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Presentation I did for Ernie Svenson and Dane S. Ciolino's Digital Work Flow CLE: http://www.digitalworkflowcle.com/. On how to use legal software with Digital Workflow.
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Practice Management ToolsPractice Management Tools
Craig Bayer: [email protected] Bayer: [email protected]
New OrleansDecember 30th
New OrleansDecember 30th
Digital Workflow for Lawyers
PMS and Digital Work FlowPMS and Digital Work Flow
PMS stands for Practice Management Software
Can be used to Enhance Digital Workflow
Solves the People Problem by forcing users to follow a Workflow
PMS stands for Practice Management Software
Can be used to Enhance Digital Workflow
Solves the People Problem by forcing users to follow a Workflow
Three ComponentsThree Components
Front Office: Contact, Docketing, Case Management
Back Office: Billing and Accounting Software
DMS: Document Management Software
Front Office: Contact, Docketing, Case Management
Back Office: Billing and Accounting Software
DMS: Document Management Software
BILLING & ACCOUNTING SOFTWARE
● Most packages are becoming integrated.
● Timeslips requires you to also have an accounting package like Quickbooks or Peachtree.
● PCLaw, Tabs 3, Juris, and Billing Matters have billing and accounting functions.
● Legal specific accounting software makes it hard to commit malpractice
PRACTICE MANAGEMENT SOFTWARE
● Combines ▸ calendaring/docketing
▸ tickler functions
▸ case information tracking,
▸ address book functionality
▸ conflict of interest searching,
▸ document assembly capabilities
▸ Palm and laptop portability
● Turn wasted time looking for case info and documents into billable time
● Avoid malpractice
The PlayersThe Players
PricingPricing
1st\Add UserAmicus Premium: $699\$599Amicus Small Firm: $499\$399TimeMatters Enterprise:
$700\$400PracticeMaster: $295\$150Clio*: $49\$25 a MonthRocket Matter**: $59 a Month
1st\Add UserAmicus Premium: $699\$599Amicus Small Firm: $499\$399TimeMatters Enterprise:
$700\$400PracticeMaster: $295\$150Clio*: $49\$25 a MonthRocket Matter**: $59 a Month
Maintenance PlanMaintenance Plan
This is the profit center for the software companies (except Clio)
Amicus Small Firm $280/$180Amicus Premium $350/$250TimeMatters $350/$150Practice Master $130/$53Clio IncludedRocketMatter Included
This is the profit center for the software companies (except Clio)
Amicus Small Firm $280/$180Amicus Premium $350/$250TimeMatters $350/$150Practice Master $130/$53Clio IncludedRocketMatter Included
My OpinionMy Opinion
Amicus is most intuitive and easy to use
TimeMatters has the most bells and whistles, most customizable
PracticeMaster is a solid product, but seen very little in the area
Clio and Rocketmatter are young and promising and never go down
Amicus is most intuitive and easy to use
TimeMatters has the most bells and whistles, most customizable
PracticeMaster is a solid product, but seen very little in the area
Clio and Rocketmatter are young and promising and never go down
The PartsThe Parts
They all have Email Management
They all have Open Ended Document Management Aspects
Costs range from $45 a month to $1000 per user
They all have Email Management
They all have Open Ended Document Management Aspects
Costs range from $45 a month to $1000 per user
Email ManagementEmail Management
Outlook is King in the PMS World
All Products have hooks into Outlook
Gmail is fine, as long as it hooks into Outlook
Exchange Integration is the best solution and is needed for smartphones
Outlook is King in the PMS World
All Products have hooks into Outlook
Gmail is fine, as long as it hooks into Outlook
Exchange Integration is the best solution and is needed for smartphones
Example on Email Integration
Example on Email Integration
Following Slides shows us how to get an Email into Practice Management Software.
Following Slides shows us how to get an Email into Practice Management Software.
Practice Management (Email)
Practice Management (Email)
View Emails on a MatterView Emails on a Matter
Everyone in the firm can see this Email
Everyone in the firm can see this Email
Document IntegrationDocument Integration
Two Types: Closed End and Open Ended
Amicus, TimeMatters, PCLaw, are Open Ended Systems
Worldox and NetDocs are Closed Ended
Two Types: Closed End and Open Ended
Amicus, TimeMatters, PCLaw, are Open Ended Systems
Worldox and NetDocs are Closed Ended
Open EndedOpen Ended
Add on to Word, Adobe, Excel, WordPerfect
Still has to be saved in a folder structure
Add on to Word, Adobe, Excel, WordPerfect
Still has to be saved in a folder structure
ResultResult
All Documents are linked to the Matter
All Documents are linked to the Matter
Closed End DMSClosed End DMS
No Choice, Linked to Open and SaveNo Choice, Linked to Open and Save
The PlayersThe Players
Email in a DMSEmail in a DMS
Copy or Move to Outlook
Email can stay in Outlook or go into the DMS. User have a choice
Copy or Move to Outlook
Email can stay in Outlook or go into the DMS. User have a choice
Audit Trail – Closed Feature
Audit Trail – Closed Feature
Allows for version savingNo more saving over the originalVersion Comparisons
Tracks changes made to documentsFull history of the document
Allows for version savingNo more saving over the originalVersion Comparisons
Tracks changes made to documentsFull history of the document
EquipmentEquipment
SwitchesServersDesktopsScannersBackups
SwitchesServersDesktopsScannersBackups
WIFI NETWORKING
● Configurations
▸ The most common type is now the faster 802.11g - many laptops come with it already
▸Causes problems running client server applications
● Cost▸WAP - $10 to $750▸WiFi PC Access - $5 to $100▸Wireless Print Servers - $50 to 300
Switch
●Gigabit●No Daisy Chains●Cat 5 or 6●Most Critical Piece of Hardware●Need POE (Power over the Ethernet)
PowerConnect 3524P Gigabyte Switch: $715
Server
● Choose over Workstation● Choose 64bit Operating System● 8GB Ram (At Least)● Redundant Systems● Raid 5 Configuration (3 Drives)● Harder to Setup● Must have Warranty
PowerEdge 2900: $2500
DESKTOP PC
● Intel Core 2 Duo● Windows 7 Professional● 4GB RAM● Sound● 20 Inch Wide Monitor● DVD-ROM● 80 GB 7200 RPM SATA 3● 3 Year Warranty
Dell OptiPlex 360: $945
Desktop Scanner
●50 Sheets●Duplex●Adobe 9.0 Standard●ABBYY Fine Reader●Scan to Word
Fujitsu ScanSnap S1500: $400
Portable Scanner
●USB Powered●Duplex
Fujitsu ScanSnap S300: $275
Backups
●Tape vs. USB, Use USB
●Have an Online Backup as well
●Test Restore at least once a month
THE CLOUD
Hosted vs In-HouseHosted vs In-House
Hosted or SaaS have become popular in the upcoming years
Clio and Rocketmatter are the two most popular SaaS Practice Management solutions
Browser Agnostic so they will run on anything
Young in their product cycle (less features)
Hosted or SaaS have become popular in the upcoming years
Clio and Rocketmatter are the two most popular SaaS Practice Management solutions
Browser Agnostic so they will run on anything
Young in their product cycle (less features)
CLOUD ESSENTIALS
● Data Escrow – In Case the company goes out of business
● Redundant Locations
● VeriSign or Something Similar
SAAS For LEGAL
http://www.goclio.com
http://www.netdocuments.com
http://www.lawot.com
TRAINING
Top Training Tips
TASK-ORIENTED not FEATURE-ORIENTED
NO GENERIC TRAINING
PROFESSIONAL TRAINERS
TRAIN OFTEN, TRAIN GENTLY
MAKE TRAINING MANDATORY
LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE
THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT
FREE TRAINING (LA)FREE TRAINING (LA)
Fifty or fewer employees. In business in the state for at least three
years, contributing and in full compliance with state UI tax laws.
Training costs cannot exceed $3,000 per trainee per state fiscal year (July 1 - June 30).
http://www.laworks.net/WorkforceDev/IWTP/IWTP_Overview.asp
Fifty or fewer employees. In business in the state for at least three
years, contributing and in full compliance with state UI tax laws.
Training costs cannot exceed $3,000 per trainee per state fiscal year (July 1 - June 30).
http://www.laworks.net/WorkforceDev/IWTP/IWTP_Overview.asp
Thank You For Listening! Thank You For Listening!
Law Office Technologywww.lawot.com
Craig Bayer ([email protected])
Law Office Technologywww.lawot.com
Craig Bayer ([email protected])
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