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A Complete Turn-Key Solution for the Small Law Office
This is Part Two of a two-part article.
Last month, Mr. Pizzolato discused hardware and services and their relevance and significance for implementing a proper technology solution. This month he will continue to discuss the importance of choosing the correct software and utilizing the correct methodology and project plan. Together, these two articles should provide the essential information to make a sound business decision when planning and purchasing legal technology.
Software
Operating System ' First and Foremost
Let us not forget the most important piece of software ' the Operating System (OS) (ie, Microsoft Windows 95, Windows 98, Windows NT Windows 2000 and XP) I have not forgotten the MAC users ' (ie, Mac OS 8x, 9x and OSX). We must also include Server Operating Systems (Windows 2000 Server, Windows 2000 SBS, Windows .NET Server, Mac's OSX Server, Linux Windows and Gnome Server and many flavors of UNIX). The operating system dictates what type of applications will run upon them such as legal and case management software, accounting and time and billing software, document creation software, and a host of others. DO NOT buy the latest and greatest or purchase new applications without understanding the limitations and minimum requirements of each application. Service Packs play a big part in either rectifying ongoing issues or creating new ones. You need to know the ramifications before you proceed.
Under hardware we mentioned memory affects application efficiency and processing. Understanding what applications you will run on your system and having a complete picture and inventory of software requirements will allow you to make a proper decision about hardware.
The same is true for Network and Client/Server software except processor speed plays as large a role as memory.
Document Creation ' Software should provide more than the ability to type an electronic legal letter.
Software should enable the creation and building of documents from either another comparable type document or from a blank document utilizing templates.
Recommended additions are the use of legal dictionary modules, tracking of changes in documents by user and the proper utilization of file management. There are many different software packages available, many off the shelf, and other expensive ones requiring some specific configuration to work in conjunction with how you create, build and handle documents within your firm. Keep in mind what works for one lawyer and his firm may not work for you. One must have a proper understanding of how you operate your firm in order to make a recommendation that will work and/or create time or cost savings.
E-mail & Calendaring ' Software to provide the ability to send and receive email, write, manage by client case, track receipts, keep a personal calendar of events, reminders, tasks and a host of additional features to manage your daily communications. Calendaring and email may be utilized in one package such as Outlook (the full version) on the PC or MAC. If you are using Outlook Express we recommend upgrading to the FULL VERSION of Outlook, which will provide a host of extra features you will need most importantly when you begin to utilize the power of collaborative systems such as Exchange features listed under 'Hardware and Services' in the previous month's article. Outlook acts as a client utilized on the users workstation and /or laptop. Outlook connects to Exchange on the File Server to access the features and benefits of Exchange services.
Some of these features are built-in to many legal applications such as Amicus Attorney, Time Matters or PC Law but Outlook and Exchange still provide some necessary functionality.
Internet Browser ' Every user prefers their own Internet browser software (Internet Explorer, Netscape, AOL). There are some significant advantages of using one over the other. Most of the computers in the legal world run on Microsoft operating platforms and their browser software was intended to run more efficiently on their operating system than other competitors. I can explain why but I am sure we can all come to the same conclusion. Internet Explorer 6.0 is the latest PC version and is programmed to run faster and with less issues on Windows 2000 and Windows XP platforms. On MAC platforms, most users are utilizing either Internet Explorer (version 5.0 is the latest) or Netscape. Netscape Navigator is a comparable product you may want to consider.
If you utilize research services from firms such as Westlaw or Lexis, they will provide recommended specifications for Internet Browser software compatibility with their secure websites.
Anti-Virus Protection ' If you enjoy receiving inconspicuous viruses which can eat or destroy your operating system or critical documents than keep operating without anti-virus software. For others who understand the value of running a healthy network and system, anti-virus software is as important as backup and disaster recovery. Backing up files from a virus-ridden system is useless to you especially when you have backed up these virus-ridden files to tape and now restore the virus back to a new system.
Anti-virus systems, if installed and configured correctly, will guard against all major virus types and methods of subjection ' CD's, tapes, floppy disks, DVD's, zip disks, e-mail and Websites. If you automate the retrieval of Anti-Virus updates and system scanning, your system will run fairly seamlessly. Although anti-virus software has been known to slow some of your network or workstation systems, the trade-off is negligible. The protection far outweighs any minor disadvantages. Anyone not using anti-virus software is sitting on a potential time bomb. Viruses are the secret weapon of data destruction you may only realize when it is too late. Protect yourself and your firm.
Legal Case and Practice Management Systems ' Many of these systems enable you and your firm to collaborate and integrate many time-consuming tasks within one or two applications and allow links to case files and reports with the click of a mouse. Such rich features may include Contacts, Calendars, Files, Timesheets, Communications, Libraries, Timers, Phone Calls and Reminders. In addition, many applications allow for integration of time sheets with such billing and accounting applications such as Timeslips, TimeMatters, PC LAW and Quickbooks Pro. Some include the ability for integration with powerful document management systems such as Worldox for powerful searching and query-based functions.
With the advent of the Web, many of these applications provide secure access to information outside of the office and portals to secure information. With these types of applications/systems comes the consideration of scanner types and capabilities to convert paper into electronic documents.
Many applications offer various features but we suggest a side-by-side comparison of features you require to manage and operate your firm and the type of law you practice. The comparison may be provided through a proper legal software analysis through the utilization of a consultant or you may attempt to undertake this task yourself. Once you purchase an application or multiple applications, the process of integration, implementation and training is important and your decision will ultimately affect the way your firm will operate and manage your business processes. Proper planning and a well thought-out process are important. No decision is as wrong as a quick decision generally leading to non-use or under utilization/productivity. Technology, nor your competitor, wait around for you, so move forward armed with the necessary information to make a conservative decision.
We suggest starting with some of the basic features of a well-proven system and build upon the features available over time. Typically a slow transition of software capabilities within your firm provides a more productive transition over time.
Training ' Another top component of your overall technology plan. Implementing technology without proper training for you and your staff will create a platform for confusion, frustration and non-productivity causing loss in time and billing and ultimately revenue. All good systems require proper training for all necessary staff and a transition period, to become comfortable with utilizing the time-saving benefits and features. This should be taken into consideration when planning to move ahead with an under-taking of any magnitude. You may want to consider scheduling conflicts during known busy seasons or highly used vacation times.
Transition ' This process will require some time and understanding and a complete transition plan from software and hardware implementation, cutover periods, training and timelines. These items are an important part of a project plan and this project plan is a key component of your technology plan. This plan will provide you and your firm a more precise understanding and ability for planning staff hours and case loads accordingly. In addition, you may need to rewrite some of your business process and procedures based on how your changes may effect individual job requirements and methods in conducting business. A good consultant can assist you with this requirement.
Technical Support ' What happens after the technology plan is complete? Who will support you and your firm, and for which applications, network and services? Typically software or application companies for items such as case management, practice management and time and billing software is handled specifically by these specific companies' tech support teams or may be handled by approved third- party consultants. Items such as hardware, operating systems, network systems and components, Internet Access and VPNs are usually handled by a system integrator, network consultant firm or computer networking firm specializing in the legal industry. We recommend utilizing one to two providers for your entire technology project to eliminate finger pointing and provide a more homogeneous environment.
Methodology and Project Plan ' Most professional network or technology consulting firms will provide you with a project plan outlining project timelines, tasks, milestones and a methodology for implementing services such as consulting, project planning, implementation and service/support.
If you need to see a typical methodology to follow for a technology project, go to the 'Methodology' page at www.docunetsolutions.com. This will provide some of the framework you may follow for your technology project.
Victor Pizzolato has spent over 10 years consulting, implementing and supporting legal firms and clients on technology issues and business systems. His firm, Docunet Solutions, specializes in assisting small to medium size law firms on the implementation and utilization of technology. His emphasis is enabling technology to increase billing time and reduce cost-intensive tasks. He may be reached at 201-798-9540.
This is Part Two of a two-part article.
Last month, Mr. Pizzolato discused hardware and services and their relevance and significance for implementing a proper technology solution. This month he will continue to discuss the importance of choosing the correct software and utilizing the correct methodology and project plan. Together, these two articles should provide the essential information to make a sound business decision when planning and purchasing legal technology.
Software
Operating System ' First and Foremost
Let us not forget the most important piece of software ' the Operating System (OS) (ie,
Under hardware we mentioned memory affects application efficiency and processing. Understanding what applications you will run on your system and having a complete picture and inventory of software requirements will allow you to make a proper decision about hardware.
The same is true for Network and Client/Server software except processor speed plays as large a role as memory.
Document Creation ' Software should provide more than the ability to type an electronic legal letter.
Software should enable the creation and building of documents from either another comparable type document or from a blank document utilizing templates.
Recommended additions are the use of legal dictionary modules, tracking of changes in documents by user and the proper utilization of file management. There are many different software packages available, many off the shelf, and other expensive ones requiring some specific configuration to work in conjunction with how you create, build and handle documents within your firm. Keep in mind what works for one lawyer and his firm may not work for you. One must have a proper understanding of how you operate your firm in order to make a recommendation that will work and/or create time or cost savings.
E-mail & Calendaring ' Software to provide the ability to send and receive email, write, manage by client case, track receipts, keep a personal calendar of events, reminders, tasks and a host of additional features to manage your daily communications. Calendaring and email may be utilized in one package such as Outlook (the full version) on the PC or MAC. If you are using Outlook Express we recommend upgrading to the FULL VERSION of Outlook, which will provide a host of extra features you will need most importantly when you begin to utilize the power of collaborative systems such as Exchange features listed under 'Hardware and Services' in the previous month's article. Outlook acts as a client utilized on the users workstation and /or laptop. Outlook connects to Exchange on the File Server to access the features and benefits of Exchange services.
Some of these features are built-in to many legal applications such as Amicus Attorney, Time Matters or PC Law but Outlook and Exchange still provide some necessary functionality.
Internet Browser ' Every user prefers their own Internet browser software (Internet Explorer, Netscape, AOL). There are some significant advantages of using one over the other. Most of the computers in the legal world run on
If you utilize research services from firms such as Westlaw or Lexis, they will provide recommended specifications for Internet Browser software compatibility with their secure websites.
Anti-Virus Protection ' If you enjoy receiving inconspicuous viruses which can eat or destroy your operating system or critical documents than keep operating without anti-virus software. For others who understand the value of running a healthy network and system, anti-virus software is as important as backup and disaster recovery. Backing up files from a virus-ridden system is useless to you especially when you have backed up these virus-ridden files to tape and now restore the virus back to a new system.
Anti-virus systems, if installed and configured correctly, will guard against all major virus types and methods of subjection ' CD's, tapes, floppy disks, DVD's, zip disks, e-mail and Websites. If you automate the retrieval of Anti-Virus updates and system scanning, your system will run fairly seamlessly. Although anti-virus software has been known to slow some of your network or workstation systems, the trade-off is negligible. The protection far outweighs any minor disadvantages. Anyone not using anti-virus software is sitting on a potential time bomb. Viruses are the secret weapon of data destruction you may only realize when it is too late. Protect yourself and your firm.
Legal Case and Practice Management Systems ' Many of these systems enable you and your firm to collaborate and integrate many time-consuming tasks within one or two applications and allow links to case files and reports with the click of a mouse. Such rich features may include Contacts, Calendars, Files, Timesheets, Communications, Libraries, Timers, Phone Calls and Reminders. In addition, many applications allow for integration of time sheets with such billing and accounting applications such as Timeslips, TimeMatters, PC LAW and Quickbooks Pro. Some include the ability for integration with powerful document management systems such as Worldox for powerful searching and query-based functions.
With the advent of the Web, many of these applications provide secure access to information outside of the office and portals to secure information. With these types of applications/systems comes the consideration of scanner types and capabilities to convert paper into electronic documents.
Many applications offer various features but we suggest a side-by-side comparison of features you require to manage and operate your firm and the type of law you practice. The comparison may be provided through a proper legal software analysis through the utilization of a consultant or you may attempt to undertake this task yourself. Once you purchase an application or multiple applications, the process of integration, implementation and training is important and your decision will ultimately affect the way your firm will operate and manage your business processes. Proper planning and a well thought-out process are important. No decision is as wrong as a quick decision generally leading to non-use or under utilization/productivity. Technology, nor your competitor, wait around for you, so move forward armed with the necessary information to make a conservative decision.
We suggest starting with some of the basic features of a well-proven system and build upon the features available over time. Typically a slow transition of software capabilities within your firm provides a more productive transition over time.
Training ' Another top component of your overall technology plan. Implementing technology without proper training for you and your staff will create a platform for confusion, frustration and non-productivity causing loss in time and billing and ultimately revenue. All good systems require proper training for all necessary staff and a transition period, to become comfortable with utilizing the time-saving benefits and features. This should be taken into consideration when planning to move ahead with an under-taking of any magnitude. You may want to consider scheduling conflicts during known busy seasons or highly used vacation times.
Transition ' This process will require some time and understanding and a complete transition plan from software and hardware implementation, cutover periods, training and timelines. These items are an important part of a project plan and this project plan is a key component of your technology plan. This plan will provide you and your firm a more precise understanding and ability for planning staff hours and case loads accordingly. In addition, you may need to rewrite some of your business process and procedures based on how your changes may effect individual job requirements and methods in conducting business. A good consultant can assist you with this requirement.
Technical Support ' What happens after the technology plan is complete? Who will support you and your firm, and for which applications, network and services? Typically software or application companies for items such as case management, practice management and time and billing software is handled specifically by these specific companies' tech support teams or may be handled by approved third- party consultants. Items such as hardware, operating systems, network systems and components, Internet Access and VPNs are usually handled by a system integrator, network consultant firm or computer networking firm specializing in the legal industry. We recommend utilizing one to two providers for your entire technology project to eliminate finger pointing and provide a more homogeneous environment.
Methodology and Project Plan ' Most professional network or technology consulting firms will provide you with a project plan outlining project timelines, tasks, milestones and a methodology for implementing services such as consulting, project planning, implementation and service/support.
If you need to see a typical methodology to follow for a technology project, go to the 'Methodology' page at www.docunetsolutions.com. This will provide some of the framework you may follow for your technology project.
Victor Pizzolato has spent over 10 years consulting, implementing and supporting legal firms and clients on technology issues and business systems. His firm, Docunet Solutions, specializes in assisting small to medium size law firms on the implementation and utilization of technology. His emphasis is enabling technology to increase billing time and reduce cost-intensive tasks. He may be reached at 201-798-9540.
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