Tech Tips from the Trenches

Tech Tips from the Trenches

CBA Small Firm Practice Management SectionFebruary 25, 2014

Facilitated by:Coach Doug Brown

www.coachdougbrown.com 1

ObjectiveShare 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.

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Meetings & Collaboration

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Event SchedulingOnline Ticketing & Promotion

Schedule & promote meetingsWebinars, Team Meetings

Communicate with attendeesShow who else is attendingCollect fees (or not)

Options include

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Meeting SchedulingOne to One & Non Events

Free / Busy calendar dataSelf-select times that workAutomatically enter in calendar

Options include:

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Online Meetings

Meet without travelShare ScreensVideo ChatRecording

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Telephone & Fax

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Phone (VOIP)VOIP = Voice over internet Protocol (Internet Phone)

Traditional phoneVideo ConferenceScreen Sharing

Upside:Less expensiveMore flexible

QuestionsFast enough connection / Call Quality?Right equipment? (Phones, routers)

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VOIP Providers

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DistributorsDIY

Phone Front-EndVirtual PBX (Private Branch Exchange)

Front-end to phone system, find you anywhereBig firm feel without big switch

Virtual Receptionist

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Internet FaxingSave money

One less phone line and machine/ suppliesEnables paperless operations

Increase flexibilityGet fax wherever you are (emailed to you)

Look forFree trial (30 days)Price / month (around $10)Page packages (e.g., 300 / month)

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Internet Fax Providerswww.faxcompare.com and www.faxcritics.com

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Document Management

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Storage / CollaborationFeatures

Web storagePermission based sharing (alternative to email)Backup solution

UpsideEasy sharing /accessLow cost

DownsideTerms of ServiceConfidentiality standards?

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Document AssemblyCreating document by combining segments of

text stored separatelyPathagoras / HotDocs Active Words – triggers action based on words you

type

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Scanner ApplicationsDesktop applications

Function specific w/ associated databaseMobile functionalityFast document reading 15-30ppmOCRDrop to document storage solutions

Compatibility with practice management solution?Price range

$400-$500

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Mobile Scanner Applications

Mobile Applications (portable device as scanner) Use for documents, whiteboard sessions

Convert to .pdf w/ cropping interfaceBatchmode for multiple pages

Apps CamScanner.net DocScanner App Genius Scan TurboScan Shoeboxed.com – receipts Worldcard-business card to contact

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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

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PDF FeaturesCreate “Binders” by combining PDF files

The Binder creates Bookmarks named for each file nameCreate 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 PortfolioCreate 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.)

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BackupAutomatic online backup to the cloudProtects against lost hardware, crashed software

and self-inflicted error

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Increasing Productivity

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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 22

Note Taking / OrganizationBenefits

Paperless notes, in synch across all devicesSearchableTag & organizeRecord voiceTo Do Lists

AppsPenultimate

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Tasks & To DosOrganize / Categorize & Remind’

Outlook tasks functionSpecialized Software

Things (MAC, iOS)Evernote & OneNoteRemember the Milk

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Time Tracking & Billing

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Business Cards to Contacts

Photograph business cards directly to contact list

Capture addresses from emails

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Speech to TextSpeak to Text dictation

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Creativity / ProcessesMind Mapping (for Visual Thinkers)

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

Central Idea and theme. Intuitive and easy to learnSolve complex problems and get over writers block

Options

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Litigation Case Management

For Litigators, Case Map®, TextMap®, Timemap®Lexis ProductsCaseMap ®, is a Relational Database for all

facts, people, documents, legal issues in a case

All are connected with each otherGreat tool for more substantial cases, and

even for smaller ones

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Trial Presentation SoftwareTrialPad for iPad

Under $100.00 from App StoreSimple to Use, Powerful Capabilities Import Documents etc. directly from DropBoxConnects to projector or TV with adapter

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Sources of InformationLifehacker.com – software recommendations

Lifehacker App DirectoryHiveFive – crowd sourcingLawyerist.com / Law Technology Buyers Guide

www.lawyerist.com/tech and product reviewsLaw Technology News

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TipsTalk to usersUse free trialsAllocate time to work ON your practice

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Discussion

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Shameless PlugJoin us!

Small Firm Practice Management Section

Contact:Douglas Brown, Chair

203.651.8110Dbrown@pelorusadvisors.com

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