lians/rpm solo and small firm · case management software b* ... slideshare. b* fasten your seat...

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March 18, 2009 | Fairfax, Virginia

LIANS/RPM Solo and Small Firm Conference

November 30, 2009 | Halifax, Nova Scotia

PRESENTERS:Deborah Gillis, Dave BilinskyDan Pinnington,

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TodayToday’’s tips agendas tips agenda

Internet

Software and Gadgets 

Security and privacy

Productivity 

Keyboard shortcuts

Marketing

Better client service

Where to learn more

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Internet

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Dump IE

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www.Kayak.com

The best travel site I have foundSearches hundreds of travel sites and amalgamates the resultsWonderful for checking flight combos etc.

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Condor DataVault

Secure off‐site backup

1024 bit security

Up to 14 days of backups

Data is in your hands

Backs up: all data including IMs, applications, video and sound files etc.

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Windows LiveSync

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www.gethuman.com

JimB*

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Can we meet next Tuesday?

Use online scheduling tools:

Tungle

WhenIsGood

SAM:SetaMeeting

MeetingWizard

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Client‐free, platform independent, free  video mail 

Need Adobe Flash player, a microphone, a 

web cam and an up to date web browser 

(Mac or Windows)Add Eyejot

greeting to your Blog!

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jott.com

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An online to‐do organizer for everyone

Has Hotlists, you can organize to‐do’s by folders and 

projects, to‐do’s are context sensitive (home, office 

etc), has Goals and a Calendar, sort by Priority, track 

Time, has Notes and Tags, Search, Collaboration, 

Mobile Phone Support, provides History and Stats 

and a Scheduler (it selects a Task to do in the time 

available)B*

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Xobni.com

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S YouSendIt.comFor sending large files, either to work remotely or to another user:Upload your files to yousendit.comSends an email with the download linkReceiver downloads at their remote location..Downsides:

– File must be downloaded to Hard Drive of 

remote computer

– Office policies may not allow this– Encryption is well‐advised...

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Online Calendar Applications www.gusrichardson.com

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One Simple Task: Turn off the Internet for a fixed period of time.  

Rescue your work time from non‐billable distractions (Also does management reports)

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Instant ad hoc virtual meetings

Share your desktop via a web browser with 1‐20 other people

Can look at other person’s computer too

Also IM and document sharing

www.gotomeeting.com

Also Webex and Acrobat Connect Pro 

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Google

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Google Yourself…

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Google Alerts

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iGoogle

(www.google.com)

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All Things Google

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WHICH OPERATING SYSTEM: Windows 7 / OS X ?

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Get a Mac!

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Gadgets, Software and Hardware

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Convert PDF to Text

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OmniPage

17

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HotDocs

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Archive Outlook e‐mail with Adobe

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Problem? Single Monitor..

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Solution! Dual MonitorsWorkstations – one wide or dual monitorsVideo cards to support 2 monitors (or more!)Acrobat standard for filesPractice management software for calendars, to‐do’s, phone messages, deadlines etcFiles are all digitalPaper docs are scanned, OCR’dand stored on the systemWork from electrons, not paper paper!

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Adobe Acrobat – Paperless Plan

Digital (“paperless”) office the gold standard

Plan to move to a paperless practice

Scanners, OCR, Adobe Acrobat, centralized file storage and document mgmt are central

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NeoOffice

and OpenOffice

Open source Office Suites for PC and MacOpens Word, WordPerfect, OpenTextand othersSaves to Word, OpenText etc.FREE!!!

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Voice Recognition

Direct translation of speech to textDragon’s Naturally Speaking (Nuance) (Windows) (Preferred, Professional or Legal)IBM ViaVoice (Nuance) (Mac or Windows or Linux)Apple’s MacSpeech (Mac)Microsoft VR in Vista or Windows XP

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vs. MacBooks

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ActiveWords

Makes navigating your computer faster:

– Substitute text

– Open programs, files 

and folders

– Navigate the Internet

– Send email

– Control Windows and 

scripting

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BlackBerry Tips

Keyboard shortcuts

Helpful features and settings

BlackBerry 101 article in second last issue of LawPRO Magazine

www.practicepro.ca

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BlackBerry Link Software

BlackBerry Desktop Software for PCPocketMac for MacSynch info between Outlook on your desktop, your Blackberry and your laptop (Mac or PC)

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SECURITY and PRIVACY

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Save Your  Personal 

Notes

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Don’t Send Bank Drafts by Regular Mail

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Beware of Auto‐Complete…

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Have and Enforce an Internet and  E‐Mail Usage Policy 

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Confidentiality

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Confirm Your Communication  Has Been Received 

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What’s On Your

Computer?

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Check Before Closing a File…

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Turn off new eTurn off new e‐‐mail mail  poppop‐‐up and beepup and beep

Go for fewer interruptions by:

Turning off the pop‐up

Setting check for new messages to lower frequency

Turning off the beep

Enabling new mail icon on task bar

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Case Management Software

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MonetaSuite

Family of products that tracks billable time in:OutlookWordExcelBlackBerryiPhone

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Docketing Dos and Don’ts:  Capture More Time and Avoid Claims!

Contemporaneously docket all your own time in electronic form

There will be fewer errors – Who better to correctly describe the time spent on 

behalf of a client?

Make detailed dockets – Helps you (and your clients) remember work that was 

done

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Keyboard shortcuts

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Alt + Tab

To switch from one program to another 

Hold down Alt, and

Repeatedly hit Tab

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“Paste Special”

Eliminates Junk

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Use Paste Special in Excel…

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Print without your mouse

Ctrl+P ‐ opens Print dialog

Up/Down Arrows ‐ increments the number of copies

Enter ‐ same as hitting OK

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Essential Outlook  keyboard shortcuts

Ctrl+M = new E‐Mail message

Ctrl+Enter = to send an email message

Ctrl+T = new Task

Ctrl+N = new Note

F7 to spell check

Ctrl+B = open Address Book

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Making Your Mouse More Sensitive…

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Make your mouse  more sensitive

Smaller mouse/touchpad movement to cross desktop

Start, Control Panel, Mouse icon, Motion tab

Will take you time to adjust

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Marketing

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Create a File

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Lorne MacLean’s New Image

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Use an e‐mail signature

Text automatically added to end of every e‐mail message

– In Outlook: Tools, Options, Mail Format, Signature

– vCard

Include – basic contact info

– info that markets you in some way

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Sample E‐mail Signature Text

Dan

+ - + - + - + - + - + - + - + - + - + - + - + - + - + - + - + - +Dan Pinnington dan.pinnington@lawpro.caDirector, practicePROLawyers' Professional Indemnity Company (LAWPRO)(416) 598-5863 or 1 (800) 410-1013www.practicepro.ca or www.lawpro.ca

Is your electronic data safe and secure? Use the new managing booklet from practicePRO to review what you can do to protect your data from viruses, spyware and hackers: www.practicepro.ca/securitybooklet

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -Connect with me: Linkedin: Dan PinningtonPlaxo: Dan PinningtonTwitter: danpinningtonLegal OnRamp: DanPinnington

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85

Use Outlook Signatures for Things Other than Signatures

• You can use signatures to insert other text and info• Eg "office directions“• Text and map graphic

• Simply click Insert, then Signature

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Networking

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S Twitter & TweetDeck

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What does your receptionist say about you and your  practice?

DP

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Build a Blog!

DB

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Blogs

Dave

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Google Analytics

DB

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Sit next to a stranger

DP

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SlideShare

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Legal Technology Marketing

Dave

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E‐Newsletters

Dave

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Google adWords

Dave

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Dave

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Dave

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Web Sites

Dave

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LinkedIn, Plaxo, facebook, Twitter…

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Tracking Your  Advertising 

Dollars

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Lawyer/Client Communications

183 claims •

29.3%

$3,660,226 costs•

40.0% 

Client Service

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Determine Legal Issues and  Strategies at the Outset 

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Use voice mail to the max!

Retrieve while travellingUse it to avoid phone tag

– Have appropriate greeting– Leave details– Give callers option– Have policy re call‐back

Say your number slowly!!!

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Establish a Backup Plan  for Absences from the Office

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Keep Good Time Records /Avoid Suing For Fees 

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Insurance Coverage:  Are You Adequately Covered?

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Civility

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IMPROVE YOURSELF

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Looking for help with a software application?  Try YouTube! 

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Subscribe to Smart Computing Magazine to…

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Retain a Professional Accountant

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Give Proper Software Training…

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E‐Mail Etiquette

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Paying Out a Secured Line of Credit

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Places to learn morewww.lians.ca

NSBS Library and Information Services ‐ www.nsbs.org

CBA PracticeLink

practicePRO ‐ www.practicepro.ca

Law Practice Magazine

LawPracticeToday webzine ‐ www.lawpracticetoday.org

LPM books ‐ www.abanet.org/lpm/catalog

ABA Techshow ‐ www.techshow.com

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Implementing all this Stuff!!Implementing all this Stuff!!

Resolve to make some changes

Immediately

Few weeks

1 month

6 months

Focus on the Future!

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And questions please!

Deborah, Dan, Dave and Gus    .

Our thanks!!!Our thanks!!!P