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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.
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
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
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
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
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
slide37
Tips
  • Talk to users
  • Use free trials
  • Allocate time to work ON your practice
shameless plug
Shameless Plug

Join us!

Small Firm Practice Management Section

Contact:

Douglas Brown, Chair

203.651.8110

[email protected]

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