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The Practice Tip of the Week is a service of the Practice Management Resource Center. It is not intended as legal advice, nor is it an authorized legal ethics opinion.
Secure passwords on your PC/laptop and mobile devices - 11/17/09
There are many options available to help you securely manage passwords. Ironkey flash drives allow the user to carry an encrypted flash drive which will save your passwords, remember your favorite web sites and also provided an encrypted environment to more safely transport your files. The 1GB drive starts at $79.00 and there are a variety of options to choose from.
Another option is Keeper desktop software from Callpod . Keeper will store and organize a multitude of passwords, user names and account notes, and it requires you to remember only one password! Attempting to log in five times, with the incorrect password will lock you out. Keeper is available for Windows, MAC, Linux OS and mobile iPhone, Android, and Vodafone. The application also features an Auto-Logout Timer which you set to a specific time frame to logout. Additionally your data can be exported in a number of formats for your backup should you have a full out hard drive disaster. Of course if you are not careful with the backup file, the whole exercise of buying Keeper could be pointless.
Keeper has a 15 day free trial and the purchase price is $29.95. Currently you can get the mobile version for free. If you have both versions, then you can synch your mobile with your computer and have a mutual backup system in place. If you are carrying a card in your wallet with all your user names and passwords written on it, it is time for you to check out Keeper or a similar application.
Looking for help with a software application? Try YouTube! - 11/10/09
If you are looking for a tutorial or “how to” for a specific software application feature, search on YouTube. There are video tutorials available for everything from how to reconcile a bank statement using Quickbooks, inserting video into a PowerPoint presentation, entering a to do in Amicus Attorney, creating an electronic signature in Adobe Acrobat and many more. Just go to YouTube (http://www.youtube.com/) and use their search feature. Enter a search term such as “Adobe Acrobat signature,” hit search and YouTube generates the list of how to create a digital signature files!
Value Decisions 10/27/09
In these difficult economic times attorneys are frequently asked to adjust their fee structure for a variety of reasons. When you are under pressure to discount your fee structure or make special arrangements with just this one client just this one time, excuse yourself from the situation, find an Internet connection and watch this YouTube clip. Return to the fee negotiations with a renewed sense of the value of your work and the reasonableness of the client request and then decide if you should reach a fee accommodation.
Read Out Loud - 10/20/09
Adobe Acrobat Standard will read PDF files to you! This feature is called Read Out Loud and it is easy to use. Using the feature is a two step process. First the feature is activated; next you command it to read.
To use the feature open a PDF:
1. Click on View > Activate Read Out Loud.
2. Click on View > Read Out Loud > Read This Page Only or Read To End of Document.
The Read feature will remain activated until you close Acrobat. If you have voices installed (SAPI 4 or SAPI 5) you can choose your voice. If not, the voice will be the rather mundane Microsoft voice.
The following keystrokes will also control the Read Out Loud feature.
Activate Read Out Loud Shift + Control + Y
Read This Page Only Shift + Control + V
Read to End of Document Shift + Control + B
Pause Shift + Control + C
Resume Shift + Control + C
Stop Shift + Control + E
This Adobe link http://tinyurl.com/lg7v2z provides additional information and instructions to change the default settings for Read Out Loud.
The voice is not stimulating, and the listening comprehension process requires some extra level of concentration. Even so, listening to a PDF document while driving is far superior to trying to read one!
70 Sizzling & Lawyer Friendly Apps - 10/13/09
G.M. Filisko has written a well organized compilation of “70 Sizzling & Lawyer Friendly Apps” for the October issue of the ABA Journal. This article has the applications organized into six categories that make searching for a solution quick & easy. The sections Word Up, Research and Reference, Productivity, Accessibility, Task Management, and Maps, Fun, and Games contain applications for a wide variety of mobile device OS as well as Windows and MAC computers. Cost for these apps ranges from pricy to free. Read this very informative article.
Does meeting or event scheduling make you crazy? Try /www.GatherGrid.com - 10/6/09
This website allows you to create an event, list possible times, and send an e-mail notification to participants. When the participant links to the event site they enter the times that work for them and the event coordinator can then choose the best time and date for everyone. Entering the event location address will also provide a map to the location of the meeting. Additional options include sharing the event on social bookmarking and networking sites. If you need to schedule with people outside of your own organization, this website might be a solution for you. The service is currently free, easy to use, and appears to have great potential.
Who’s Been Viewing Your Gmail? 09/29/09
ABA TECHSHOW 2010 has a blog and the most recent post by Laura Calloway, director of the Alabama State Bar Practice Management Assistance Program is reproduced with her permission here. Read this great tip and then subscribe to the RSS feed for the TECHSHOW Blog for additional timely tips from TECHSHOW experts.
Who’s Been Viewing Your Gmail?
There's been a lot of buzz lately about Gmail flaws and hacks. If you're curious about whether someone has been able to gain access to your account without your knowledge, Gmail has a feature which can help you find out. Once you're signed in, at the bottom of the page you'll find a lot of fine print. Beneath where it indicates how much of your allotted storage space you're currently using, you'll see a line that gives the time and IP address of your last account activity. Click on the "Details" link, and you'll be taken to a window showing the last several times anyone signed in to your account, how (browser, mobile, POP3, etc.), the IP address, and the time. It will also tell you whether there is concurrent activity. There's also a button to allow you to close any concurrent sessions and link to allow you to change your password immediately. Whether or not your account has been compromised, isn't it time to change to a strong password now?
"Travel is fatal to prejudice, bigotry, and narrow mindedness." – Mark Twain 09/15/09
It seems on every list serve the discussion frequently morphs into one of travel; Where to go? What to see? Places to eat? How to get there? The cheapest way to travel on business? Jim Calloway and Courtney Kennaday, Practice Management Advisors from Oklahoma and South Carolina respectively, combined their talents and wrote “Sites For Sore Eyes - The Travel Site Less Visited” which was published this month in the ABA General Practice, Solo & Small Firm Division eTechnology Newsletter. Now that summer is over, it is the perfect time to explore some of these less well know travel websites in preparation for the next break from your busy practice. Whether traveling for business or pleasure or just day dreaming, this article is worth the read and the sites are worth a visit.
It Is All About Communication – 9/8/09
The most frequently filed attorney grievance involves communication failures. I can’t reach my attorney. My attorney won’t return my phone calls or respond to e-mail. I can never get past the secretary. They won’t send me information I have requested. I was not informed about the motion or updated on the status of my case.
Carolyn Elefant wrote a post on her blog quoting Randy Pausch, author of The Last Lecture, which eloquently describes the importance of communication. If you haven’t read it, take a thoughtful moment and reflect on your communication effectiveness and style – step one. Step two – preemptively force yourself to contact at least two clients every day with a quick update on the status of their case.
Document Retention Policy Resources – 9/1/09
Are you among the many attorneys who are actively running a successful solo or small firm without a Document Retention Policy (DRP) in place? Perhaps you have a policy, but it is not included in your retention letter. Are you the attorney who has just always kept everything and now are the proud owner of a large room full of filing cabinets or bankers boxes full of old files? Have you considered the DRP as it applies to your business records, taxes, and payroll records? Do you have a policy which includes electronic documents and e-mail? If you answered yes to any of these questions the following websites provide valuable resources which may help you. These sites provide guidelines and recommendations. When developing the policy for your firm be sure to follow the specific rules for your jurisdiction.
The SBM has a Record Retention Kit which includes Ethic Opinions at: http://www.michbar.org/opinions/ethics/RecordRetention/
Law Firm Document Retention Policies from LawPractice Today includes a sample retention policy at the bottom of the article.
http://www.abanet.org/lpm/lpt/articles/ftr07046.html
Closing the Client’s File – Lawyers USA – July 2009
http://lawyersusaonline.com/blog/2009/07/28/closing-the-clients-file/
ABA Legal Technology Resource Center Records Management/Document Retention resources:
http://www.abanet.org/tech/ltrc/fyidocs/rm.html
Sample Document Retention policy from Prolegia
http://tinyurl.com/db6tna
Practice Management Resource Center Sample Closed File Check List
http://www.michbar.org/pmrc/articles/0000104.pdf
Mind Mapping Solutions– Can One Help You? – 8/25/09
Have you seen how a whiteboard on an episode of Cold Case or CSI frequently leads to the solution of “Who did it?” This whiteboard method is referred to as mind mapping in the software business. If you are brainstorming ideas, relationships, solutions, new business concepts, fund-raising for the PTA, or any concept that requires creative thinking, try capturing the process using one of the following applications. Most of these have a limited free option and one of them might be just the tool to capture the creative flight of thought concept that will generate an acquittal or huge settlement for your client.
MindMeister – Collaborative on line Mind Mapping: http://www.mindmeister.com/
Exploreatree – Thinking Guides: http://www.exploratree.org.uk/
Wisdomap – Clean simple approach to Mind Mapping: http://wisdomap.com/
Gliffy – Diagram Software: http://www.gliffy.com/
Mindomo – On line Mind Mapping: http://mindomo.com/
MapMyself – Organic Mind Mapping: http://www.mapul.com/
Wisemapping – Publish and share your maps: http://www.wisemapping.com/c/home.htm
iPhones, Attorneys, Applications & Blog – 08/18/09
Attorney iPhone owners might want to check out this web site to learn about five iPhone applications for lawyers. This article provides a balanced description of applications which range from the pricey Black’s Law Dictionary to the more reasonably priced TimeWerks.
The following blog, iPhones JD–Lawyers using iPhones, may also prove to be a useful addition to your arsenal of sites to help improve your iPhone efficiency.
Podcasts to Help You Survive and Thrive in the Current Economic Climate! – 8/11/09
The ABA is producing a new podcast series entitled “Podcasts to Help You Survive and Thrive in the Current Economic Climate!” New releases are scheduled for the third Friday of each month.
A quick stop at the following web page to add the RSS feed for this series of podcasts will take just a minute. Then when you’re feeling stuck in the doldrums of the current economic climate, click on one of the topics for a bit of motivation, a new concept, idea, or a new perspective. If you don’t use RSS feeds, you can also sign up for an email reminder when new podcasts are available.
http://new.abanet.org/publishing/bookbriefsblog/Pages/ABAPublishingPresents.aspx
If you don’t know how to use an RSS Feed watch this short YouTube video http://www.youtube.com/watch?v=0klgLsSxGsU or if you prefer to read about RSS Feeds check here: http://www.problogger.net/what-is-rss/
Guidelines for Twittering Attorneys – 8/4/09
Here are two links to some great advice specifically designed for Twittering attorneys. If you Tweet or if you want to learn what Twitter is all about you should read these.
The article by Jim Calloway “Twitter: The Good, the Bad and the Ugly ” provides a valuable overview into the Twitter world. It also describes options which allow you to make Twitter work for you even if you never send out a single Tweet. “Lawyer Twitter Practices: 29 Do’s and Don’ts” by Steve Matthews outlines 29 tips and “rules of etiquette” for twittering attorneys. Whether you consider Twitter micro blogging or mega texting, both of these articles provide valuable insight into the 140 character world of Twitter!
800-GOOG-411 – 07/28/09
GOOG-411 is a FREE*, voice activated, fast service to connect you to businesses anywhere in the U.S. or Canada. This service works from fixed/land, mobile, and VoIP phones but NOT from pay phones.
How does it work? Call 1-800-GOOG-411 (4664-411) and a voice will ask: “Say the business and the city and state” You might say “Fox & Obel Chicago Illinois”
Google responds” Fox & Obel retail food market, East Illinois Street, I’ll connect you” and Fox & Obel answers the phone. Or if you are calling from a cell phone, GOOG-411 can send the info as a text message or a map.
If you want a more general search, such as “Delicatessens Oak Park Michigan”
GOOG-411 will respond with the top eight listings. Listen to the listings, choose one by saying the number of the listing, and you will be connected, texted, or mapped.
Put 800-GOOG-411 in your speed dial today!
Learn more at: http://www.google.com/goog411/
GOOG-411 does not currently support searches for residential numbers. We tested several law firms with names like “The Law Offices of John Doe” and had no success. However law firms that were named similarly to “Doe and Smith” worked fine.
How you name your firm has some all new implications to consider.
*Your usual charges for making a call or receiving SMS will apply.
Livescribe Smart Pen – 7/21/09
Imagine being in a meeting with your client, taking notes, and at the end of the meeting having not only your written notes, but an audio recording of the session which is electronically tied to your notes. What does that mean? When the session is over, touching the pen to your notes will automatically play back the coordinating audio. Additionally, by setting the pen in its docking station, written notes and the associated audio are automatically uploaded to your computer. How is this possible? This pen, which is slightly larger than a standard pen has built in microphones and a tiny infrared camera. When used in conjunction with “dot paper” (purchase or print yourself), you capture the sound, the notes and the ability to upload everything to a computer. The notes actually look like they have been scanned into your PC. Check out this article for a good review and additional details. Shop for the pen and see demos and additional software options at: http://www.livescribe.com/.
Before You Contract – 07-07-09
During these tough economic times many solo, small firm and newly independent attorneys are accepting contract work.
SoloSEZ has had several discussion threads on this topic. Check out those discussions in the SoloSEZ archives. (A username and password are required to access the archives but you do not need to join the SoloSEZ list serve.)
In addition to how much you will be paid, consider the following questions before you accept contract work:
- Has the contracting firm had experience affiliating in this fashion?
- Does the contracting firm or individual have malpractice insurance? If so, does the policy cover a contract lawyer? Can you be added at no charge? If a charge is imposed, who pays it? Will the policy cover work outside of the firm?
- Does the contracting firm or the lawyer pay the deductible?
- If you meet with a client of the contracting firm, on whose behalf are you meeting, yours or the firm's?
- How are conflicts of interest handled? Is there a reporting mechanism and screen that can be used?
- Is there a written agreement?
Contract work may provide short term economic benefits, but excellent contract work may also open doors to long term growth and development of your practice!
A Personal WiFi Hot Spot—Is it right for you? – 06/30/09
If you are on the go and want to connect to the Internet anywhere you may be, check this out. The Novatel MiFi 2200 provides a battery powered personal wireless hot spot. Not only can you connect to the Internet, you are able to share your bubble with up to 4 other users. Take your Internet connection with you in your shirt pocket or purse. No need to plug it into your laptop! Cost for the device is around $100.00. Service fees depend upon usage and provider. Read more at the following links:
Disclaimer: This information is provided by software vendors and is not a complete list of all available software. The State Bar of Michigan has not tested or analyzed the software described and makes no representation regarding the usability or fitness of the software for any purpose. |
