The Legal Connection

Keeping Track re: the Wall Street Journal

2009-01-14T09:21:00.009-05:00

Great video regarding keeping track of everything from the Wall Street Journal:

Click "play" button then continue reading...

I have long recommended using 37 Signals' BackPackIt as a efficient means to keep files and information securely stored and accessible from the web. Less than $10 per month gives account holders 100 secure pages to which you can load files, pictures, documents, graphics, collect notes, to dos, and basically project manage from the web. Each page works independently of the others and can be shared independently or be held as private. A basic account also provides you with a web based calendar.

For more information or to sign up:

I am also a big believer in pen and paper. Although I type at a pretty good rate (still), there's nothing like putting your notes down on paper which helps root them into your brain. I do like the index card/binder clip suggestion; but caution that index cards give nasty paper cuts. For a less stiff option, try the D-A-F-T PocketMod:

What's a D-A-F-T PocketMod you ask?

It's one piece of paper, folded a certain way, which gives you an eco-friendly, discreet and practical place for handwritten notes and such. To get your own 2009 D-A-F-T PocketMod, sign up for The Legal Connection E-zine from any page of http://www.legaltypist.com (upper right corner).

If you'd like to learn more about my D-A-F-T system for organization -

http://www.legaltypist.com/D-A-F-T

Want a new "look"? Enter before midnight CST 12/24 and get one for FREE!

2008-12-24T15:33:00.005-05:00

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If you win, your website gets the once over and you'll get a complete report of findings and recommendations on how you can make it better by a branding expert.

The Prize

A complimentary review and analysis of one (1) website domain, up to 8 pages, to be performed in January 2009.

Value: $150

To Learn how to enter before 11:59 p.m. CST on December 24: click here

D-A-F-T Your Way To Organized!

2008-12-19T09:00:00.006-05:00

Like many of my readers I am sure, I've spent a great deal of time trying to get and stay organized. By nature, I'm one of those "a spot for everything" type of girls.

When I started my practice in 2001, staying organized, for the most part, meant keeping the papers organized. With the increase in all things digital, organization has become a bit more tricky - some things still on paper, others via e-mail and electronic files. How does one keep track of both digital and physical using one system?

That's where I've always run into problems. After spending years learning from those who came before, I've added my own thoughts to the mix and come up with the D-A-F-T process for organization. It takes the common F-A-T (File, Act, Toss) process one step further.

I recently shared my D-A-F-T system with Technolawyer - who published it as a TechnoFeature just this past Tuesday. Although it was only published a few days ago, I've been contacted by several Technolawyer subscribers to thank me and let me know that D-A-F-T is already working for them.

If you'd like to review my D-A-F-T system click on the picture or head on over to my site: http://www.legaltypist.com/D-A-F-T to download your copy. Review it over the weekend and let me know if it works for you too! Leave your comment here or send your feedback to daft@legaltypist.com

Happy Organizing!

Working with a Virtual Assistant: What Lawyers and Administrators Should Know

2008-12-16T09:16:00.003-05:00

My article Working with a Virtual Assistant: What Lawyers and Administrators Should Know was recently published by the American Bar Association.

If you're a single lawyer or administrator of a small to mid-sized law firm, incorporating virtual assistance into the workflow of your firm can save money, time and literally reduce the stress inherent in any law practice.

Read the article and post you feedback and comments.

Got An Assistant - Get One!

2008-11-30T10:11:00.003-05:00

Are you tired of spending so much time at your keyboard or have you thought about hiring someone but don’t want the hassles involved with being an employer? If you have an assistant, is she frequently inundated or does your office come to a standstill when she leaves at the end of the day, calls in sick, or takes vacation time?

If so, it may be time for you consider establishing a relationship with a Virtual Assistant (VA) or outsourced service provider for your word processing, billing and document management needs. By its definition, outsourcing means to purchase goods or subcontract services from an outside company.

Advances in technology have made outsourcing reliable, efficient and cost-effective for most types of businesses, including law firms. All that is needed to successfully outsource many routine tasks is an internet connection, some basic computer knowledge, and a willingness to delegate. Giving up control is sometimes the biggest stumbling block for many attorneys! If you're one of them, sign up for the free e-course at http://www.learn2outsource.com/ and take a look at just a few of the benefits of outsourcing:

You partner with a fully operating business so there is no need to supply space, equipment, expensive training or software licenses.

No taxes, FICA, Worker's Compensation, insurance, 401(k), or other incentive expenses

By outsourcing, you gain time to work on the more important aspects of a successful practice: client development, better case management; or to pursue personal goals such as getting to the gym or spending more time with your family.

If your secretary never seems to get to the bottom of the pile, is it because there's too much for her to do? Outsourcing initial drafts or billing may be what you both need to take some pressure off!

Once you’ve made the decision to outsource, where do you start? If you are looking to establish a relationship with an individual virtual assistant, through such organizations as the International Virtual Assistants Association (http://www.ivaa.org), you can search for an individual who has legal experience listed in their biography or post a Request for Proposal requesting legal background.

If you prefer to work with an established company rather than an individual, you can take a look at LegalTypist (http://www.legaltypist.com). LegalTypist provides virtual secretarial support and off site transcription exclusively to the legal industry

Whether working with a large company or individual VA, it is important to get the telephone number and/or e-mail of one or two of their clients so for a reference. If the Company or VA is unwilling or unable to give references, you might want to look elsewhere. Remember, you should be looking for the best possible fit for your particular practice style and habits, not just the fastest and/or cheapest. As with anything in life, you usually get what you pay for.

Finally, you might want to establish a relationship with a reputable service even if you are not at the stage where you require regular assistance. By taking care of the preliminaries before you have an immediate need, you will be in a position to outsource as your schedule requires, rather than getting into a bind or spreading yourself too thin because you do not know where to turn when you have an approaching deadline.

Virtual assistance is the "staffing" solution of the future. Take advantage of it today!

...and the winner is!

2008-10-31T15:03:00.003-04:00

The winner of the

First Annual LegalTypist Scariest Fingers contest

is...

Sheila Rambeck

Sheila Rambeck, Esq. of Sheila L. Rambeck, P.C., Peachtree City, GA (http://www.rambecklaw.com/).

That's right, the Scariest Fingers belong to an attorney! Sheila's no ordinary attorney though ... prior to passing the bar, Sheila was a dedicated legal secretary for over 20 years.

Feel free to congratulate and comment - and hop on over to http://www.rambecklaw.com/ to learn more about our winner!

LegalTypist's Scariest Fingers Contest Is Open To The Public

2008-10-22T16:00:00.012-04:00

If you type abnormally fast - this is definitely the contest for you! LegalTypist is on the hunt this Halloween season for the scariest fingers - you know, those fingers that type so fast you stop in your tracks just from hearing the keystrokes?!

If you or anyone you know types really, really fast - let them know they could easily win some really cool stuff, just by taking a 3 minute test and submitting the results. No downloads or any "tech" necessary - just an e-mail address, the ability to navigate to this website:

http://www.typequick.com/ttest/testyourskills.html

and follow these directions:

In the middle of the page you will see an orange "Click here" to start the on line typing test. Click there.
You will need to provide your name, e-mail address and company name but you do not have to sign up for an account or download anything.
You may need to make the typing "box" larger by dragging a corner... this is so you do not have to scroll during the test.
When the test is done, the results page will pop up. Print the results page to .pdf and e-mail to support[at]legaltypist.com, or print out the actual page/screen and fax to 888-255-5266.

You can take the test as many times as you want; however, only one entry (the first) will be accepted.

The contest will remain open until midnight EST Thursday, October 30th and the winner will be announced here on the blog on Halloween.

*******Sponsor/Ad********

Are You Tired of Typing? Try talking instead!

First job free - no strings attached. Call 1-877-465-5012, enter 1234567 and follow the prompts. All documents created by US based Digital Assistants and returned within 24 hours.

Secure. Confidential. Experienced. Reliable. Learn more.

******Sponsor/Ad**********

Now, what does the winner get?

For starters - they get to be the first ever winner of the LegalTypist Scariest Fingers Contest that is open to the public. Previously, we've only done this with the Digital Assistants of LegalTypist and Tracy S. gets those bragging rights!

OK. So what else besides being #1 and having the bragging rights to the Scariest Fingers does our winner receive? How 'bout:

Their name and company url announced and published on this blog on Halloween
Write up in November issue of The Legal Connection E-zine - read by 100's of legal professionals each month (note, not just sent to, but 'read')
A copy of Judith Kallos' e-book: E-mail Etiquette (a treasure trove of practical information on using e-mail properly)
Five 20 minute coaching sessions* with Master Virtual Assistant Andrea Cannavina. (Find out more here)

AND

2 free accounts on LegalTypist's own secure and easy to use technology so the winner can perform transcription services over the web or open their very own digital transcription practice.

Go ahead, click on this link or the one above and take the test; or send your fast typing friends on over to enter and

GOOD LUCK!

*These sessions can be used by the winner to "go virtual" and open their own practice, or can be provided to friends, relatives, employer/ees .... anyone who's upgrading a piece of equipment or tech who would like the brain of someone knowledgeable and friendly to pick before shelling out the moola.

Great Gift Idea - Dual Monitor/Laptop Stand ($150-$200)

2008-10-17T13:30:00.007-04:00

Do you know someone who uses a laptop but wishes they had a "real" keyboard, mouse and/or screen when working from home?

What about someone who is constantly clicking back and forth from a .pdf or other type of file being used for reference and the application they are actually working in?

Do you own a laptop which, for the most part, just sits in its case, not being called into service until you need to "go mobile"?

If any of the above sound like you or someone you know, what's missing from the equation is the proper stand to allow use of a laptop more efficiently when not mobile, or to add a laptop as a second monitor in a home based office system.

Having dual monitors is especially helpful to those who store their documents digitally. Used to be you had papers on your desk you referenced while you used your computer/monitor for drafting your correspondence. When your documents are only available as images - you're forced to split your screen or constantly shift from one application to another (Alt+Tab).

With the above stand, anyone can turn an underused laptop into a dual monitor set up or use a "real" monitor, keyboard and mouse to control their laptop when in their h-office*.

Heck, from I understand Al Gore has 3 HUGE monitors in his office (well, he did create the internet after all... hehehe)

Navigate to Tiger Direct to get the best price before they are sold out!

__________________________________________

*h-office stands for 'home' plus 'office' - h-office. Use it if you like, but always reference http://www.legaltypist.com when you do!

7 Scary Things I Hear All The Time

2008-10-16T16:02:00.012-04:00

As a digital coach, I hear lots of scary stories about how offices are set up and run. Here's the 7 top scariest things I hear when consulting business owners about their processes:

7. I use ordinary e-mail to transfer the files and documents between myself and my _________ (staff, clients, colleagues,VA, team members).

6. I know, I know - I really do plan on getting to backing up my computer.

5. I don't use a computer guy - I just go to _______ (Best Buy, Circuit City, Stapes); and the equally bad

4. My ______ (grandson, nephew, neighbor's kid) takes care of my computer.

3. I have an e-mail address, it's on my letterhead. No, I never check it. Why?

2. I download free stuff all the time.

and the #1 scariest thing I hear all the time....

1. I use Google for everything!

5 FRUGAL TIPS - PRINTING

2008-10-06T16:54:00.001-04:00

To use less ink/toner, set your printer to the draft setting
Use the 2-up layout in Properties to print two pages per sheet
Use both front and back sides of paper for drafts
Get a printer that has separate color cartridges or better yet, invest in a laser printer which costs much less to operate
Use Ctrl+P from most applications to get to the printer controls

Since I'm discussing "printing", just had to share the below YouTube video. My husband (who works for a large business machine company) and I both laughed out loud when we saw this. Personally, I say the machine had it coming!

Enjoy! ;)

Twitter + Tools For Outlook - A. Kalli

2008-10-06T16:33:00.011-04:00

Want to know how to use Twitter for business?

Fellow VA Andrea Kalli conducted this webinar for small service based professionals on using Twitter for business. Along with learning the fundamentals of Twitter, Andrea discusses some great Twitter ad ons for better Outlook integration (she is an Outlook expert after all!) ;)

Click here to view Andrea's class.

Also, please mark your calendar to join Andrea and I this Friday (November 21st) at 1pm Eastern as we debut our radio show: 2 Girls Talk Tech . We'll be discussing the tech we're thankful for and taking tech questions from live callers. If you'd like to let us know you'll be there, or wish a copy of our previous podcast, use the form below to register:

Online Event Registration - Powered by www.eventbrite.com

Make It A Habit If You Can

2008-10-01T20:50:00.007-04:00

Here are some great insights about any systems you plan to put in place from the blog post: How Not To Forget Anything Ever Again by Tim Ferris:

clipped from www.fourhourworkweek.com

With the proper habits and the right tools, you and your brain won’t have to remember a thing again.

4 Critical Habits

If you want a system to work, you’ve got to develop the habits to make it work. It’s that simple — without the habits, the system will fall apart — always. You’ve done it again and again, and so have I: set up a great system that works for a few days, maybe even a week. Then it slowly falls by the wayside.

Focus on developing these habits for one month. If you can do that, the habits should stick.

Make a note, immediately

Use your lists and tools, consistently

Archive and search, don’t file

Make it quick and painless

Let's take these one at a time:

1. Make a note, immediately. Whether you use pen/paper, a recording device or computer, it is imperative that when you have a thought, you make a note of it right then and there. Although I consider myself quite the techy-girl, my preferred method to capture random thoughts is a plain old paper calendar/notebook. I just find I remember things better when I physically write them down.

2. Use your lists and tools, consistently. If you do not always make a note when you think of it, chances are you will stop making notes altogether. When you're not making notes - you're relying on your brain to remember - which as stated above, is not the best tool for the job! Obviously when you put a system in place, you have to stick with it or you will end up right back where you stared - in need of a system to stay on top of everything!

3. Archive and search - don't file. I agree with this to a point. I stopped trying to create projects, rules, categories and folders as a way to get a handle on e-mail about three years ago. I realized I was spending far too much time creating all of this "organization" - yet whenever I needed something, I still couldn't find it! Now, I file all e-mails in a folder by month (i.e., 2008-08). Since I can generally recall about the time frame of a certain missive - I just head on over to that month's folder, sort by name and 9 times out of 10, viola! (P.S. This also assists with back up and storage as I print each month's folder to .pdf and add it to My Documents for inclusion with my back up system.)

4. Make it quick and painless. I wholeheartedly agree that whatever system you put in place, that it be something extremely easy to get at and use. Of course, my clients use the tech of LegalTypist and simply dial the phone whenever they want to get some information or a document out. How quick and painless is dialing a phone?

Of course, don't take my word for it! Dial 877-465-5012 and enter 1234567 as the user ID. You'll be asked to record your e-mail address and phone number - but really just follow the prompts. For step by step instructions, click here.

If you keep the four points outlined above in mind when putting a system in place, chances are it will be that much more likely to actually work!

***

Feel overwhelmed? Too much to keep track of an no idea what systems you should even have? Don't be embarassed, you are not alone! Right now check out Tracey Lawton's Completely Organized Office. In less than four weeks (and for less than $100), Tracey (as painlessly as possible) walks you through getting your files, rolodex, bookkeeping and marketing under control and working for you! It's never too early to set yourself up for success! Get your copy today, and plan to be organized for 2009. Click here

Support LegalTypist, Inc. in the 2008 StartupNation Home-Based Business Competition

2008-09-26T16:58:00.001-04:00

Support LegalTypist, Inc. in the 2008 StartupNation Home-Based Business Competition

Posted using ShareThis

Skype/Paypal Security Issues

2008-09-08T13:13:00.003-04:00

Interesting read at The Register about how Skype/Paypal users are experiencing breaches and subsequently being locked out of accounts and/or having their contacts disappear:

http://www.theregister.co.uk/2008/09/02/mysterious_skype_hijackings/

Anyone who stores information in their Skype/Google or other on line free account (first shame on you!) - next back it up. ;)

Directions for Skype are in the story.

Affinity Blog Post: The Dinosaur List - LegalTypist Comments

2008-09-05T13:00:00.013-04:00

I am a huge fan of The Affinity Law Office Newsletter produced by InTouch Legal and Affinity Consulting located down in in Florida.

Today's edition sent me to the blog, where I found an interesting entry called The Dinosaur List - which comments on the technology tagged by Laptop Magazine in its September 2008 issue as soon to be extinct/replaced. Here's the list:

Landline phones and dial-up Internet - replaced by broadband.
Desktop Computers - replaced by notebooks or all-in-one touchscreen PC's.
Wired "wall-wart" chargers - this may be the most welcome extinction as contactless charging emerges.
Hard drives - Solid State Drives (SSD's) are here now and growing in capacity while falling in price.
USB and video cables - replaced by short-range wireless technology.
Optical media (DVD's and CD's) - Multimedia content will be streamed from the web,not stored locally on optical media.
USB flash drives - will follow the floppy disk into extinction as data "in the cloud" becomes available through all-the-time everywhere broadband connections.
Satellite radio - replaced by streaming content over mobile broadband, even in your car.

Here's my take:

1. What happens when the broadband goes out?

2. Desktop computers are the work horse of the information age. Hardwired to the Internet using cable and a password protected firewall connection is the best/safest possible. Desktops are not going anywhere anytime soon! ;)

3. No comment other than I hate wires so "Yeah!"

4. No comment.

5. See #3 above.

6. DVDs and CDs are a very economical way to transport digital media for use in all different types of equipment. I see them improving by being made out of more sturdy materials or coated with something to make them resist scratching.

7. Not a huge fan of portable storage devices - especially for users who handle their SD/USB all the time, plug it into all different types of equipment and then wonder why it's acting "funny". Lets not forget they are very easily LOST with lots of information generally best left private.

8. Who's the big fan of broadband? Laptop Magaizne ... NO! hehehehe Well, not me - that's for sure. I want to hear my music loud and clear - not streamed over wireless connections on bad weather days!

*******

Are You Tired of Typing? Try talking instead!

No strings attached.
Call 1-877-465-5012, enter 1234567 and follow the prompts.

All documents created by US based Digital Assistants
and returned via e-mail within 24 hours.

Confidential. Experienced. Reliable. Easy to Use.

LEARN MORE

*******

The Affinity Blog goes on to state:

This list will have an impact on the way we run our law practices as well. We may retain "stationary" phones, but they will be VoIP, not copper wire dial-up. And with the price/performance gap between desktops and notebooks fast disappearing, the flexibility of notebooks will win out for most lawyers. And even today, you can order (for a premium) your new notebook PC with a Solid State Drive.

I see law firm communications taking advantage of VoIP but through carriers who provide the actual wired internet service to their offices. Why? Lawyers need someone to yell at and workman with tools around very quickly when something isn't working! 1-800 service to far away customer support centers don't really cut it in the legal realm (nor should they in any other industry IMHO). And finally:

But I personally will miss my Sirius satellite radio service. Anyone who spends much time driving knows how vapid broadcast radio has become. Sirius (and probably XM, although I am not as familiar with that service that is soon to merge with Sirius) provides a nice mix of music and news. I especially enjoy the two full-time NPR channels.

I too am a fan of Sirius radio - and also don't see it going anywhere to be missed. My preferred Channels are 15 and 21. The reason I love Sirius so much is the fact that I am not subjected to commercials such as NY's public service message - "If You See Something, Say Something" or the even better "I'm a mother of two who has breast cancer but I know I'm going to be ok because of such and such place".

As a person who could see the smoke rising on 9/11 - hearing that See Something/Say Something commercial several times a day keeps you tense. Of course, I'm also a mother of two who lives in the greatest density of breast cancer in the nation. Who needs to be continually reminded of this crap?

If you enjoyed this post, please take a moment to comment.

Security Alert! Typos Pose New Danger All Their Own

2008-08-19T11:55:00.002-04:00

Just when you think you're up to date with all the security issues confronting digital professionals - along comes another one: typo squatting.

Typo squatting is when a domain is purchased and published solely because it is a typographical error of an existing domain. Think: micrpspft.com, tatget.com, legaltypst.com.

The squatted domain owner puts up content based on their intent - from making it look as close to the original as possible to try and capture credit card and other confidential information to downloading malicious code onto visitor's computers. Since these are independent domains, the owners can make the pages look and act any way they wish.

As illustrated in the clip below from the Tech Republic blog post,Three ways to prevent data leakage due to typo-squatting, nowadays, one small typo isn't just embarassing, it can wreak havoc with your digital security.

clipped from blogs.techrepublic.com.com

Typo-squatting is more than a way for scammers to make a quick buck. It can also lead to data leakage. The more secretive attacker doesn’t even put up a page to correspond with the squatted-domain. Only a DNS MX record exists to forward emails to the appropriate, potentially malicious, mail server. Organizations that follow proven practices for protecting their email and good name are reasonably safe. However, those who ignore the growing threat posed by these attacks are facing increasing risks.

EzineArticles.com and Christopher Knight Do It Again!

2008-08-02T11:12:00.010-04:00

I've been an EzineArticles.com author for quite some time. The owner of EzineArticles.com is Christopher Knight. I've watched as he's built the EzineArticles.com empire into the quality site and service it is today. In fact, I'm proud to have been along for much of the ride! (You can check out my expert page here).

Well, along with providing a well thought out and easy to use website for authors of all tech comfort levels, Christopher is always educating the EzineArticles.com community about issues such as article marketing, internet marketing and writing/producing quality content. In other words, he practices what he preaches!

Recently, Christopher put together a 15-page dowonloadable .pdf entitled: Introduction to Article Writing and Marketing - which I just finished reading word for word.

First off - my heartfelt congratulations to Chris! Again, he has put together a document which contains NO typos. In today's rushed, digital world, not many pay as close attention to proofing as Chris!

****************

Are You Tired of Typing? Try talking instead!

First job free - no strings attached. Call 1-877-465-5012, enter 1234567 and follow the prompts. All documents created by US based Digital Assistants and returned within 24 hours.

Confidential. Experienced. Reliable. Learn more.

****************

Second, THANKS! It's always refreshing to have a credible source to send my contacts. Chris has done a great job of putting together the nuts and bolts, practical information that anyone can immediately use to dramatically increase their credibility and reach within the digital world - all in one quick read!

If you've used article marketing and are not finding it effective - or if you are just starting out and want to get started right you must read this guide:

http://ezinearticles.com/training/full/intro-article-writing-marketing.pdf

Outlook 2007- Using Flags - Andrea Kalli

2008-06-16T12:23:00.005-04:00

My bud, Andrea Kalli, who is an Outlook, SharePoint, and Business Technology guru just released her latest video clip:

Outlook 2007 How To Video
New and Improved Flagging Feature in Outlook 2007

As you will see from the site, this video clip is only one of the many videos and training materials Andrea has available.

Outlook 2003 users should definitely take the 2 minutes to view the video. We all know sooner or later we'll be forced to upgrade. View the video to learn of the small, but significant difference in how Outlook 2007 treats flags.

Watch The Video Now!

Why You Should Remove E-mail From Your Processes

2008-06-10T12:02:00.003-04:00

I'm sure the title of this article has some readers scratching their heads. Remove e-mail? I just started using it - it's the wave of the future - I work with clients by e-mail all the time - My clients wouldn't hire me if I don't use e-mail.

I've heard it all and I still say every business should remove e-mail from their processes where they can. Here's three good reasons:

1. Security Issues

I cannot stress this one enough. Any information you send in the content or as an attachment to an e-mail can be intercepted, reviewed and altered by the owner of the electronic equipment it touches - you know the wires, routers and switches that physically make up the Web. (Everyone forgets that the Web has a physical component.)

Is it LIKELY that someone is intercepting your communications? No. Is it possible? Absolutely! That’s why you don’t use e-mail to transmit things like credit card information, let alone attorney work product.

For attorneys, it’s not just that confidential information can be intercepted. There are other hazards as noted by legal blogger Brian Ritchey, Esq. of www.MorePartnerIncome.net. On February 1st he published: Unencrypted E-mails Between Attorneys and Clients May Not Be Privileged. Along with the comments thereto, this is the best discussion I have seen amongst attorneys on the subject of security and e-mail.

2. Administration Woes

Business owners are required to save and store their business e-mails in the same manner as they do other business records. Over time, the data storage needs increase and the larger the business, the larger that cost in terms of actual server space plus the time that one pays (or puts in) to verify that the data is being saved, backed up, archived, etc.

Along with the storage aspect of e-mail, it is also difficult to keep an accurate client file. Although most firms wish to be paperless, the reality is, law is a paper intensive industry and will likely continue as such for many years to come (if not indefinitely).

Typically, e-mails are stored on a different network/PC drive/folder than client specific folders that store other records for that client. For instance, if you use Outlook, everything is stored in Outlook's .pst file. So how do you get a copy of e-mail messages into a client's electronic and paper files?

I run across the same solution all the time in law firms -- employees are required to print out each incoming and outgoing e-mail message to be placed within the physical file. Old fashioned? Certainly - but it works! The best configuration is to have employees print each incoming or outgoing e-mail to .pdf and save that .pdf to the client's electronic folder. Then print out a copy of the .pdf for the physical file. This way the client's electronic file and physical file are always in sync.

3. The Ooops! Factor

Security does not just mean that the e-mail messages your business creates are only read by the intended recipient. A recent Law.com article (http://tinyurl.com/3w48kt) reported on how a law firm inadvertently sent an e-mail to a reporter instead of to their client. That e-mail, of course, contained sensitive and confidential information. This is what I call the built in Ooops! Factor for e-mail. It is really just too easy to dash off an e-mail and hit send.

How many times do you check and recheck the e-mail address before hitting "send"? I check once when I'm drafting and it's the last thing I do before clicking on the send button. I don't just "look" at the address the second time. I literally read it out loud then click Send (a good practice to get into, IHMO).

Even doing this, I have done other stupid e-mail faux pas - like using the "Reply All" button to send a private communication to a whole list, instead of one member on that list. Thank goodness that's only embarrassing and not fodder for a law suit!

I understand that e-mail will be a part of how business is done for a very long time. However, it should be used judiciously and not everything should be accomplished through it. More and more services are setting up their processes to deliver whatever they "do" via e-mail. Try to avoid this - especially for large volumes of files.

So, what are your options? As with anything techy - that varies depending on your existing equipment, processes, software and tech comfort level.

In a 100% web based service, such as efaxing, one thing to look for would be the ability to log into a secure web based account to access your files rather than receive them via e-mail. All efaxing services are different but many of them do offer this type of set up. Add on notification via text (to your cell phone) and you're always in the know when a fax or file is received. The service I recommend to manage all the incoming (calls, voicemails and faxes) is Onebox.

Another option to sending files via e-mail is using a third party service such as SendThisFile or YouSendIt. Users load files to their server, which automatically sends out a notification e-mail to the intended recipient. In that notification is a link to access and download the file directly. One small covering e-mail and the whole process is secure. Not too shabby for less than $10 per month! ;)

Along with file transfer services, you can create a private page on your domain. If you're not webby, 37 Signals has a product call BackPackIt which gives up to 100 independent (and secure) pages for the loading of everything from pictures to documents, etc. It's a great collaboration tool for those who don't have a website or those who don't wish to administer the process necessary to set up a folder on a domain, issue password, etc. In literally less than a minute, anyone can easily set up a page and send out the notification e-mail to those they wish to grant access.

In the end, the more you can remove e-mail from your day to day processes, the better off you will be.

Tech Challenged Attorneys - Help is On Demand

2008-05-27T14:58:00.004-04:00

I recently attended a presentation offered by the State Bar of Wisconsin. It was called Taming the Technology In Your Practice - Practice Smart, Make More Money, Have a Life! and was presented by legal technology expert Ross Kodner, Esq.

I first learned of Ross in the blogging world and began interacting with him through the ABA's Solosez list serv . At LegalTech NY this year, I got the pleasure of meeting Ross in person - which is why I felt comfortable shelling out $250+ to hear him speak.

As for his presentation? I can't think of a better investment of my $250 -- and I already know my stuff! As for any attorney who wants to learn what works and what doesn't - you just can't find this type of detailed and practical, hands on information any where else.

Literally, in one day Ross covers EVERYTHING anyone needs to know to run a small law practice in today's digital world. In fact, I'd almost say he gives out too much information as my head was swimming after spending the day sitting at my PC listening to every word. There are handouts, but have a notebook handy because if you're like me, you will be furiously scribbling.

Whether you are just starting out, considering upgrading any part of your practice to digital or are in need of equipment or software - you really can't find a better concentration of information than this on demand presentation which you can watch from the comfort of your own h/office (that's home+office) ;)

To view a comprehensive listing of exactly what Ross covers over the course of 7+ hours: click here

To gain access to those 7+ hours of practical information presented by an attorney who's been using and testing the very same technology he discusses, order your access today.

Introducing the VA Industry to Savvy Business Owners

2008-05-07T20:02:00.002-04:00

The Virtual Assistant Industry is growing by leaps and bounds. Thousands of virtual assistants worldwide provide services ranging from Realtor® support, administrative operations management and transcription to Web site services, on and offline marketing and event planning. One reason for the growth in this exciting industry is the economy and the threat of recession. Another is because savvy business owners understand the value and advantages gained over their competition by working with dedicated, experienced, professional assistants focused on their business growth and development. Virtual assistants save entrepreneurs' time, money and sanity, and allow them to concentrate on income-producing responsibilities that fuel their passion.

The Alliance for Virtual Businesses and the Online International Virtual Assistant Convention invite you to attend the first Internet-based Introducing the Virtual Assistant Industry to Savvy Business Owners series. These complimentary sessions occur during the annual industry online convention, Thursday, May 15 through Saturday, 17, 2008 (US).

The agenda will include a short presentation, followed by a roundtable discussion led by veteran VA industry experts eager to answer your questions. Attendees can learn how to select the right VA, tasks VAs can perform, etc., ask niche-specific questions, and much, much more. If you ever considered working with a VA or are curious about exploring the potential, be sure to attend.

The virtual assistant industry is growing enormously because smart business owners are quickly realizing the advantages and savings of outsourcing to a VA. Select the session that best fits your schedule:

Session 1 - Thursday, May 15, 2008, 1 p.m. - 1:45 p.m. US EDT
Session 2 - Friday, May 16, 2008, 8:30 a.m. - 9:30 a.m. US EDT
Session 3 - Friday, May 16, 2008, 3:00 p.m. - 3:45 p.m. US EDT

To learn more about this exciting, one-of-a-kind activity and to reserve your complimentary seat at one of the three (3) Introducing the Virtual Assistant Industry to "Savvy" Business Owners sessions, visit www.OIVAC.com. Attend from the comfort of your home or office; via computer and headset mic. Mark your calendar for this informative event. We look forward to seeing you.

Please contact info@oivac.com or call 1-410-521-7001 if you have questions!

Worth Your Time... Wi-Fi Security Tips

2008-04-30T11:10:00.015-04:00

Below is a link to an article written by Michael Kassner and published by TechRepublic.com.

It explains "wi fi" for the average joe and goes through several simple steps anyone can do to protect their data and information when using public, open and "free" wi fi/hot spots:

10 Wi-Fi Security Tips for Road Warriers

All You Ever Needed To Know About Digital Dictation

2008-04-15T20:34:00.003-04:00

PART I – Why Bother?

According to Dictaphone, in 1952 recorded dictation was firmly established as a time saver over handwriting and stenography among attorneys, physicians and other professionals. In 1957, the first “portable” dictation unit was created (which weighed in at a hefty 2 lbs!) and in 1973, the first mini-cassette recorder was marketed. What this means is that using analog (tape based) dictation is the technological equivalent of listening to music on an 8 track!

In today’s age, digital dictation technology affords attorneys, law firm administrators, companies which service the legal industry, law schools and other businesses and organizations a low cost means to incorporate the proven benefits of recorded dictation and compound those benefits by making the process digital.

In addition to the time saving features of dictation itself, upgrading to digital can significantly decrease the cost of producing documents by re-examining the entire business process. If your firm uses dictation, the process generally goes something like this:

Dictator – tape recorder – tape – secretary – transcription machine - word processing software – printer – Dictator (and back for revisions, either dictated or via hand).

By going digital, one significant change is that there are no more tapes. Instead, an electronic audio file is created which can be distributed just as any other type of electronic file – as an attachment to an e-mail, over your firm’s LAN to your secretary or through a VPN with an off site transcription service. Immediately gone are the days when you have to stay late to hand off a tape to your secretary or drive into the office on the weekend to leave a tape on her chair. As a bonus, by removing the tape’s physical presence, you also eliminate the need for YOUR presence! Once digital, you can dictate on the road, while waiting for a case to be called or even from the comfort of your favorite recliner! (OK, not likely, but still possible!) :)

Another bonus of no more tapes – you will never have to redo a dictation because the tape got lost, recorded over, or eaten by the transcription machine. Once your voice is captured, it can be stored indefinitely!

Hospitals, doctors and those within the medical industry have been using digital dictation as a standard business practice for over a decade. The medical industry has forged ahead of the legal industry and streamlined the digital document generation process. The legal industry benefits from following the medical field, in that compliance with patient confidentiality and HIPAA has made the technology itself inherently secure, practically eliminating client confidentiality concerns.

I hope you have enjoyed Part I of this three Part series – Upgrading to Digital – All You Ever Wanted To Know But Were Too Busy to Research. In Part II, I will explore the wide variety of methods available to capture your dictation – telephone, portable recorders, digital dictation software or a combination of all. In Part III, I will discuss rethinking another standard component of the document generation process by introducing you to virtual assistants and shedding some light on how to locate, assess and contract with off site cyber assistants.

Are You Too Connected?

2008-04-08T14:57:00.003-04:00

For those of you who don't know, I am a Virtual Assistant.

For the past seven years, I have grown a successful legal VA practice out of my Long Island based home office (or what I call my hoffice). I partially attribute my success to the e-zine I self publish: The Legal Connection (you can sign up here).

Way back in 2003, I wrote the below article for my ezine - about how I turned off my computer one day per week - or what I termed a "power down":

Did you know?

Doing a hard reboot sometimes does wonders for more than just your PC?

Those of us doing business on line stay connected with cable and DSL modems and often never shut down for days or even weeks at a time. Not only does this affect the temp files, cookies and other bits of data placed on our PC as various sites and software are accessed, but being "on" all the time can burn out cooling fans and other moving parts. A computer is a machine, after all.

Turning off the actual power is called a "hard" reboot. A "soft" reboot is when you restart your system pressing Ctrl+Alt+Del twice - which I only recommend if you have already waited at least five minutes after your screen/keyboard freeze and you can get no other keys to work (like Esc).

I like to give a little cleaning before powering down, just to get rid of all those bits and temp files. Before I hit the power button, I save all work and close all the active programs.

I then run a disk clean (double click My Computer, right click on C Drive (or the letter of your main drive), Properties, Disk Cleanup button). When you do so, your hard drive will assess which files should be deleted and will list them and ask you to confirm. When you do, it will take a few moments or several minutes depending on how much there is to delete! Once this process is complete, I turn off the PC by pressing the button hard enough to hear and feel a solid click. You have no idea how many people tell me they barely hit the button, providing an instant power down/up scenario hardly healthy for electronic equipment! Really, push the button with purpose and pay attention! ;)

I turn my computer off each Sunday afternoon after doing the above and running a virus scan and back up. I then do not power back up until 9 am Monday morning - refreshed and ready for business again.

By the way, I don't just think it’s just my PC which benefits from this weekly "power down" ritual! ;)

Although I have tweaked the power down process a bit by using an application called CCleaner to do the clean up of my PC, the actual ritual is still in place five years later.

This is because I found that powering off my PC is the only way for me to keep my focus off my business. I am sure I am not the only e-preneur who has difficultly NOT thinking about the myriad of projects or open ended items they could be tending to at any given moment.

With the power off, there's no excuse for me to even walk into my hoffice to "check" anything. My family is thrilled, I'm more relaxed and my electronics and keyboard get a day off too!

Why I bring this all up is because recently I came across a New York Times' article entitled: I Need A Virtual Break, No Really by Mark Bittman. A professed techno-addict, Mr. Bittman discusses his journey in finding balance in our highly connected world. He concludes:

I would no more make a new-agey call to find inner peace than I would encourage a return to the mimeograph. But I do believe that there has to be a way to regularly impose some thoughtfulness, or at least calm, into modern life — or at least my version. Once I moved beyond the fear of being unavailable and what it might cost me, I experienced what, if I wasn’t such a skeptic, I would call a lightness of being. I felt connected to myself rather than my computer. I had time to think, and distance from normal demands. I got to stop

If you find yourself reaching for your BlackBerry or e-mail enabled device more than once every 15 minutes or if you are constantly checking e-mail during times that no one would expect you to be at your desk, you could be opening yourself up to health and the other dangers of being over connected.

Read Mr. Bittman's journey or use the power down ritual I outline above to help you gain some control and perspective!

What Every Lawyer Needs to Know About Websites

2008-03-12T12:21:00.007-04:00

More and more attorneys and law firms are taking advantage of the 365/24/7 opportunities to showcase their practice's services and expertise by building and publishing a website.

Here's a list of practical items for consideration by anyone building a website:

Buy your own domain name. Make it a .com address. Use your name with PC or law; combine last names or use the firm specialty for a suitable domain (i.e., workerscomplawyer.com). Try not to use initials, hyphans or unintelligible spellings. Where do you research/buy domain names? www.godaddy.com and www.register.com are two reputable registrars.
Have fresh, clean content with no large files or lengthy downloads. Picture and sound files are notoriously large. If you use a flash intro – lose it! Flash intros not only cause very lengthy load times, they may disrupt search engines from properly spidering your website and they are annoying to boot!
Have professionally edited text that has been proof read. Make sure that all links and pages are tested from an “outside” computer. To clean text, block/copy into Notebook and then block/copy from Notebook into the on line editor. Notebook strips away any stray code.
Use language that speaks to your audience, have clear and easy to follow navigation, professional headshots of firm personnel and prominently post the firm address and phone number. For SEO purposes it doesn’t hurt to publish a Google Map on your contact page. Statistically speaking, you will get more contacts if you also list an e-mail on your landing/home page. However, for spam purposes, I recommend that you use a generic address such as “contact” or “info” @yourdomain.com
You also want to make sure that you provide fresh content to your website on a regular basis. Some painless content can be found by listing partner speaking engagements, adding published articles or a copy of the firm’s newsletter.

If you do not wish to learn how to build and/or maintain a website, you have lots of options. You can hire a legal specific company such as Next Client or small firms such as Venue Communications. There are also lots of web designers and coders listed as Virtual Assistants at both the IVAA and VANA websites.

LegalTypist Definition of Virtual Assistant

2008-03-03T19:52:00.003-05:00

VIR-TU-AL: existing or resulting in essence or effect though not in actual form

AS-SIS-TANT: one that assists; a helper

VIRTUAL ASSISTANT: one that assists in essence and effect though not in physical form.

This made me laugh.....

2008-02-09T15:10:00.001-05:00

Still working on the Who I Connected With at LegalTech NY.....

I just received the equivalent of an e-mail chain letter. It was from Tracy, LegalTypist's operations manager - who had advised me she was sending it because it was so funny. She told me I had to open it. (Tracy knows how wary I am of such things....)

Anyway, I did ...... and.... she was right! I thought it was very funny. So funny, in fact, I had to figure out a way to get out to my contacts without the risks of forwarding a chain e-mail .... a quick google search and here you go....

Girlfriend 6.0 vs. Wife 1.0.

Take a peek if you're in the mood to at least smirk, if not out and out giggle.

Thanks for the laugh Tracy! :)

10 Things I Took Away From LegalTech NY

2008-02-06T14:58:00.000-05:00

Lots more legal administrators, IT managers and consultants were walking about the Expo floor
The vendors are getting creative with their displays
Mainstream businesses are starting to show
Still no place to sit to collect your thoughts or check your e-mail
The NY area ABA Solosez group are a great bunch
Speed pass rules (checking in was a snap)
Parking in a hotel lot in NYC is quite expensive
Starbucks on the other side of the hotel "cafe" has a great little nook to steal a quiet cup of joe
The capital of Saskatchewan yelled out loud on the trade show floor can easily be misheard
There is no substitute for face to face time to connect with people :)

Look for my next post: who I connected with at LegalTech NY.

Also, check out the updated look of www.legaltypist.com.

Regards,

Andrea Cannavina, MVA