2013.01.17 the mechanics of setting up and running a successful law practice
TRANSCRIPT
The Mechanics of Setting Up and Running a Successful Law Practice
Rodney DowellMassachusetts Lawyers Concerned for Lawyers
Alan Klevan Law Offices of Alan J. Klevan, Newton, MA
Mission ControlThe Most essential, and most overlooked, element of your office is your computer!
Desktop vs. Notebook vs. Tablet
Should I buy Out of the box?
Do I need remote access?
MONITORS: Make it BIG or buy TWO
“
“People who switch from a single 18-inch monitor to two 20-inch monitors were up to 44 percent more productive at text-editing operations. The study also found significant increases in efficiency when you use a single screen which is at least 24-inches. “
If you don’t believe us, read the study right here: http://www.necdisplay.com/gowide/NEC_Productivity_Study_0208.pdf
Your Good Stuff CheapBuy Your Tech Tools and Toys from Discount Websites:
o Shopzillao NewEggoTigerdirect.como CTIStoreo Ben’s Bargainso Buy.com
Coupon Sites:o Groupon.como RetailMeNot.como DealCoupon.com
Your Good Stuff Free
Scanners + Printers + Fax, Oh My!Multifunction versus Multiple Machines
Does It OCR?
Desktop versus Portable
Bundle Packages: Scanner plus PDF Converter
o Fujitsu ScanSnap with Adobe Acrobat
o Kodak ScanMate with Nuance PDF PaperPort & OmniPage
Fujitsu Scansnap iX500- 25% faster- wireless- Scan to cloud-based systems (Dropbox, Google Docs,
etc…)- MSRP - $495. But shop around.
Scanning on the go!
Printers, printers, printers
Key Considerations: Print Quality Printing SpeedMultiple Trays vs Switching Trays Networkability
o Brother HL-2240 Laser Printer ($120), 24 ppm
o Lexmark E260dn Ink Printer ($180), 35 ppm
o HP Laser Jet M1522nf ($325), 24 ppm + multifunction
o Canon imageClass MF8050Cn ($500), 8-12 ppm + multifunction
Printing on the go!
Know the true cost of ink
www.brighthub.com
PDF = Pretty Damn FinePDF = “Portable Document Format”
o Image Scan (Non-OCR) versus Text Scan (OCR)o *Only OCR’d Documents May Be Manipulated*
Converter Program Options
o Adobe Acrobat 10 (“X”) (the “Gold” Standard)o Nuance PDF Converter 7 (the “Silver” Standard)o Cheap or Free Options (the “Bronze” Standards)o PDFForge/CutePDF, e.g.
Advantages of PDF:o Looks the Same on Every Computero Bates Stampingo Forms Creationo Metadata Removalo Encryption and Password Protection
Just the eFacts, Ma’am
Issues of Traditional Faxo Jammingo Out of Papero Out of Inko Overwriting
eFax is the Answer
Compare Services at: www.faxcompare.com
Smartphones
o iPhone
o Android
o Blackberry
Compare + Contrast @
Key Considerations: Compatible w/ Operating System, Email + Calendar “Deal of the Day” Data Plan Battery Life Usability Wireless Synchronicity
Microsoft Exchange Server
Mobile Me
Productivity Software
o Microsoft Office 2010
o Google Docs
o WordPerfect Office X5
o Open Office 3.3To-Do: Draft Documents Create Spreadsheets Build Presentations Email + Calendar? (Sync?)
Key Considerations: Features Cost Conversion Collaboration Upgrades
Access your files anywhere
USE PRACTICE MANAGEMENT SOFTWARE TO . . .
Matter Dashboard
Deadlines/Ticklers
Calendared Events
Check for conflicts
Schedule client contact
Contacts
Calendar
MATTER
Documents
Works right in Outlook
Product Choices:
Traditional Software Download-AbacusLaw, Amicus Attorney
SaaS-Clio, Firm Manager, RocketMatter
Hybrid: Traditional/SaaS-Needles + eCase
Email Add-On-Credenza
The Law Offices of Alan J. Klevan
The Law Offices of Alan J. Klevan (Road Warrior)
I just want to track my time.
Financial Management Software
o Excel
o Quicken vs Quickbooks
o RTG Billso Tabs3
o Built-Ins
o Chrometao Smart Time
o Trust Accounting
o Hire Accountant?
STAYING SAFEBasic Anti-Virus $0 Premium Versions: $50.00+/-
Keeping Bad Guys Out
• Hardware Protection– Firewalls
• Strong passwords– !MCLEc0rse– Best practice is now 12
KEEPING IT SAFEIn The Cloud
At The Office
X 3 = $90.00
ENCRYPTION – I NEED IT NOW
Encryption Tools
o Adobe Acrobat (the “Gold” Standard)
o Nuance PDF Converter (the “Silver” Standard)
Microsoft Wordhttp://wordarticles.com/Shorts/Security/LegacyEncryption.php
Software – Desktop Search
• Find files quickly– Email– Documents– Web-searches
Legal Research sites
•JurisPedia, http://en.jurispedia.org
•Spindle Law, http://spindlelaw.com
•Free Full-Text Online Law Review/Journal Search, www.americanbar.org/groups/departments_offices/legal_technology_resources/resources/free_journal_search.html
•The Codicil, Online Companion to Estate Planning & Community Property Law Journal, www.thecodicil.org
Getting a Client to Pay…
• Set the rules– Do not be shy about discussing fees– Do not reduce your price– Do not devalue your service– Make certain the client understands your policy– Pre-determine the appropriate retainer
Getting Clients to Pay
• Bill regularly – consider semimonthly• Bill after a good result• Bill after a productive conversation• Never delay in getting a bill to a client• Never delay in getting a bill to a client• Never delay in getting a bill to a client
Billing early, often and strategic =
Billing late and infrequently =
SOME CLOSING THOUGHTS…
What does your desk say about you?
You don’t need to take every potential client that walks in your door
RED FLAGS MEAN STOP
– You are 3rd, 4th attorney on case.
– Has created an immediate deadline.
– Does not have funds for initial retainer.
– Calls constantly.
– Questions every item of your bill.
– Does not respect your opinion.
– Follow your gut.
Time to Re-Learn the “A, B, C’s”
Get Happy – Fire Some Clients
Don’t spend hours on no or low-profit clients if that time can be spent on higher-profit matters
Remember your 80/20 Rule!
SAY GOODBYE WITH AFFECTION
• DISENGAGEMENT LETTER– BUT, A MARKETING LETTER
BE PROACTIVEDON’T•Fail to return phone calls•Sound disinterested when speaking with a client•Fall behind in casework•Neglect your staff. Keep them informed of your activities•Overpromise
DO•Call clients in a timely manner•Keep your case lists, budget and business plan up to date•Praise your staff for a job well done•Treat each client as if they are your biggest referral source•Overperform
Create “Raving Fans”
“Clients are only satisfied because their expectations are so low and because no one else is doing it better. Just having satisfied clients isn’t good enough anymore. If you really want a booming business, you have to create raving fans.”
The Key to 99% Client Satisfaction
A Relationship Built On:KnowLikeTrust
Contact the LCL Team:
Rodney S. Dowell, Esq.Executive DirectorLCL, Inc.
Email: [email protected]: (857) 383-3252
Follow LCL:
Web: www.lclma.orgBlog: http://lclma.blogspot.comTwitter: www.twitter.com/rodneydowell
www.twitter.com/LCL_MassLawyerswww.twitter.com/MassLOMAP
FREE
CONFIDENTIAL
GOOD LUCK TO YOU!
Alan J. Klevan, Esquire99 Needham Street, Suite 1422
Newton, MA 02461617-564-3299
[email protected]/in/alanklevan
www.twitter.com/AlanKlevan