Technology & Tips To Run a SECURE Practice REMOTELY...Contact management. Scheduling. Project management . CRM/DOCUMENT MANAGEMENT. CRM & Marketing Automation (Email) • Infusionsoft

Technology & Tips To Run a SECURE Practice REMOTELY

Victor J. Medina, Medina Law GroupAttorney, Certified Practice Advisor, CELA®, CFP®, RICP®

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ABOUT ATTICUS• Atticus™ was founded in 1989 to

provide in-depth, ongoing support and accountability programs for lawyers and law firms that will effectively:

• increase gross revenues and personal incomes,

• reduce stress and the number of hours in the office,

• develop greater career satisfaction,

• and allow more time for family and personal interests.

#GrowWithAtticus AtticusAdvantage.com

What kinds of attorneys and groups does Atticus work with and how?

SOLO AND SMALL FIRM ATTORNEYS MANAGING PARTNERS AND LEADERS

LEGAL ASSOCIATIONS FROM START TO EXIT


Atticus Coaching Services & Products

Monthly Webinars

- Atticus Advantage Series (Free)

- Practice Growth Series™

- Rainmaker Roundtable

1-Day Workshops and½-Day Workshops

- Double Your Revenue™

- How to Build Your Law Firm for Sale™

- Solo & Small Firm Foundations™

- How to Build a Profitable Team™

Quarterly In-PersonGroup Programs

- Practice Growth Program™

- Dominate Your Market™

1-on-1 Coaching

Tailored to your specific needs and goals for your practice and your life

Books

- How Good Attorneys Become Great Rainmakers

- Time Management for Attorneys

- Hire Slow, Fire Fast


Adjunct Practice Advisor

VICTOR MEDINAwww.atticusadvantage.com

Founder of Medina Law Group & Palante Wealth Advisors

Certified Elder Law Attorney (CELA®) and Certified Financial Planner™ (CFP®)

Coaching with Atticus for 8+ years and a trained Adjunct Practice Advisor

INTENTIONWe have four goals:

1. Provide an overview of the tools available to help you (and your team) work remotely.

2. Any decisions should come with your own due diligence on the right tool for the job.

3. Prices quoted where it was fast/convenient. Please do your own research.

4. Decisions to invest in tech should be driven by your other cash flow considerations.



HARDWARE


LAPTOP/COMPUTER HARDWARE

Full Laptop vs. Chromebook

• Full Laptop: Apple/Windows ($1000)

• Chromebook ($250)

iPad Pro/Surface

• Apple vs. Windows (~$1,000)


LAPTOP/COMPUTER HARDWARE

All-in One Windows Machine

• ASUS All-in-One ($554)

Mobile PC

• MiniPC Z83V ($120) - BYOKMM


MONITOR/KEYBOARD/MOUSEMonitors

• Recommended Specs: > 21 inches, elevated stand, HDMI, embedded webcam

Keyboard

• Wired vs. Wireless: Logitech Unifying Software (with mouse)

Mouse

• Ergonomic, Multi-Button: Logitech/Microsoft


PHONECellphone

• See software solutions for spoofing

Softphone (Computer)

• Requires headset, plus Ethernet connection (& good bandwidth)

VOIP Handset

• Required existing VOIP service + Ethernet connection (available in the back of your router)


SCANNER

Only one hardware recommendation

• Fujitsu ScanSnap ix1500 ($350)

In a pinch

• Cellphone app

COMMUNICATIONS


EXTERNAL COMMUNICATIONSVOIP

• Ring Central/Vonage Business/Google Voice

Virtual Meeting Solutions

• Zoom/GoToMeeting/WebEx/Skype

Handling Mail

• Scan & Distribute and/or Forward

Receptionist

• Call Forwarding or Virtual (Ruby, BOB)


INTERNAL COMMUNICATIONS

Communication Only

• Slack - What’s App - FaceTime

Communications + Project Management

• Trello - monday.com - Asana –BaseCamp - Wrike


http://monday.com

PRACTICE MANAGEMENT

Cloud-Based

Rocket Matter, Clio,

Practice Panther, SmokeBall,

ActionStep, Office 365, MyCase

Local + CloudSyncingFileMaker Pro, Daylite(Mac-specific)

Requirements

Deadline tracking

Contact management

Scheduling

Project management

CRM/DOCUMENT MANAGEMENT

CRM & Marketing Automation (Email)

• Infusionsoft by Keap, Keap Pro, Keap Grow, Greenrope, Less Annoying CRM

• MailChimp, Constant Contact

Document Management

• World Docx, Net Documents, DocMoto


SECURITY PROTOCOLS


WORK LAPTOP VS. OWN LAPTOP

Always easier to lock-down work machines - likely a better malpractice defense

Must have a policy if using home machine

Can’t leave it open with client information


WIFI SOLUTIONS & POLICIES

Avoid public WiFi

Hackers don’t have to respect the quarantine rules

Explore VPN (virtual private networks), which mask internet traffic

Consider a reimbursement policy for (a portion of) home broadband use (or increase of bandwidth for better appearance to clients)


DOCUMENT CREATION/MANAGEMENT POLICIES

Team members should avoid creating/saving documents locally

Whenever possible, document templates should reside in the cloud, and be locked down

Team members should avoid communicating with clients from a home email or phone


MOBILE DEVICE MANAGEMENT

Permits you to install software on your team’s devices (and manage it)

• Native (hard) vs. Jamf Pro (easy & for Apple products)


TIPS FOR FIRST-TIME VIRTUAL WORKERS


ARRANGING YOUR SPACE

Consider ergonomics — few have their home set up for working for long periods

Seek quiet — avoid (and encourage others avoiding) the kitchen table

Take over more space than you think you need


MAINTAINING NORMALCYTake breaks

Expect time for things to adjust

Set expectations for clients and referral sources — everyone is aware of the current challenges

I sincerely encourage a mindfulness practice (Headspace, Calm, 10% Happier)


BEST PRACTICES


TREAT EVERY NIGHT AS YOUR LAST NIGHT IN THE OFFICE

Circumstances can change at any moment (testing positive for COVID-19, building shutdown, municipal quarantine)

Being able to pick up at a different location without interruption requires diligence and accepting a “new normal”


TRIAL RUNS WITH YOUR TEAMRun “Mock” trials working remotely by department, key personnel, or randomized

Have someone pose as a client and experience all aspects from the client’s perspective to assess areas that need improvement

Observe opportunities for improvement (that is: slay sacred cows)


CULTIVATING TEAM CULTURE IN A VIRTUAL SET-UP

Create “water-cooler” opportunities -(e.g., #random channel on Slack)

Be more forgiving and gracious with mistakes and learning curves

Set the culture you want by example (confidence, calm, resolve to get things right)


Stay Informed:Coronavirus Law Firm Response:

• Check our Facebook, Twitter, LinkedIn Pages and use your community’s expertise

• Coronavirus Preparedness Hotline – Daily

9-10 am EST*

Dial-In: 813.769.0500

Access Code: 482-879-295#If you can’t make the call, email [email protected] a practice advisor will contact you ASAP.


mailto:[email protected]

Practice Specific Webinars:

• Personal Injury and Litigation(March 25th, 11:00 am ET)

• Estate Planning & Elder Law(March 26th, 1:00 pm ET)


Stay Informed:

Specific Response Plans:

• Protecting Your Marketing Pipeline& Preparing for Deferred Demand

(March 24th, 1:00 pm ET)

• Preserving Cash Flow in an Economic Slowdown

(March 26th, 3:00 pm ET)


BRIEF ADVERTISEMENT

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• September 24-25, 2020

• Disney World Yacht & Beach Club

• TED Conference for Legal Tech

• Discount Code: ATTICUS ($100 off)


QUESTIONSTo ask a question, there are two methods:

1. Use the chat function on your GoToWebinar dashboard to send a message to the event organizer. If you would like your question to remain anonymous, indicate so in your message.

2. Click the hand icon to indicate you have a question or comment, and we’ll call on you. When we do, we will “unmute” you so that you can be heard.


Thank [email protected]
