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How Your Law Firm Can Build Its Own (DIY) Practice Management System Using Off-The-Shelf Software

By Sara Skiff | Tuesday, January 19, 2010

Coming today to TechnoFeature: Most managing partners agree that technology can help them better run their law firms. But which technology? In this TechnoFeature article, do-it-yourself advocate and lawyer Edward Zohn explains how his firm decided to use off-the-shelf business productivity software to create a practice management system rather than buy a specialized practice management system designed for law firms. Zohn doesn't only discuss his unorthodox approach in the abstract. He also lists and discusses the products that comprise his firm's practice management system.

How to Receive TechnoFeature
Our flagship newsletter never disappoints thanks to its in-depth reporting by leading legal technology and practice management experts, many of whom have become "household names" in the legal profession. It's in TechnoFeature that you'll find our oft-quoted formal product reviews and accompanying TechnoScore ratings. The TechnoFeature newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Accounting/Billing/Time Capture | Coming Attractions | Law Office Management | Practice Management/Calendars | TechnoFeature

Golden Ticket Plus 97 More Articles

By Sara Skiff | Monday, January 18, 2010

Coming today to BlawgWorld: Our editorial team has selected and linked to 63 articles from the past week worthy of your attention, including our Post of the Week. Here's a sample:

SharePoint Killers

Which iPhone Should I Buy?

Fixed-Fee Law Firm Throws Out the Clock

Five Ways to Comply with the New FTC Guidelines for Bloggers

This issue also contains links to every article in the January/February 2010 issue of Law Practice and the January 2010 issue of Law Practice Today. Don't miss this issue or future issues.

How to Receive BlawgWorld
Our newsletters provide the most comprehensive coverage of legal technology, practice management, and law firm marketing, but not the only coverage. To stay on top of all the noteworthy articles published in blogs and other online publications you could either hire a research assistant or simply subscribe to BlawgWorld. The BlawgWorld newsletter has received rave reviews and is free. Please subscribe now.

Topics: BlawgWorld Newsletter | Collaboration/Knowledge Management | Coming Attractions | Laptops/Smartphones/Tablets | Law Firm Marketing/Publications/Web Sites | Law Office Management | Online/Cloud

SmallLaw: Fill Out Forms With Adobe Acrobat Instead of a Typewriter

By Ross Kodner | Monday, January 18, 2010

SmallLaw 01-11-10-450

Originally published on January 11, 2010 in our free SmallLaw newsletter.

Thank you for all the feedback on my series of SmallLaw columns about Adobe Acrobat. Previously, I've discussed how to create deal books, make your PDF files searchable, and archive your Outlook email. This fourth installment focuses on a jaw-dropping function known as "Typewriter."

Does your firm still have one lonely little typewriter? Do your Generation Y lawyers even know what a typewriter is? Why do you still have one? Struggling and tussling with fill-in-the-blank government forms perhaps? Filling in UCC filing statements? Typing up HUD forms for real estate closings? How much time do you waste just trying to find ribbons for that old, absurdly analog beast?

And why do you bother? Probably because you think it would be too involved to spend the time to automate the pre-printed form in Word or in Acrobat. Whatever the reason for dragging out your ancient typewriter to fill in forms, it's not necessary. There's a much better way using Adobe Acrobat's well-hidden and not-nearly-promoted-enough Typewriter function.

How to Make the Switch to Acrobat's Typewriter

Here's the idea in a nutshell. Scan any pre-printed paper form or take any "dumb" form you find online or receive from someone (with "dumb" defined as an inability to have its data fields filled in on-screen). With a PDF version of the form now on-screen, make the file searchable. Re-save the now searchable PDF file. For example, suppose you scan an IRS W9 form to report professional service fees received.

Now comes the PDF magic. In Acrobat Standard, Professional or the less common Professional Extended edition, go to the Tools menu, select Typewriter, and select "Show Typewriter Toolbar." A new toolbar will be added that includes the Typewriter functions:
  • A button to turn on the Typewriter function and insert text at any point in your document.

  • Buttons to increase or decrease the font size typed.

  • Buttons to increase or decrease the line spacing of the typed text.

  • A button to change the color of the typed text.

  • Pull-down selections to choose fonts and their point size.
To insert text at any point in the document, presumably to "fill in a blank," click the Typewriter button (easily identified for everyone over the age of 40 by a typewriter). Doing so will change your cursor into one that looks more like what ancient Wordstar devotees from the early 80's will remember as their "insertion pointer."

Position the typewriter cursor wherever you want to "type" text onto the document and click. Then type away. The default font, nostalgically, is a Courier-like font that harkens back to the days of the IBM Selectric and the "typewriter look" of yesteryear. You can change it, but initially it's just plain fun to think of your completed form looking as if you had used some clanking old Underwood. When you finish the entry, press ESC and you'll switch off Typewriter mode. Move to the next blank and repeat until your form is fully filled.

Typewriter Tips

You have extensive ability to later modify your entries. You can click on the "typed" text to select it. You can then double-click into the selected text to return to Typewriter mode and edit to your heart's content (no more white-out). If you want to change the appearance of the text, highlight it once you've "double-click selected" it and then choose any of the text appearance change options on the Typewriter toolbar: graduated font size increases/decreases, line spacing to better fit the blanks, color changes, or standard font and point size changes. Click away from the selected text to lock in the changes.

Sometimes you'll need to reposition the "typed" text — placement of the typewriter cursor isn't entirely obvious and can take a bit of practice. To reposition your text, click on it to select the entire typed segment. Then position the "arrow" cursor on the selected text border and drag and drop where needed. For finer repositioning, first zoom into the PDF using the standard Acrobat zoom controls.

When you finish, save the PDF file to lock in your changes, and then distribute away. You'll find endless daily uses for the Acrobat Typewriter. Sometimes it can be as simple as filling in a "date signed" line in a contract after inserting your scanned signature or before inserting your digital signature. Other times, you may use it to fill out a multiple page government agency form.

Old Keystrokes Home

Once you begin using Acrobat's Typewriter tool, one more task awaits you — sending your Brother, IBM Selectric, Olivetti, Royal, Underwood, or whatever typewriter your firms uses to an analog assisted living facility to live out its remaining days.

Written by Ross Kodner of MicroLaw.

How to Receive SmallLaw
Small firm, big dreams. Published first via email newsletter and later here on our blog, SmallLaw provides you with a mix of practical advice that you can use today, and insight about what it will take for small law firms like yours to thrive in the future. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Business Productivity/Word Processing | SmallLaw

Microsoft Response Point; Locally-Built Laptops; Mac to PC Switch; FileBox Extender Review; Australia

By Sara Skiff | Friday, January 15, 2010

Coming today to Fat Friday: Donald Moir reviews Microsoft Response Point with Syspine hardware, Jonathan Warner shares his experience with locally-built laptops, Mike Agron explains why he's switching back to a PC after spending a year with a MacBook Pro, Wesley Brown reviews FileBox eXtender, and Kerry Hubick discusses Australia's health care system. Don't miss this issue.

How to Receive Fat Friday
Our most serendipitous offering, Fat Friday consists of unsolicited contributions by TechnoLawyer members. You'll no doubt enjoy it because of its mix of interesting topics and genuinely useful knowledge, including brutally honest product reviews and informative how-tos. The Fat Friday newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Coming Attractions | Consultants/Services/Training | Desktop PCs/Servers | Document Management | Email/Messaging/Telephony | Fat Friday | Laptops/Smartphones/Tablets | Law Office Management | Networking/Operating Systems | Utilities

PEO Buyer's Guide; Yahoo Calendar; Audio Clips at Trial; Stamps.com Secret Pricing Update; WordPerfect Tip

By Sara Skiff | Thursday, January 14, 2010

Coming today to Answers to Questions: Robert Rice provides a detailed buyer's guide to Professional Employer Organizations (PEOs) for law firms, Wandal Winn reviews Yahoo Calendar's synchronization abilities, Tim Smith explains how to play specific segments of audio during a trial, John Crossan has an update on Stamps.com's secret low-cost plan after reading about it in a previous Answers to Questions, and Douglas Thomas explains how to copy and paste text in WordPerfect without any formatting. Don't miss this issue.

How to Receive Answers to Questions
Do you believe in the wisdom of crowds? In Answers to Questions, TechnoLawyer members answer legal technology and practice management questions submitted by their peers. This newsletter's popularity stems from the relevance of the questions and answers to virtually everyone in the legal profession. The Answers to Questions newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Business Productivity/Word Processing | Collaboration/Knowledge Management | Coming Attractions | Copiers/Scanners/Printers | Law Office Management | Online/Cloud | Presentations/Projectors | TL Answers | Utilities

TimeMap 5: Read Our Exclusive Report

By Neil J. Squillante | Thursday, January 14, 2010

Today's issue of TechnoLawyer NewsWire covers timeline creation software (see article below), metadata management software, a Web-based task manager, an online widget for appointment scheduling at your law firm, and an iPhone app for listening to CLE courses on the go. Don't miss the next issue.

Show Them What Happened

Every case consists of a series of events. And in most cases, the events are in dispute (summary judgment being an exception). When the dispute involves not just the facts, but when they transpired, no amount of verbal gymnastics can compete with a visual timeline. Pedagogical studies have shown that children can understand timelines and other informational graphics before they learn how to read. Other studies show that such visuals also enhance comprehension among adults. So, how can you create timelines for your cases?

TimeMap 5 … in One Sentence
LexisNexis' TimeMap 5 enables you to create and present event-based timelines.

The Killer Feature
While timelines can wow an audience, they can become unwieldy to edit.

TimeMap's new Spreadsheet View enables you to add to and edit your timeline in an Excel-like environment. You can navigate the spreadsheet using the Tab key, and toggle between the spreadsheet and the timeline with one click. If you attach an exhibit or other file to an event, the spreadsheet displays a paperclip that you can click to view the document.

Other Notable Features
The new version of TimeMap also gives you more control over the labels on your timeline. For example, instead of displaying the specific dates, you can use terms like "Summer 2010." You can still see the actual date in the Spreadsheet View. You can also hide the month, day, or year as necessary (e.g., if the timeline covers a short time period, you may not want to list the year).

TimeMap now offers global search and replace. Thus, you can begin creating a timeline even when you don't know all dates, names, locations, etc. You can enter filler text and replace it later. You can also search for and find any text in your timeline.

To make your timeline more visually compelling, TimeMap now enables you to add graphics and photos to fact, text, and picture boxes in your timeline (.bmp, .emf, .ico, .gif, .jpg, and .wmf). TimeMap ships with some clip art, and integrates with Microsoft Office's Clip Organizer.

What Else Should You Know?
TimeMap 5 runs on Windows 2000 or later. Pricing starts at $417.60 for a two-year subscription. You can download a 30-day free trial. Learn more about TimeMap 5.

How to Receive TechnoLawyer NewsWire
So many products, so little time. In each issue of TechnoLawyer NewsWire, you'll learn about five new products for the legal profession. Pressed for time? The "In One Sentence" section describes each product in one sentence, and the "Killer Feature" section describes each product's most compelling feature. The TechnoLawyer NewsWire newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Collaboration/Knowledge Management | Litigation/Discovery/Trials | TL NewsWire

Review: NetDocuments

By Sara Skiff | Tuesday, January 12, 2010

Coming today to TechnoFeature: Law firms manage documents in an ever-increasing number of scenarios — collaborating with colleagues, sharing documents with clients, creating online repositories for deals or discovery, etc. NetDocuments offers a Web-based solution for these and other document management tasks. In this TechnoFeature article, business lawyer and frequent TechnoLawyer contributor Mike Schley discusses how his law firm uses NetDocuments as a virtual deal room for due diligence and virtual file server for document collaboration and sharing. How's life in the document management cloud for Mike and his firm? Read his review of NetDocuments to find out.

How to Receive TechnoFeature
Our flagship newsletter never disappoints thanks to its in-depth reporting by leading legal technology and practice management experts, many of whom have become "household names" in the legal profession. It's in TechnoFeature that you'll find our oft-quoted formal product reviews and accompanying TechnoScore ratings. The TechnoFeature newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Document Management | Online/Cloud | TechnoFeature

Accident Reenactment Jumps the Shark Plus 99 More Articles

By Sara Skiff | Monday, January 11, 2010

Coming today to BlawgWorld: Our editorial team has selected and linked to 78 articles from the past week worthy of your attention, including our Post of the Week. Here's a sample:

10 Projections for 2010: The Year We All Hit the F5 Button

Blackberry Gets a PowerPoint Presenter

Boutiques Are Slicing Into Big Firms' Pie

A Simple Marketing Plan for 2010

This issue also contains links to every article in the January 2010 issue of Law Technology News. Don't miss this issue or future issues.

How to Receive BlawgWorld
Our newsletters provide the most comprehensive coverage of legal technology, practice management, and law firm marketing, but not the only coverage. To stay on top of all the noteworthy articles published in blogs and other online publications you could either hire a research assistant or simply subscribe to BlawgWorld. The BlawgWorld newsletter has received rave reviews and is free. Please subscribe now.

Topics: BlawgWorld Newsletter | Coming Attractions | Laptops/Smartphones/Tablets | Law Firm Marketing/Publications/Web Sites | Law Office Management | Presentations/Projectors | Technology Industry/Legal Profession

YouLaw: Truck Accident Reenactment Jumps the Shark

By Gerry Oginski | Monday, January 11, 2010

Watch the Video

TechnoScore: 1.0
1 = Lowest Possible Score; 5 = Highest Possible Score

Steve Gordon of Gordon and Elias, Arizona

How would you feel watching a video in which you see a nice family having a meal together, leaving in a car, and suffering a catastrophic car accident, complete with screams, glass shattering, ambulance lights and siren, heart beat audio in the background, scenes of the emergency room, and even a trip to the lawyer's office? That's what you see in this truck accident reenactment by Gordon & Elias.

Contrived and overdone, this video tries to play on your emotions complete with a badly bruised child, a trip by the widow to the cemetery to lay a single flower on her husband's tombstone, the widow at home overwhelmed by her bills, etc. When she poignantly touches her deceased husband's photo, I can't take it anymore. Get me some tissues. I need to blow my nose. There's another two minutes to go. Ugh.

Steven Gordon keeps interrupting my tearful thoughts about this family's tragedy. I want to hear more about this horrific injury and what will happen to the terrible trucker who presumably caused their life-altering tragedy.

The video also has courtroom scenes, again presumably a re-enactment. Using the same widow (actor) on the witness stand, Steven Gordon standing in front of a jury with an exhibit of an accident scene, a judge looking concerned for the welfare of the widow, and even a scene of the widow sitting at counsel's table thanking Gordon presumably after a verdict in her favor.

"We wish you had not gone through what you went through, but you have," says Gordon. I'll say it again! Give me a break. This video is too long and too contrived.

Tip #1: Don't Drive Away Prospective Clients

In the famous British video about the risks of texting while driving, you see and hear screams, glass shattering, and steel crunching. That was clearly the most horrific video I'd ever seen. That video went viral and had a significant educational message best described visually. That's simply not the case here.

If you really want to scare viewers, why not educate them about how difficult it will be to prove damages in their case? Why not explain to them that society's values are changing, which may make it difficult to obtain proper compensation for their injuries?

Bottom line: Don't drive away prospective clients with an expensive and unnecessary reenactment.

Tip #2: Use Real Case Examples

Instead of recreating every sympathetic aspect of a tragedy, why not instead use specific examples of cases you've handled and how you've helped those victims? Get their family members on video to explain what they went through instead of paid actors. It's much more believable and palatable.

Tip #3: Are You Providing Useful Information?

You are ultimately responsible for the content in your own video regardless of who produces your video. If you have failed to provide any useful content, ditch the video and start over. No one wants to watch a soap opera about a fictional case.

Till next time, see on video!

The Back Bench

Certified Family Law Specialist and online video producer Kelly Chang Rickert says: "This was an excellent YouTube video. It really pitches the firm and gives you a warm feeling that lawyers can be your friends, even in an ambulance-chasing environment. Steve Gordon does a great job narrating, and his friendly demeanor is easy to follow."

TechnoLawyer publisher and online video producer Neil Squillante says: "I've seen more frightening car accidents in PG movies so the video does not need the warning at the outset. In fact, the video would benefit from an editor to shorten its overall length. Still, by recreating a car accident, Gordon & Elias has differentiated its video from other law firm videos. Only time will tell if this approach can succeed."

About YouLaw
YouTube offers law firms a free advertising platform with tens of millions of potential clients. But a poor video can hurt more than help. In this column, lawyer and online video expert Gerry Oginski reviews and rates the latest law firm videos. A panel of fellow experts (The Back Bench) add to Gerry's reviews with pithy remarks. We link to each new YouLaw column and all other noteworthy law firm marketing articles in our weekly BlawgWorld newsletter, which is free. Please subscribe now.

About Gerry Oginski
New York trial lawyer Gerry Oginski has created more than 230 informational online videos for his medical malpractice and personal injury practice. Realizing that most video producers don't have a deep understanding of the practice of law and what potential clients look for, Gerry launched The Lawyers' Video Studio, which provides free tutorials and video production services. If you need help producing a video, please contact Gerry now.

Contact Gerry:
T: (516) 487-8207
E: lawmed10@yahoo.com

Topics: Law Firm Marketing/Publications/Web Sites | Videos | YouLaw

SmallLaw: 2010 Legal Profession Predictions

By Mazyar Hedayat | Monday, January 11, 2010

SmallLaw-01-04-10-450

Originally published on January 4, 2010 in our free SmallLaw newsletter.

Ah, the holidays. The togetherness of Thanksgiving, the childlike glee of Christmas morning, the excitement of New Year's Eve, the self-loathing that washes over you the next morning. Luckily, New Year's Eve is not only a time for reflection and renewal, but a great excuse to drown your regrets in a sea of moderately-priced champagne. Wait a second. Reverse that. Let's take a moment to peer into the future of small law firms in 2010.

1. Social Media Gets Real

Social media has been through the ringer — starting out as the darling of overpaid consultants in January, exposed as hot air by June, and falling short of overheated industry expectations by December. Does this mean social media has had its day among lawyers and will fade back into the shadows from whence it came?

Not exactly. As with all technology trends this decade, social media was shunned, then hyped, and then discarded by lawyers, which means that we can now look at it realistically. Of course you're entitled to have doubts, but when giants like LexisNexis get on board the social media train, as they have with Martindale-Hubbell Connected, you know something serious is happening.

My advice: if this year's novelties are next year's indispensable tools then you'd best learn to be social or suffer the consequences.

2. Legal Media Goes Real Time

Its official — books, newspapers, and magazines are on life support. Once upon a time, the paperless office existed only in large firms that hired large vendors.

Today, small firms and solos can do the same, but why now? Two reasons. First, the price of digital information has fallen mighty close to zero so it is hard to ignore. Second, lawyers want to win every argument. That means having up-to-the second information. Print can't do the job.

Of course you will still read books, magazines, and newspapers next year — unless you've switched to one of the e-readers propagating all over the place — but serious work must be done in real time and that calls for digital content. One more thing — before you know it, failure to use tools such as Twitter feeds and mobile platforms will be tantamount to professional negligence (don't say it can't happen).

3. Real Time Gets Social

You've probably heard of Google Wave, the real time collaboration experiment by Google combining instant messaging, email, online document creation, video conferencing, audio conferencing, file-sharing, and wikis.

With all these features and a pedigree like Google's behind it, you'd think that Wave couldn't miss. But it did. And the reason turned out to be plain old information overload. Most people who tried Wave needed a nap and a cold compress afterwards, leaving the rest of us yelling into a void.

Which reminds us that it takes two to collaborate. In 2010, we will see a variety of more limited, and more successful, experiments with real time collaboration. After all, instant sharing may prove the only way to cope with a world of instant information, and instant collaboration brings that information to life in a way that you just can't accomplish on your own.

4. Content Is No Longer King

Traditionally, law firms were lifelines for their clients, who would surely drown in the complexity of the legal system or be ambushed by obscure legal information without the advice of counsel.

Today, prospective clients are more capable than ever of identifying and resolving their own disputes without the intercession of a lawyer. As legal services continue to unravel, the content sold by lawyers — forms, advice, research, even representation itself — can all be found a la carte, and for less.

Compare us to the publishing industry, which has undergone a similar upheaval. Once the market was robust enough to support a multitude of niche publications. Today, the major publications are barely surviving, and everyone else has gone home.

But what will happen to the brilliant insights, riveting reporting, and killer advice offered by those niche players? Doesn't their unique content make them immune to market forces? For that matter, doesn't our content make us immune?

Since it turns out that nobody has a monopoly on good information, good advice, or good judgment, the answer is "no it doesn't." Law firms can fail too.

5. Outsourcing Gives Way to Insourcing

In a world where the Internet has flattened space and shortened our time to think about nearly everything, location has become nearly irrelevant. Research done in Texas or Hyderabad can be combined with drafts produced in Tennessee or Hong Kong to be presented by an attorney in New York.

Outsourcing is nothing new. However, as costs fall and people overcome their skepticism, this kind of scenario will become increasingly common in 2010. In addition, as communication and collaboration costs fall to zero clients will demand to benefit from the savings (translation: downward pressure on rates).

Every lawyer has heard about "outsourcing" to foreign destinations, but this year more of us will discover that work can be "insourced" to states with higher attorney unemployment. Does it sound like I'm celebrating the misfortune of others? Maybe a little, but at least this way we can keep the jobs from going overseas. Besides, I heard the lawyers in India are asking for competitive wages now. Where do they think they are? America?

6. Everyone Gets Online

While I was going to confine myself to five predictions in this piece, I couldn't help adding a bonus prediction. After 10 years of beating the drum for legal participation on the Internet, I can safely say that those of my colleagues who were ever going to get online will have done so by 2010. If the train hasn't left the station yet for the remaining holdouts, the horn is now blowing and the conductor is closing the doors. All aboard!

One More Thing

SmallLaw's first year was a blast. I want to thank each and every reader for inviting me to rant on their computer screens once a month, I would also like to pay my respects to the editors at TechnoLawyer who put up with so much from me in 2009. I can't promise that 2010 will be any easier, but I will try to only make it slightly harder. Happy New Year everyone.

Written by Mazyar M. Hedayat of M. Hedayat & Associates, P.C.

How to Receive SmallLaw
Small firm, big dreams. Published first via email newsletter and later here on our blog, SmallLaw provides you with a mix of practical advice that you can use today, and insight about what it will take for small law firms like yours to thrive in the future. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Law Firm Marketing/Publications/Web Sites | Law Office Management | SmallLaw
 
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