Keep Your Law Firm Organized: Tips & Tricks

English: A stack of copy paper.

(Photo credit: Wikipedia)

Organization: it’s one of the keys to every modern law firm’s future success. The more organized your firm is, the more efficiently it will operate. And taking advantage of new law firm software technologies is one of the keys to achieving efficiency.

As Jim Calloway explained in his article “Future Proofing Your Law Firm,” found in the most recent edition of the ABA’s Law Practice Magazine, in the absence of technology-driven, efficient practices firm-wide, you’ll soon find that your firm will be unable to compete with more forward-thinking firms:

Information technology is becoming more interwoven into our lives and business operations every day. A few years ago it might have been appropriate to have a simple feature phone and not a smartphone. But today, not being able to set an appointment on your smartphone does not inspire confidence about your legal ability. Technology purchases and training are and will remain a critical part of law firm operations for long into the future. Out-of-date technology slows down business. It is increasingly dangerous to use an antiquated billing system or to not have a good document management system.

Simply put, you cannot take 10 or 15 minutes to do something that other lawyers can do in a minute, whether you bill that time or not.

The good news is that 21st century law firm software makes it easy to stay on top of  your busy law practice and keep everything organized–from your contacts and billing to your documents and more.

There are many different type of software available. Although many lawyers prefer the one-stop shop offered by a full-featured law practice management software system,  you can certainly piece-meal a system together using stand-alone apps and software to keep track of all the important aspects of your practice. The choice is yours, but if greater flexibility, mobility and affordability are what you seek, then make sure you don’t overlook cloud-based law firm software options.

So let’s explore just a few of the ways that these software programs can help you to stay organized and thus increase your law firm’s productivity, efficiency, and profitability.

Contact Management

One of the easiest ways to stay organized is to have client and contact information readily accessible. There are many ways to manage your client and contact information. but the easiest way is to use software designed for this very purpose.

If you’re looking for a stand-alone software program designed solely for contact management, Salesforce is a very popular cloud-based option. Law practice management systems are also a great choice, since any well-rounded platform should include a contact management system that allows you to relate all system contacts to all relevant client files in your system. Some systems also have mobile apps, which make it easy to access and input contact information no matter where you are using just your mobile devices.

Billing on the go

Billing on the go is one of the easiest ways to save time and increase profitability. It used to be that the only time you could enter billable time was once you returned to the office. And for many law firms that continue to use premise-based billing software, that is still the case. For these firms, billable time is often lost when lawyers attempt to piece together time billed while away from the office. Phone conversations are often forgotten, as are conversations with clients or opposing counsel in the hallways of the courthouse.

Fortunately, cloud-based billing, whether from a stand-along billing app or your law practice management system’s mobile app, solves this problem. With the touch of a button, billable time is easily input no matter where you are, saving you time and money.

Document and File Management

Gone are the are the days of misfiled documents or entire files. Law practice management software eradicates this problem by making all data easily accessible and searchable from any computer or mobile device with an Internet connection. File organization is a snap when your office is paperless and documents are stored in the cloud.

Another benefit–you no longer have to worry about documents being left behind at the office when you’re in court. As MyCase customer Erin Levine recently explained, she’s more organized and efficient because she can easily access documents right from court using the MyCase mobile app:

“My malpractice insurance premium is lower since I’m far more organized because of MyCase and it includes a built-in conflict checker,” she said. “And when I’m in court and someone claims I never filed an order, I can pull out my iPad and access a copy of the filed order right in court.

So why wait? Get started today! Take advantage of the different law firm software options available and move toward a more organized and efficient law office. Once you incorporate these tools into your day-to-day law practice, you’ll wonder how you ever managed without them!

Legal Cloud Computing Round Up

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(Photo credit: Wikipedia)

As developers of a cloud-based law practice management and client communications system, we here at MyCase love to read and learn everything there is to know about cloud computing. So we make it a point to follow cloud computing trends, both generally and as they affect the legal field.

To that end, here’s our round up of some of our favorite posts about cloud computing from the past few weeks:

–Nicole Black

Guest Post (Ed Poll): Perception Versus Reality: “There Are Too Many Lawyers”

Today’s guest post was written by Ed Poll. You can learn more about him at the end of the post.

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A lot of M&M's.

(Photo credit: Wikipedia)

The United States has 1.25 million lawyers, and the perception from a regular stream of news stories suggests that is far too many.  Old and prestigious law firms have failed, lawyer layoffs have continued, law school graduates have sued their schools for misleading them about employment chances, and (according toThe New York Times) law school admissions for the upcoming 2013 academic year are headed for a 30-year low (down 38 percent from 2010).

However, the reality is that these headlines, all focus on “BigLaw” – the large corporate firms with many hundreds or even thousands of lawyers. While doom-sayers proclaim that the legal profession’s problem is too many lawyers, demand for legal services is still very large among the Main Street folks who can’t pay $1,000 an hour legal fees. These people need and will continue to need help with wills, divorces, taxes and house purchases. Such customers offer a lot of work to firms with costs flexible enough to be affordable.

What work will these lawyers do? It’s an undeniable fact that as society becomes more litigious, lawyers must deal with new causes of action all the time, and these affect the lives of everyday people.  Here is just one example.  In Los Angeles last year, the owner of a Honda Civic hybrid won an unusual Small Claims Court lawsuit against the auto giant for misleading statements about the high mileage her hybrid was supposed to, but did not, get. Experts said this judgment could transform product liability litigation nationwide for informed plaintiffs with a good small firm lawyer who can bring an individual lawsuit, rather than an expensive class action.

The point here is not so much the court action itself, but the fact that such causes of action affect the everyday lives of hundreds of thousands, if not millions, of people around the country.  Such people will need lawyers to help them.  The mega law firms with many hundreds or even thousands of lawyers may serve the 1% of the corporate world that is relentlessly pushing them for fee and overhead reductions. But, there will be a large group of customers – the 99% – who need sole practitioners and small firms

There is plenty of work available for those small firms that are affordable in their cost structures and nimble enough in their legal analysis.  Legislators have to justify their existence and continue to write new laws, providing work for lawyers to interpret these laws and advise their clients on their benefits or perils. Clients still look to lawyers when they need help or want to right a wrong.  The market is there for those lawyers who give up the perception that success as a lawyer means billing $1,000 an hour and making a million dollars a year – and who accept the reality that charging an affordable fee to help everyday people is a good way to make a living.

Edward Poll, J.D., M.B.A., CMC, coaches and consults attorneys throughout the country in the areas of starting and operating a law practice, strategic planning, profitability analysis, and practice development. He blogs at LawBiz, is a syndicated columnist and regular contributor to several major legal publications. His latest book, Life After Law: What Will You Do With the Next 6,000 Days? has received national recognition for helping lawyers plan for the time they decide to leave the practice of law. Ed is a Fellow, College of Law Practice Management®, Board Certified Coach to the Legal Profession, SAC® .  

Law Practice Management Wrap Up

 

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We here at MyCase love to read and learn everything there is to know about law practice management. So we make it a point to follow blogs that focus on law practice management in the 21st Century. And, every few weeks, we’ll share some of the posts that we found to be most interesting.

So now, for your reading pleasure–our wrap up of some of our favorite posts from the past few weeks:

–Nicole Black

A MyCase Practice: Angela Sigman | Florida Foreclosure Defense Attorney

AngelaSigmanFor Angela Sigman, the law was a second career path. She began her career by working full-time at the local police department while she attended college and raised her son.

When her son turned 13, she decided she wanted to go to law school: “Sappy as it sounds I became a lawyer because I was inspired by ‘To Kill a Mockingbird.’ I was intrigued by the practice of law and it was something that I’d always wanted to do.”

So, she sat her son down and discussed her aspiration to become a lawyer with him. After obtaining his blessing, they moved so that she could make her dream of becoming an attorney come true. The rest, as they say, is history.

All in the family

Angela is now a sole practitioner in Florida, where her law practice, Sigman Law Firm, P.A., is focused mainly on mortgage foreclosure defense. She opened the firm in 2011 after working for 2 small Florida law firms. From the very start, her firm was family run. According to Angela, it’s one thing that sets her firm apart from others: “We’re different because we’re a family run firm. My mom started out as my office manager and now my husband is my office manager. It’s really interesting to be run by family members and to be able to work together to make the firm a success.”

It’s all about improving her clients’ lives

For Angela, one of the most rewarding aspects of being a lawyer is helping her clients through difficult times. She explains: “When I’m able to help other people, it’s all worthwhile. But my job can be frustrating at times because you can’t always help people as much as you’d like–sometimes the law gets in the way.”

Even so, she always tries to achieve the best outcomes for her clients and does everything that she can to improve their lives. She explains: “I have a picture with a quote hanging in my conference room because I think that some of my clients who are going through difficult times might be able to relate.  It says: ‘Nobody can go back and start a new beginning, but anyone can start today and make a new ending.’”

The move to the cloud–and to MyCase

For Angela, a cloud-based law practice management solution was the only option. “I do a lot of work from outside the office,” she explains. “So it helps to have everything in one place no matter where I am, whether it’s home, court, or somewhere else. The cloud makes it possible.”

Choosing the right law practice management software was extremely important to her. As a result, she carefully explored all of her options, eventually choosing MyCase: “I did a ridiculous amount of research and was actually using Clio at first. But there were some key features that it just didn’t have. So after conducting more research, I started using MyCase.”

MyCase–it’s all about the features

And she’s never looked back. That’s because she can’t imagine running her law practice without MyCase. She explains: “It’s helped tremendously in terms of keeping everything organized. I particularly like the task manager because it helps keep things organized and saves me a ton of time.  The timekeeping features are helpful as well. Being able to go to one place and get everything done–that’s the best part about MyCase.”

According to Angela, another invaluable feature is MyCase’s client portal. She couldn’t imagine her practice without it because it improves client communication immensely. ”The feedback from clients has been great in terms of communication. Also helpful is that they’re able to upload documents and share them across the system,” she says. “And from my perspective, it’s much easier to communicate using the client portal. I especially like that I can see when a client logs in. That way I know the client saw the document, which is such an improvement over email, where you never know if they received it or looked at it. And I love that they can comment on it as well, so we can go back and forth about the document and it’s all in one place.”

Advice for new solos

After running her own firm for 2 years, Angela’s learned a thing or two. When asked if she had any advice for new solos, she immediately replied: “One thing I’ve learned after opening a solo practice is that if you handle too many types of matters you can easily get overwhelmed . So I really try to narrow it down to the areas I enjoy. It helps a lot to focus on a few areas you’re really interested in because if you don’t it becomes too time consuming to work on cases that involve unfamiliar areas of law that you’ll never work on again.”

Making the world a better place

As if she didn’t already have enough on her plate, Angela has grand plans to use her law firm to help those who are less fortunate in her community. She explains that “one of my goals is to start a non-profit that is somehow connected to my firm which would help local charities by taking a percentage of our profits. I also envision holding other fund raising events through the non-profit. So that is another one of my goals–to get that going and make a positive difference in the lives of people who live in our area.”

So, it should come as no surprise that when I asked Angela how she would like to be remembered, she answered “As someone who was compassionate.” Indeed.

Top 5 Resources for Solo Lawyers

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(Photo credit: Wikipedia)

So, you’ve decided to head out on your own and start your own law firm, but have no idea where to start. Well, worry no more! There are plenty of resources available to newly solo lawyers, both online and offline. Whether you’re looking for information on the nuts and bolts of setting up your office  or are researching your legal software and technology options, there is a vast array of information designed to get you on the right track. So, let’s get started.

Books

There are a number of great books about the ins and outs of starting your own law firm. These books walk you through everything you need to know when starting a law practice:

Blogs

Of course, there are a number of great law blogs devoted to solo and small firm attorneys which cover topics ranging from marketing and technology to law practice management issues. Here are a few of the most useful blogs for solo and small firm lawyers:

  • Attorney at Work–a group blog covering a wide range of topics relevant to running a small firm practice
  • Lawyerist–another group blog devoted to providing information useful to solo and small firm lawyers
  • Solo in Colo–A blog by a solo attorney in Colorado that focuses on practical resources for solo attorneys
  • My Shingle–Carolyn Elefant’s long-standing, extremely helpful blog devoted to all things solo.

Online forums and resource centers

Aside from blogs, there are a number of other online resources available for solo and small firm practitioners. First off, don’t overlook the solo practice listservs and groups offered by your local or state bar associations. And, in addition to those resources, here are a few of the more well-traveled online resources created for solo attorneys:

Technology Resources

Technology is at the heart of every 21st century law firm. This is especially the case for solo firms, since cloud-based law practice management software and mobile technologies make it possible for solo attorneys to compete with larger firms in ways never before possible. So learning about new and emerging technologies is an important part of opening and operating a solo practice. Here are a few great places to start:

  • Google + community–Cloud Computing for Lawyers is a community devoted to legal technology, including cloud computing, and its use in law practices
  • MILO group–A Google group for solos and small firm lawyers who use Apple products in their firms
  • ABA Legal Technology Resource Center–The ABA provides lawyers with a wealth of information related to using technology in a law office
  • ABA Technology books–The ABA’s Law Practice Management Section publishes a large number of legal technology books designed to teach lawyers about law software, emerging technologies, online security, and more.

Conferences

Last but not least, don’t forget about the assortment of great legal conferences aimed at solos. These are fantastic educational and networking opportunities. So choose to attend one of two of these and invest in your practice and your future:

So if you’re thinking about hanging out a shingle, there’s plenty of information out there to help you establish a solo practice that works for you. So why wait? Seize the day and turn your dream of starting a solo law firm into a reality.

–Nicole Black

Law Practice Management Wrap Up

Wrapped Gifts Retirement Party 7-8-09 8

(Photo credit: stevendepolo)

We here at MyCase love to read and learn everything there is to know about law practice management. So we make it a point to follow blogs that focus on law practice management in the 21st Century. And, every few weeks, we’ll share some of the posts that we found to be most interesting.

So now, for your reading pleasure–our wrap up of some of our favorite posts from the past few weeks:

–Nicole Black

A MyCase Practice: Mark Brenner | Los Angeles Bankruptcy Attorney

brenner picMark Brenner is a people person. He enjoys spending time with others, and most importantly, he likes to help them. That’s why he began his career as a teacher, and at first, it was a good fit: “I started out as a teacher. I was teaching languages, Spanish in particular. And talking on my feet and interacting with the students–helping them to learn–was personally satisfying to me.”

Teacher by day, law student by night

But after a while, he realized that he wanted more. And, because his father was an attorney, he decided to pursue a law degree. “Although I greatly admired my father, I initially rebelled and became a teacher,” he explains. “But the reason I switched was because I couldn’t make as good of a living as I would have liked as a teacher and I wanted greater job security. So while I taught during the day, I went to night school and became a lawyer.”

The path to a solo bankruptcy practice

These days, Mark has a thriving solo bankruptcy practice in Los Angeles, California. But it wasn’t always this way. When he first started his law firm, his practice wasn’t nearly as focused.

In fact, he explains that he was the jack of all trades, something he eventually realized was a mistake–but he learned from it. “When I started my practice I took everything that came through the door,” he explains. “But I quickly learned that there are some branches of the law where the clients are never satisfied-no matter what you do or when you do it–such as family or divorce law.”

But bankruptcy law–well, according to Mark, that’s a different story: “Bankruptcy debtor work is extremely fulfilling since the percentage of clients who are happy with what you do is very high and that alone is its own reward.”

It was his second job after law school that lead him down the path to a bankruptcy practice. At the time, he was as an associate for a law firm that represented banks. Because of that position, he gained valuable experience dealing with debtors.

So when he was later presented with the opportunity to represent bankruptcy clients, he jumped at the chance. As he explains, it was a great fit and he has no regrets: “In 1986, I began to represent debtors. Ever since then, I’ve handled bankruptcy matters and it’s extremely fulfilling. My bankruptcy clients are nearly always satisfied. That makes me happy –and they refer me to others. So it’s happiness all around.”

The importance of client communication

One thing that sets Mark’s bankruptcy practice apart from others is his fluency in Spanish. According to Mark, because he is bilingual, he often represents Spanish-speaking clients: “I speak Spanish as an educated native–I read and write it well. So, I often provide services to Spanish speaking clients. In fact, 60% of my clients are Spanish speaking from either the U.S. or other countries, such as Spain, Venezuela  Chile, and Equador. I also set up corporations for international clients who want to set up a business in the U.S. As a result, I rely heavily on the Internet for education, advertising and client contact.”

That’s where MyCase’s client portal comes in. “The ability to stay in contact with my clients was a big problem before MyCase,” says Mark. “In fact, in California you can actually get sanctioned by the Bar for not adequately communicating with your client. Over my 30 years of practice, I actually received a few complaints about lack of communication, all of which were resolved in my favor. That risk has been virtually eliminated with MyCase because my clients are always notified whenever I work on a case. And my clients feel validated by the notification. As a result, my index of dissatisfied clients has simply disappeared. All of my clients feel like they are my only client–and it’s all because of MyCase.”

MyCase saves time and money

Because Mark represents so many international clients, the ability to quickly and inexpensively share documents and information via the Internet is extremely important.

According to Mark, MyCase’s law practice management software makes rapid document exchange extremely easy and affordable: “I just handled a matter in Argentina and needed a client’s signature. I got it in about an hour whereas before MyCase that process would have taken two weeks. I’d receive a document, then I’d have to copy it, put in an envelope, address it, stamp it, put it in the mail, wait 3 days for client to get it, another day for the client to open it, another for the client to look at it, then another day for the client to sign and send it back, and then a few more days for it to get to me.”

More MyCase benefits: an intuitive interface and outstanding customer service

But it’s not just the client portal that sold Mark on MyCase. Mark explains that it was the easy learning curve: “MyCase is intuitive. Things just work the way you think they should. So, for example, when I tried to do billing for the first time I figured it out immediately. Unlike Time Matters, my prior practice law management system, billing in MyCase is simple.”

And for the few times when he runs into issues when using MyCase, MyCase’s second-to-none customer service has solved the problem in no time.  ”The technical support is outstanding. They’re helpful, they understand my problems, and they listen to my suggestions,” he explains. “MyCase customer support representatives make me feel the way I want my clients to feel–like I’m their only user.”

A MyCase tip

And when it comes to making clients feel important, Mark suggests this unique way to utilize MyCase as part of a customer outreach initiative: “One of my favorite features is the one that allows me to send a message to all of my clients. It’s an extremely simple and affordable way to reach all of my clients. I use it much like an email newsletter to send occasional updates about what’s new in the firm or I’ll send a message if there’s an extremely interesting Supreme Court case. It’s a great way to ensure that my clients feel remembered and important. And clients who feel good will recommend more clients to you. It’s a win-win.”

–Nicole Black

Announcing the Winners of “Limited Scope Legal Services” by Stephanie Kimbro!

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In February, we announced that 2 copies of Stephanie Kimbro’s latest book, Limited Scope Legal Services: Unbundling and the Self-Help Client, were up for grabs.

Well, today we’re pleased to announce the lucky winners: Kelly Nicholson and Paul Wilson.

Thanks to everyone for entering and don’t forget to enter to win this month’s contest where you can win one of five copies of the JuryPad app, compliments of the good folks at Bench&Bar, LLC.

Enter to win today and good luck!

Enter to Win a Copy of the JuryPad iPad App!

jurypadUp for grabs this month are 5 copies of the JuryPad app, compliments of the good folks at Bench&Bar, LLC. Learn how you can enter to win a copy of this app at the end of this post.

Why you want it: JuryPad is an iPad app designed to streamline the jury selection process by assisting lawyers during voir dire. Using this app you can create voir dire templates and then keep track of potential jurors’ demographics and voir dire responses using a customizable seating chart.

The nitty gritty:

  • iPad only app
  • $24.99 at iTunes
  • Export and share juror information with other JuryPad users as a spreadsheet, text file, or database.

The contest:

There are 5 free copies of this app up for grabs, compliments of the kind folks at Bench&Bar, LLC, the developers of the JuryPad iPad app. To enter to win, all you have to do between now and April 17th is:

  • Enter your information into the MyCase/Bench&Bar, LLC sign up list below and 
  • Share a link to this blog post on either Facebook, LinkedIn or Twitter.

That’s it! The lucky winners will be announced on April 18th and notified via email. Good luck!

Submit your info

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Rules:

1. To enter: RT via Twitter or share via Facebook a link to this blog post AND enter your information into the MyCase/Bench&Bar, LLC sign up list above.

2. Promotion starts 8:00:00AM PDT 03/20/13 and ends 11:59:59PM PDT on 04/17/13.

3. A drawing will be held for each case, and the five (5) winners will be announced 04/18/13. Each winner will receive one free copy of the JuryPad app, as determined by each drawing.

4. All entrants must be at least 18 years of age.

5. No purchase is necessary and a purchase will not improve your chances of winning.

6. MyCase may amend or terminate this program at its sole discretion.

7. This promotion is sponsored by MyCase, 9710 Scranton Rd., San Diego, CA, 92121.

8. This promotion is void where prohibited.

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