Technology Trends for Family Law

Presented by Carol L. Schlein, Esq.

Legal Technology Consultant Law Office Systems, Inc.

a Founding member of Lawtopia™ [email protected]

Copyright Law Office Systems Inc 2011

Plan! Budget! Do your homework!

Small firm tools are not the same as those for bigger firms

Set up, establish and document systems to plan for growth and turnover

Options are changing quickly Desktop, cloud or combo



Computer: Desktop or Laptop and/or Tablet◦ PC or Mac?◦ Dual Monitors or Wide Screen?

Internet Connection: Cable/ DSL/ Fiber (FIOS) Printer/ Scanner/ Copier/ Fax combination Backup (remote and removable USB drives)

Multiple locations? Data in existing systems? Familiarity with available applications? Server-based or virtual? Need remote access? Smart phone data policy? Anticipate future needs Document Procedures Make sure you have backup and disaster

planning procedures in place


Onsite: Equipment and programs are purchased and run

from your own office Hosted: Firm purchased apps and data are stored on remote

server for monthly hosting fee Cloud: Data and apps are provided by vendor for monthly

fee


Monthly costs v. pay in full Constant updates v. upgrades and service packs Backup built in Requires internet access/ work from anywhere Security◦ How safe is their system? ◦ How safe is the data in your office?

Maturity of applications Vendor viability Data conversion Can cloud vendor meet all needs or will you still need

a server?


Source: Advologix Website Copyright Law Office Systems Inc 2011

Good “bang for the buck” Combo lets you transcribe your dictations Digital dictation files can be sent to office

workers or routed within office Need high powered workstation

Dragon Naturally Speaking Grundig Digta 7


Voice over Internet Protocol (VOIP) Cell / Smartphones Outsourced Virtual Services “Unified Phone Systems”


Have a real website and domain Get comfortable with Social Media (LinkedIn,

Facebook, Twitter) Consider Blogging Staff and Client access to selected data Schedule appointments via website or

internet tools Obtain forms and status remotely Intake process


Virtualization – using server to “host” workstations Thin Client options – server does most processing Electronic Documents – know how to make PDFs Scanners “Platform as a Service” (PasS) Hosted Services (your apps and data) Collaboration tools – remote meetings

Ethics, confidentiality and discovery rules have not caught up to changes in technology


Microsoft Office/ Google Docs (Business) Billing Accounting Practice Management Document Management Adobe Acrobat Standard Antivirus / Antispam

Practice Area Specific applications

Separate or Combined


Billing/ Accounting◦ Timeslips| PCLaw|Tabs3| Billing Matters| Quickbooks

Practice Management◦ Time Matters| Amicus Attorney| Practice Master

Cloud Practice Mgt/ Billing◦ Advologix| Clio| Credenza| Houdini Esq| Law Firm

Manager| Rocket Matter Document Management◦ Built into some Practice Management products

NetDocuments (cloud) | Dropbox| Worldox GX₂


Manages shared contacts, calendars, case status

Can also manage docs, email and more Can handle increased caseload Better management of deadlines Sharing case, client and contact information Improve Staff productivity Manage delegated tasks Reduce malpractice insurance and risk


Have a good spam filter Learn to set up rules Connect to practice management or

document management program Don’t print out Try to use less paper!

Copyright Law Office Systems Inc2011

www.laurentbrouat.com/

Vendor experience Vendor funding Product maturity Need for customization Internet access v. equipment costs Your current and future needs Ability to import from/ export to other apps Link options


Previous familiarity with products Do you have data to convert? Core functions you need for your practice? Budget? Remote or local assistance Learn best practices for implementation to

match firm’s workflow Invest in training – initially and refresh


Vendors go in and out of business◦ Stay Flexible – make sure you can get data out if

needed◦ Do Your Homework before signing on with vendors◦ Follow trends

◦ In late 1980s, the most popular word processors were DisplayWriter, Multimate, Samna and WordPerfect. ◦ By mid 1990’s, Microsoft Word dominated legal

marketplace


Opportunity to streamline workflow◦ Incorporate scanning, paperless practices to be

more efficient◦ Work to match your intake process to your tools◦ Do periodic review of procedures and use of

technology◦ Do refresher training when upgrading

Better delivery of services to clients◦ Immigration clients outside US◦ Collaboration with groups of clients

Attract better clients


When to send bills (before end of month) Have clear engagement letter Review your billing rates Consider Flat Fees but monitor them Make sure your billing system can track

Accounts Receivable Have someone else call clients who owe you $$


Caveats:◦ Tech is constantly changing ◦ It’s easy to make bad decisions◦ Vendors come and go◦ Focus on your needs◦ Implement slowly and methodically


Convenience v. safety of your data◦ Do you have a password policy?◦ What data is on your cell phone/ laptop?◦ Take precautions on public networks

Staff Quality of Life v. 24/7 Burnout Ease of access v. client confidentiality◦ Who has access to your firm’s data?◦ What happens if provider goes out of business?◦ How secure is the data in your office?


Need for conference rooms or meeting space depending on practice

Use remote collaboration tools to work remotely with staff, clients and adversaries

Manage work done by staff Plan for major changes in technology Generational Differences among staff◦ “Digital Natives” v “Digital Immigrants”


We’re going through a volatile time Some of the major vendors in the market may

not be leaders in a few years and unknowns may take over

Do your homework and proceed with caution


Presented by Carol L. Schlein, Esq.Legal Technology Consultant

Law Office Systems, Inc.a Founding Member of Lawtopia™ LLC

[email protected]
