Again With the Management Software

I don't know a lot about other practice management programs, since I'm relatively satisfied with PracticeMaster from Tabs3.

However, I'm grateful to have the software because of its robust ability to control finite aspects of my law practice. I've already extolled the virtues of practice management software, and would encourage you to implement some program into your law practice.

Here's some of the benefits I find with my software:

1. Ability to integrate with calendaring & email programs (Outlook)

2. Ability to docket and schedule tasks, chores and meetings for cases

3. Ability to control and manage cases and case flow

4. Ability to manage massive amounts of information

I was talking to a colleague today about PM, and I showed him some of the benefits. He was impressed by the grand options PM gives.

If you're not using a practice management system, it's time to invest.

Choosing the Right Equipment

I'm really amazed at how many law students leave law school without the slightest inception of how to use necessary software.

For instance, one of my "tests" in evaluating student interns is whether they can create a PDF document from their word processor. Since PDF is the standard in all federal courts, this should be a fairly mundane task. However, 99% of those interns "fail" this test.

This just goes to show you how much law schools are really failing their students in the every day practice of law. What's remarkable is that law schools provide several opportunities for the students to learn this simple skill, yet they don't take advantage of it.

Alas, this isn't a rant about the failures of law school, this is a call to action: Buy The Right Equipment.

This blog is replete with chants for the value of one product or service, in an attempt to give you a variety of options. Today though, I'd like to tell you about my essential pieces of equipment/software; the stuff that gets the every day done.

Most important to me is my practice management software. I use PracticeMaster (because of it's cost), but there are other good programs out there. I've discussed practice management software before, so I won't rehash that information. Needless to say, PM provides a valuable resource to track time, manage my cases, keep a steady workflow, develop clients, develop marketing, and manage the overall scheme.

The second piece of software is Adobe Acrobat Pro; I have version 8, but version 9 is supposed to be even better. You need to get the pro version, not Acrobat Reader or Acrobat 9 regular. Like I said earlier, you need to know how to use this. My version (and 9 does too) allows me to scrub metadata, redact information, rotate, crop, insert/edit, and comment on PDF documents. Everyone talks about being "paperless" and having the paperless office. Well, without Acrobat, you're hosed. There are other programs, notably, PrimoPDF, which can create a PDF document, but they're not Acrobat (there might be some pay versions that have similar abilities, I don't know. If you do, please comment on their effectiveness).

Thirdly, you must remember that there's a business to the law practice. In order to run a business, you have to be able to track monies coming in and out. I like Intuit QuickBooks for this task. QB helps me manage my cash flow, and evaluate costs. It's a lifesaver when it comes to managing large monies in my trust account too. I'm sure you can do all these tasks in Excel or on paper, but why? I don't know how to effectively use Excel, and I tend to lose important information contained in files or obscure folders. My QB stuff gets backed up, and there's a gazillion (okay, that's an exaggeration - maybe a million) different reports you can run to help track your finances, and keep your business on track. Again, there are probably other programs that can manage your money in the same way - they're not QuickBooks. Note though, I chose QB because my accountant recommended it, and the office manager at my last employment could help me. I use QB Premier.

Finally, we'll talk about computers/equipment. I have a "hand-me-down" PC that I inherited when I went out on my own. Buy a fast one (2.4 Ghz or more), with a lot of RAM (1 GB or more), and a large hard drive (150 GB or more). You can usually find good deals anywhere. If you're a PC person, I'd recommend looking at Dell Outlet. We've seen success when we've purchased some computers there.

Also, you need to purchase a "laser" (quotes for Dr. Evil) printer. Don't be tempted to purchase an inkjet because you can get it for $50. Laser printing is the standard, and it looks 1,000 times better than an inkjet. I have a small desktop laser I got from Dell outlet, and we have a multifunction (scanner, printer, copier, fax), we also found through Dell.

If you're having to print pictures or photographs (but why would you when you're using Acrobat to convert to a PDF file, and emailing the pictures to adjusters, opposing counsel, or elsewhere), then you can pick up a cheap inkjet elsewhere. I haven't printed too many pictures, since I do everything with PDF and email.

On a side note though, I did find a great program called Zan Image Printer ($59.95), which is a virtual printer driver that allows you to print a picture file. I use this when I'm in Google Earth and want to print a screen shot of the satellite photo. I can then go to Paint.Net (a free program similar to Adobe Photoshop), to crop and edit the picture as I need.

It's important for you to have the necessary tools to effectively manage your business. Keep ahead of the potential problems by controlling those issues.

I'd love to hear your comments about these programs, or others that you'd recommend.

Vacation Time

I'm taking some time this week to celebrate the holiday. As such, I took my family from Oklahoma to visit my in-laws about 1200 miles away.

The problem most solos discover is that if you're not at the office, the work isn't getting done. Admittedly, there are times I hate taking any vacation time because I know when I return, the work will pile up. I'm sure many of the self-employed feel the same way. The truth is though, you need to get away and have some vacation time to recharge and renew.

This trip has been wonderful, because I've been able to relax and enjoy family time, while tackling some issues with clients, potential clients, and opposing counsel.

The first "life-line" has been LogMeIn. The web-based application allows me to connect with my office server and review files, documents, and other important client materials. It's even better because the program is free. You get the full functionality of your office desktop, without having to be in the office.

My second safety-value is Google Voice. This program allows me to receive calls and disguise my cell phone number to connect with clients. I always try to avoid giving my cell phone number to clients because some tend to call your phone at odd hours, on holidays, or whenever. GV disguises the number to my office line, and rings their phone. I can get voice mail messages, and send SMS messages. GV is so good, one client thought I was in the office because I'd just spoke with him from my office number.

Finally, my practice management system, PracticeMaster, has saved me lots of time. I have full access to my cases and can note problems, discuss issues, and take care of business.

I have nothing to gain from any of these programs, except increased performance in my practice. I've discovered that you can enjoy some family time, and still keep an active tab on the processes in your firm.

I Love "PMS"

You must have Practice Management Software or PMS. This revises my previous opinion, wherein I waffled somewhat in fully recommending PMS for your firm.

Recently, I had the unpleasant experience of dealing with an issue outside of my legal work. I had to resolve the issue by examining my PMS for notes, memos, etc. By having quick and easy access to the information, I quickly resolved the issues and was able to focus fully on my legal work.

Again, MS Outlook is great for managing mundane items (like calendaring) and tasks (like finding contacts) (see here for my praises). However, if you're going to be serious about managing phone calls, tasks, calendaring, voice messages, documents, correspondence, emails, etc., you need a practice management system.

I've tried to use MS Outlook to keep track of client data, such as messages and communications. After awhile, and if the case grows complex, the information gets jumbled. Plus, you have to remember to notate the discussion in the "notes" section, or you'll forget or lose the conversation.

Sure, there are some similar restrictions and flaws with PMS, although I don't think they're as severe. I think it's a little easier because you're already reviewing the file information, and notations are just as easy. Moreover, because all of the information is in a centralized location, you're saving time by not having to open multiple folders to find the right documents.

Finally, and hopefully, if there's ever a need to "save your bacon", PMS may provide that one extra tidbit that your case file and it's 5,000,000 documents is missing.

Practice Management Software

There's a debate over at the Solosez list-serv about whether attorneys really need practice management software, or whether MS Outlook can do the trick.

Allison Shields has a great post, which effectively argues for practice management software.

I'm going to throw my hat in the ring, because I used to believe one school (MS Outlook is okay), and have converted.

Although I think you can manage your practice without the use of "PMS", you'll thank yourself if you use it. I recently (about 4 months ago) incorporated PracticeMaster into my business. I chose PM primarily based on price, but also because I tried the software and found it fit my needs.

Here is what I've found:

1. Outlook is a tough way to organize client notes, documents, files, and related parties. PMS allows you to easily document conversations with clients, opposing counsel, and 3rd parties. It eliminates "Post-it Note-taking", and merges the notes into the client file.
2. I no longer have 3 (or more) different documents to help task/track my clients. I used a combination of an Excel file, Word document, and yellow pad to make assignments, track the number of cases, and create necessary tasks. PMS gives me an organized list of my clients, the type of matter, and their contact information, in addition to any other information I need. The great thing too is that my email messages and documents get incorporated as "journal" and "doc" entries to review in the PracticeMaster program. It's unnecessary for me to flip between 3 or 4 different computer folders, files, programs or documents.
3. Cost savings. I purchased the "Basic" version of PracticeMaster because I felt I didn't need some of the extended features. I would recommend going for the Premier version of the program for 2 reasons. 1st: "PM Briefcase" to use on your laptop; and 2nd: Document Assembly. Although neither of these features has been vitally important, there have been times when I wished I had them. I chose the "smaller" version because for under $250 I could have 2 clients running (me and an intern/assistant), and the maintenance package. Talk about money well spent!