scanner Applications

  • Desktop applications

    • Function specific w/ associated database

    • Mobile functionality

    • Fast document reading 15-30ppm

    • OCR

    • Drop to document storage solutions

  • Compatibility with practice management solution?

  • Price range

    • $400-$500


Mobile scanner applications

Mobile Scanner Applications

  • Mobile Applications (portable device as scanner)

    • Use for documents, whiteboard sessions

      • Convert to .pdf w/ cropping interface

      • Batchmode for multiple pages

  • Apps

    • CamScanner.net

    • DocScanner App

    • Genius Scan

    • TurboScan

    • Shoeboxed.com – receipts

    • Worldcard-business card to contact


Pdf resources

PDF Resources

  • Adobe XI

  • Features

    • Reuse .pdf content. Convert to edit in other formats

    • Edits and notes directly in .pdf files

    • Fillable forms

  • Benefits

    • Outlook integration (add-in)

    • Highlight emails, convert or add to pdf

    • Integration with outlook

  • Related Apps

    • PrimoPdf

    • iAnnotate


Pdf features

PDF Features

  • Create “Binders” by combining PDF files

    • The Binder creates Bookmarks named for each file name

  • Create e-mail “Portfolios”

    • Append new e-mails to existing Portfolio

    • Drag and drop individual or selected e-mails, or other documents, into, or out of the Portfolio

  • Create document Portfolios (Pro version only)

    • In Standard, bootstrap an e-mail Portfolio to create a document

    • Add files to Portfolio in different formats (Word, Excel, etc.)


Backup

Backup

  • Automatic online backup to the cloud

  • Protects against lost hardware, crashed software and self-inflicted error


Increasing productivity

Increasing Productivity


Practice management

Practice Management

  • One integrated solution

    • Documents

    • Time

    • Billing

    • Tasks

  • Options include

    • CLIO

      • Cloud based

      • $49/atty / month $25/support staff

    • Amicus Attorney

      • Hosted (your PC) $999+

      • Cloud $34.95

      • Multiple levels & features

    • Total Attorneys

      • $20/month (up to 2 users)

      • $40/month (up to 10 users)

    • Houdini.esq

      • Free for solo (local install)

  • Watch: Learning curve, support and integration


Note taking organization

Note Taking / Organization

  • Benefits

    • Paperless notes, in synch across all devices

    • Searchable

    • Tag & organize

    • Record voice

    • To Do Lists

  • Apps

    • Penultimate


Tasks to dos

Tasks & To Dos

  • Organize / Categorize & Remind’

    • Outlook tasks function

  • Specialized Software

    • Things (MAC, iOS)

    • Evernote & OneNote

    • Remember the Milk


Time tracking billing

Time Tracking & Billing


Business cards to contacts

Business Cards to Contacts

  • Photograph business cards directly to contact list

  • Capture addresses from emails


Speech to text

Speech to Text

  • Speak to Text dictation


Creativity processes

Creativity / Processes

  • Mind Mapping (for Visual Thinkers)

    • Visual thinking to create organized display of a plan, project or problem

    • Central Idea and theme.

    • Intuitive and easy to learn

    • Solve complex problems and get over writers block

  • Options


Litigation case management

Litigation Case Management

  • For Litigators, Case Map®, TextMap®, Timemap®

    • Lexis Products

    • CaseMap®, is a Relational Database for all facts, people, documents, legal issues in a case

    • All are connected with each other

    • Great tool for more substantial cases, and even for smaller ones


Trial presentation software

Trial Presentation Software

  • TrialPad for iPad

    • Under $100.00 from App Store

    • Simple to Use, Powerful Capabilities

    • Import Documents etc. directly from DropBox

    • Connects to projector or TV with adapter


Sources of information

Sources of Information

  • Lifehacker.com – software recommendations

    • Lifehacker App Directory

  • HiveFive – crowd sourcing

  • Lawyerist.com / Law Technology Buyers Guide

    • www.lawyerist.com/tech and product reviews

  • Law Technology News


Tech tips from the trenches

Tips

  • Talk to users

  • Use free trials

  • Allocate time to work ON your practice


Discussion

Discussion


Shameless plug

Shameless Plug

Join us!

Small Firm Practice Management Section

Contact:

Douglas Brown, Chair

203.651.8110

[email protected]


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