Real Life Practice

10 Tech Mistakes
You Can’t Afford to Make

1.  Not understanding the power of leveraging technology.
It all starts here.  Refusing to join the 21st Century should not be a badge of honor for any attorney.  I can’t tell you the number of times I’ve heard a lawyer say, “Well, I’m just not really into technology,” or “I’m a dinosaur when it comes to technology.”  Really?  Have you thought about the effect this type of thinking is having on your productivity and effectiveness?  Have you thought about the impact it’s having on your bottom line?  [Hint: It is not a good effect.] Have you thought about the effect it’s having on the services you provide to your clients?  Not being technically savvy in the 21st century borders on malpractice, in my opinion.  You may be fighting the good fight for your clients, but if you’re not leveraging technology, you’re fighting with one hand – and maybe a leg or two – tied behind your back.

2. Not using case management software.
Nothing will make a bigger impact on your firm’s overall effectiveness and profitability than having and using case management software.  Regardless of your type of practice or the size of your firm, there is case management soft that will work for you.  Do your homework, have a plan (See #7) and find the right case management software for your firm.

If you’d like to try a super-simple, highly functional case management program check out Credenza. Credenza works right within Outlook, and is very easy to use.  Here are some other case management solutions you may want take a look at:

Software:
Amicus Attorney (Amicus Attorney is also releasing a cloud-based version this summer.)
Client Profiles
Needles
Prevail

Cloud-Based:
Advologix
Clio
RocketMatter

3. Not getting the right training – or enough training – for your software.
OK, so you’ve made an investment in your firm and purchased the right software.  Now, make an investment in your people by providing the right training and enough training.   OK, so maybe it’s a myth that we only use 10% of our brains.  But without the right training, I can pretty much guarantee that you and your staff will only use about 10% of your software’s capability.  Invest time and money in training. It will pay off.

4. Not backing up your data properly.
Properly is the operative word here.  You may “think” you’re backing up your data because you have an external drive that runs every night.  But have you ever tried to restore data from your backup system?  Make sure you have a backup system that works and that you know how to restore your data if you have to.  You should also consider using an offsite data backup system like Mozy or Carbonite.

5. Not using two monitors.
This one is really a no-brainer.  If you’re not using two monitors, you don’t know what you’re missing!  – Not to mention that research has shown up to 42% increased productivity when using two monitors.  Get two monitors.  Period.

6.  Using @somethingotherthanyourfirmname.com for your email.
If you’re professional email ends in @aol.com or anything similar, the mistake your making isn’t just a techy mistake, it’s a marketing mistake.  A big one.  It says that you don’t have your own brand.  Or that you don’t care enough about your own brand to manage it well.  Or that you’re not technically savvy enough (See #1) to understand my complex legal matter.

There is no reason for any attorney to have an email address that is not linked to their own domain name. Domain names are inexpensive and easy to obtain. Check out NameCheap. You can use your domain name for your email, even if you don’t have a website.  (But see #10)

7.  Not having a plan for office technology and a partner to help execute the plan.
You’d never go into the courtroom without a plan.  Don’t attempt to upgrade your office technology without a plan.  And unless you’re a legal technology expert, don’t try to create the plan yourself.  Get help!  Contact your state bar association’s practice management office or get help from a company that specializes in legal technology.  Law firms have unique technology needs that many IT professionals just don’t understand.  Check out Affinity Consulting Group; they are technology consultants that work exclusively with law firms.

8. Leaving computers on overnight.
Every single attorney I know is very concerned about protecting their clients’ information.  Many of them are so concerned that they shun the idea of moving to any type of cloud-based case management system.  Yet, I’ll bet that some of those very same attorneys think nothing of leaving their office computers on all the time – with no password protection.  Not a good idea, unless you’re OK with the cleaning staff using your computers to surf the web or download porn and viruses.

9. Insufficient password protection; not keeping track of passwords.
According to PC Magazine, the No. 1 computer password used by business owners is . . . “Password1”  Are the passwords you use for your firm any better?  Do you keep all the passwords for all the programs on all your computers in a safe place?  Are you getting an upset stomach just thinking about this stuff?  Then check out RoboForm Enterprise or LastPass – both very good password managers.  If you don’t want to use a password manager, read these articles on how to create strong passwords from PC Magazine and The New York Times.

10. Not having a website and well-managed online presence.
This is could very well be the biggest technology mistake of all.  No matter how small your practice, your web presence should be big.  And by “big,” I mean you should have a great website, a professional and friendly LinkedIn profile (with a current professional photograph!), and a completed Avvo profile, at the very least.  Your best clients may come from personal referrals, but those referrals will check you out online before they contact you.  Make sure that what they see makes them want to call you, not wonder whether or not they should.

Last minute techie gift alert:
Brookstone Boogie Board

I’m always looking for ways to get more organized.  If you know me, you know, I both bless and curse sticky notes!  I use them during the day to capture thoughts and ideas and then process them at the end of the day – most of the time.  On the days I don’t process them, i.e. put them in to Action Method, my desk can look like a forest of sticky notes. Not good.

A couple of months ago, I started using a small dry erase board to capture thoughts.  It worked OK, but was kind of a pain to erase, and my notes would sometimes get smudged.

Then, earlier this week, I got a Brookstone Boogie Board.  I LOVE it!  It is a digital note pad that is a great way to capture thoughts, create “to do” lists, or just doodle.  Very cool.

Check it out for the yourself or the techie in your life.  If you want to do even more with your Boogie Board, check out the Boogie Board Rip.

Happy Holidays!

Is your email stuck in the 1980s?

Would you use a cell phone built in the 1980s?  Of course not.  In fact, you probably couldn’t find a cell phone from the 1980s that would work on today’s networks.  So why in the world would you use an email address that’s been around since the 1980s?

This week I’ve received emails from several attorneys whose email addresses ended in @somethingotherthanthefirmname.com.

That’s bad for business because it sends a message that, well, you’re stuck in the 1980s.  That is not a message you want to send!

There is no reason for any attorney to have an email address that is not linked to their own domain name.  Domain names are inexpensive and easy to obtain.  Check out www.namecheap.com. And you can use your domain name for your email, even if you don’t have a website.

So, put away that leisure suit, disco ball and your old email address.  You’ll be glad you did.

Confessions of a Wordle addict . . .

Nerd alert: I’m getting ready for a webinar on Thursday for Atticus – Social Media and Your Firm: What Every Lawyer Needs to Know.  So I decided to try out Wordle to create a title slide for my presentation.  I am now a Wordle addict.  If you’ve never tried it, you should check it out at www.wordle.net.

Got An iPad? You Need These Apps.

Whether you already have an iPad or are thinking of getting one, you’ve no doubt seen the ads for them. iPads are cool. They are neat “toys” for grown-ups. All that’s true, but what you may not know is that iPads are incredible business tools that can help you get organized, manage your cases, and even help you present your case at trial. Many of the apps listed below are free. Others range in price from a couple of dollars to just under $90. Also, be sure to check out the great iPad cases from Zagg.com. They’re made from aircraft-grade aluminum.  Get one with an embedded wireless Bluetooth keyboard and you’ll be the talk of the courthouse.

Thanks to Finis Price at TechnoEsq.com and an excellent RocketMatter webinar for turning me on to some of the apps listed here!

General

Roboform: Excellent free password manager

Skyfire: Web browser for iPad allows you to watch videos, including flash videos.

Kindle: I couldn’t live without this one!  If you love to read, it’s a must.

Brushes: This is just for fun.  Turn your photos into works of art.  Easy to learn, but used by the pros, too. Illustrations made with Brushes have graced several New Yorker covers!

Netflix: Watch streaming movies right on your iPad.

Productivity

GoToMyPC: Allows you to connect to your office right from your iPad.

iTeleport: Similar to GoToMyPC, and supports VPN-based encryption.

Dropbox: Free cloud-based file storage. A must for all iPad users.

Penultimate: Cool note-taking app for iPad. Great for quick notes, very easy to use.

Notes Plus: Another great note taking app allows you to mix drawings/text & move them around.

Dragon Dictation: This free app lets you dictate to your iPad. – Then with a couple of taps email, tweet or post to Facebook.

AudioNote: Note taking app that is also a voice recorder. Use this app during interviews; record the interview while taking note; the sound syncs with the text.

Evernote: This app was inducted into the Apple “App Hall of Fame.” Save everything from photos to web pages to written and audio notes in one place and easily sync everything with your computer.

iAnnotate: Allows you to annotate PDFs on your iPad & create your own custom toolbars. Syncs with Dropbox.

Line 2: Turn your iPad into a second phone with Line2. Line2 is designed as an iPhone app, but it works on the iPad as well, and features call waiting, hold, transfer and conferencing.

TruPhone: A phone app designed for the iPad.

QuickOffice Connect Mobile Suite: This app allows you to open and edit documents and spreadsheets on your iPad. Very easy to use.

Legal

Court Days Pro: Court Days Pro is a rule-based calendaring program you can customize. Very cool.

FastCase HD: As a member of The Florida Bar, you have a free access to Florida case law through FastCase.  Make the most of your subscription with this free app.

TrialPad: At $89.99 this is one of the pricier apps out there.  But if you’re in the courtroom a lot it’s worth checking out.  It allows you to organize and present evidence right from your iPad.

LawBox: Free app that contains the Federal Rules of Civil Procedure and other Federal resources, as well as the Florida Statutes.

Florida Evidence Code: Tekk Innovations created this app, together with Florida Rules of Civil Procedure, Florida Rules of Criminal Procedure and the Florida Family Law Rules of Procedure.

Travel

Gate Guru: Want to know where to eat in Concourse B at the Denver International Airport? Gate Guru will give you a complete list of restaurants with reviews.

Flight Track: Get live flight status from virtually all major airlines.

Kayak: Excellent search engine for flights and hotels.

WeatherBug: Very cool weather app.

That ought to get you started.  Now grab that iPad and have some fun!

Having trouble making changes?
You’re not alone.

As a coach and consultant for attorneys, I’m in the “change business.”  I work with attorneys every day who are working toward making positive changes in their lives and practices.  It’s not an easy process.  Even good change can be scary.  And what’s more, research tells us that it takes most people about six attempts at making a change before it really sticks.

Recently, I had the opportunity to meet William Anton, PhD at a workshop for Family Law attorneys in Tampa, where we were both presenters.  I spoke about using social media to market your Family Law practice (download my materials).  He spoke about resistance to change.  – Not only about how we react to change on a personal level, but about how resistance to change manifests itself in the workplace.  He spoke about – wait a minute.  Rather than me telling you what he spoke about, check out the four-part video on his website.  I promise you’ll have a much deeper understanding of why it’s hard to change your behavior  – even if you want to.

Visit Dr. Anton’s website and watch the video.

Valorem means value. Really.

So I’m poking around in the App store on my iPad. (Should I get the new iPad? Oy. That’s a topic for another day.)  Anyhow, so I come across an app called Valorem Law.  It’s an app from the Valorem Law Group, a Chicago litigation firm.  Intrigued, I download it.  The first time you launch the app while it’s loading you get the following message on your screen:  “Other attorneys would be billing you for this time.” I am further intrigued . . . and smiling.

The welcome screen contains five menu buttons: Tip of the day, News, About Us, Attorneys, and Beat the Clock.  As I write this post today’s “Tip of the Day” recommends using decision trees to “help you focus on the true settlement value of the case.”  There’s also a history of past tips you can scroll through.  “Beat the Clock” is . . . your opportunity to do exactly that.  (Download the app to check it out.)

So, after noodling around with the app for a while, I had to visit ValoremLaw Group’s website.  If you ever thought it was impossible to break the rules, have a cool website, and successfully implement value pricing, while at the same time actually having some fun, visit the Valorem Law Group.  It looks like they’ve done just that.  Check out their What’s so revolutionary? page.  Click on Lunch with a Cool Person.  I often coach my clients about the value of presenting “reverse seminars” as a way to educate your team and referral sources – and build great relationships.  Check out Valorem’s approach.  Very cool. 

By the way, one of Valorem’s attorneys is Patrick J. Lamb who writes the blog In Search of Perfect Client Service, which I’ve featured my Legal Blogs since . . . forever.  Who knew?

If you’ve ever thought about ditching the billable hour, you owe it to yourself to visit Valorem Law Group.  They are doing it right, and having some serious fun in the process.  Ya gotta love that.

10 tech tips you’ll just love!

February is the month of love. So, I’d like to share the love with you.  Here are 10 cool gadgets, apps, and services that can increase your productivity, decrease your stress, and maybe even help you to love your practice!

1. MozyPro: Are you backing up your data offsite?  If you’re not, stop reading right now and please check out MozyPro.  Your data is the lifeblood of your practice.  Keep it safe, secure and easily accessible should the unexpected happen.  And it usually does.
2. Dropbox: How many times have you been away from your office and needed to access a file or folder?  Dropbox allows you to save and share documents in the cloud and make them accessible from any computer.  It’s free for up to 2 gigs of storage and is super easy to use.  You can download it and get started in less than 10 minutes.
3. Action Method: Knowledge may be power, but action is everything.  Action Method Online is based on the work done by Behance Corporation, thought leaders on productivity and creativity.  Action Method is a simple project management tool that is free and easy to use.  It will help you get your “to do” list “done.” You can learn more about the Action Method in the book Making Ideas Happen.
4. SimplyFile: I could not live without this Outlook plugin.  It is an elegant little tool that will help you keep your inbox organized.  Here’s an example of just one of its features: You have an email in your inbox.  You reply to it and hit send.  A little dialog box will pop up asking you to file your reply AND the original email in your inbox.  It will help you clean out your inbox by filing your replies together with the original email.  Remember: Your inbox is not your “to do” list!  Clean it up! Download a free trial of SimplyFile.
5. Google Desktop: Everyone has wasted precious time looking for files on their computer or network.  But with Google Desktop there’s no need to.  When you download this free app, it will continuously index your computer network.  Then when you need to find a document, enter a couple of key words in the search box, hit enter and BAM, you have access to every document and email in your system containing those key words.  For even more search features check out Copernic.
6. Google Scholar: I recently discovered Google Scholar after googling the name of a 1953 case.  Imagine my surprise when Google Scholar returned the full text of the case with hyperlinks to all the other cases cited in the opinion, and a listing of how other courts have cited the case.  For more about Google Scholar, check out my friend, Rick Georges’ FutureLawyer February 11 blog post on research tips.
7. Line2: Want to turn your iPad into a phone with great conference calling capability?  Check out Line2.
8. Credenza: It amazes me that some attorneys from firms large and small are still not using any type of case management software.  If you fit into that category, your time has come!   Credenza is a plugin for Outlook that puts powerful case management and time and billing tools right at your fingertips.  I’ve written about Credenza before, and I still love it.  Check it out for free for 30 days.  Then if you decide to keep it it’s only $9.95 per month for each user. 
9. Clio and Rocket Matter: If you’re ready to take a leap to the cloud, Clio and Rocket Matter are both worth checking out.  They each offer a full menu of case management services to help you take control of your practice.  Click here for a prior blog post about cloud-based case management.
10. Dragon Dictation Mobile Apps: If you haven’t ever tried Dragon Dictation software, or if it’s been a while since you used it.  Download Dragon’s free app – Dragon Dictation.  It’s available for iPhones and Androids and it works like a charm.  Dictate notes to yourself, dictate emails to others, update your Facebook status, tweet, and do it all with a couple of taps.  Super simple.

Turn Your iPad Into a Powerful Phone

I was having lunch with my client, Jack Townsend, on Friday, and we each had our iPads with us.  Jack tells me he’s recently attended an iPad workshop for professionals hosted by our local Apple store.  “Do you know about Line 2?” he asks.  “Um, no,” I reply, feeling really lame and uninformed.  So, he takes out his iPad, taps the Line 2 icon and proceeds to make a phone call from his iPad.  Whoa.  I downloaded the app right then and there.

Line 2 is free for the first 30 days, and then the cost is $14.95/month.  With Line 2 you can conference call up to 20 people.  And it also turns your iPad into an excellent speaker phone, using the iPad’s microphone and speakers.  Line 2 also offers call waiting, call transfers and forwarding.  If you’re using an iPad in your practice, you owe it to yourself  to check out this app.

To be fair, there are a number of other iPad phone apps out there, including Skype.  PC Magazine recently listed their Top 5 free phone apps for iPad.  Find one that works for you.

Top 10 Tech Tips for 2010

When was the last time you really considered how you are using technology?  Using the right technology (and using it effectively) can be one of the most powerful things you can do to leverage yourself and your firm.  But the tech world moves so fast these days, that it can be hard to keep up.  If you haven’t done your own tech review lately or even if you have, consider implementing any of the 10 Tech Tips below.  Your practice will thank you for it!

3. Bring your dictation into the 21^st Century with Dragon Naturally Speaking 10. The latest version of Dragon dictation software is light years ahead of older versions.  And if you’d like to check it out for yourself, download a version to your new smartphone for FREE.  Dragon Email is available for Blackberry models on both Verizon and AT&T’s mobile networks.  Dragon Dictation is available for your iPhone or iPad.  Did I mention these apps are FREE?

4. Clean up your inbox with SimplyFile. SimplyFile from www.techhit.com is nothing short of awesome.  Get it and clean up your inbox in no time. Click here for more information on SimplyFile from a previous blog post.

5. Backup your data.  Backup your data.  Backup your data. It’s a good idea to have redundant back-up systems.  Consider using an offsite backup like Carbonite, Mozy or Zmanda.  You should also have an onsite backup system.  You also may want to your personal files to an external hard drive.  If you need help deciding what you need for your firm visit www.affinityconsulting.com.

6. Social media. If you haven’t jumped on social media train, it’s time. Social media networks are not going away.  And sooner or later, lawyers will get on board.  Why not make it sooner? Ten years ago, when I was a bar executive, the biggest technology question lawyers were asking was, “Do I really need a website?”  Now, it’s, “Do I really need to participate in social media networks?”   You know the answer to the first question, and the answer to the second is the same.  If you’re still not convinced, try out LinkedIn.  It’s a network for professionals and a great place to start.  If you want to learn more, check out Social Media for Lawyers: The Next Frontier, by Nicole Black and Carolyn Elefant.

7. Consider working in the cloud. Check out cloud-based case management software like Clio or Rocket Matter.  Click here for more information on cloud-based computing from a previous blog post.

8. Use eNewsletters to stay connected to your referral sources. Lawyerist.com reported recently that a study by Jakob Nielsen has shown that the best way to build relationships and stay connected to your customers (clients) online is through eNewsletters.    An easy way to get started is with ConstantContact.  They offer a free 30-day trial membership.  Be sure to check the Rules of Professional Responsibility in your jurisdiction before using eNewslsetters.

9. Get a digital photo frame for your reception area. Click here for more information on digital photo frames from a previous blog post.

10. Use two monitors. Research has shown that individuals who use two computer monitors instead of just one can increase their productivity up to 42%!  Think about that – not only for yourself, but for your staff!  Click here for more information on using two monitors from a previous blog post.