Practice Management and Digital Work Flow
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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.
Practice Management and Digital Work Flow
- 1. Practice Management ToolsCraig Bayer: cbayer@lawot.comNew OrleansDecember 30thDigital Workflow for Lawyers
- 2. PMS and Digital Work FlowPMS stands for Practice Management Software Can be used to Enhance Digital WorkflowSolves the People Problem by forcing users to follow a Workflow
- 3. Three ComponentsFront Office: Contact, Docketing, Case ManagementBack Office: Billing and Accounting SoftwareDMS: Document Management Software
- 4. 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
- 5. PRACTICE MANAGEMENT SOFTWARE Combines calendaring/docketing tickler functions case information tracking, address book functionalityconflict of interest searching, document assembly capabilities Palm and laptop portability Turn wasted time looking for case info and documents into billable time Avoid malpractice
- 6. The Players
- 7. Pricing 1stdd UserAmicus Premium: $699599Amicus Small Firm: $499399TimeMatters Enterprise: $700400PracticeMaster: $295150Clio*: $4925 a MonthRocket Matter**: $59 a Month
- 8. Maintenance Plan This is the profit center for the software companies (except Clio)Amicus Small Firm $280/$180Amicus Premium $350/$250TimeMatters $350/$150 Practice Master $130/$53Clio IncludedRocketMatter Included
- 9. My OpinionAmicus is most intuitive and easy to useTimeMatters has the most bells and whistles, most customizablePracticeMaster is a solid product, but seen very little in the areaClio and Rocketmatter are young and promising and never go down
- 10. The PartsThey all have Email ManagementThey all have Open Ended Document Management AspectsCosts range from $45 a month to $1000 per user
- 11. Email ManagementOutlook is King in the PMS WorldAll Products have hooks into OutlookGmail is fine, as long as it hooks into OutlookExchange Integration is the best solution and is needed for smartphones
- 12. Example on Email IntegrationFollowing 際際滷s shows us how to get an Email into Practice Management Software.
- 14. View Emails on a MatterEveryone in the firm can see this Email
- 15. Document IntegrationTwo Types: Closed End and Open EndedAmicus, TimeMatters, PCLaw, are Open Ended SystemsWorldox and NetDocs are Closed Ended
- 16. Open EndedAdd on to Word, Adobe, Excel, WordPerfectStill has to be saved in a folder structure
- 17. ResultAll Documents are linked to the Matter
- 18. Closed End DMSNo Choice, Linked to Open and Save
- 19. The Players
- 20. Email in a DMSCopy or Move to OutlookEmail can stay in Outlook or go into the DMS. User have a choice
- 21. Audit Trail Closed FeatureAllows for version savingNo more saving over the originalVersion ComparisonsTracks changes made to documentsFull history of the document
- 23. WIFI NETWORKINGConfigurationsThe most common type is now the faster 802.11g - many laptops come with it already Causes problems running client server applicationsCost WAP - $10 to $750 WiFi PC Access - $5 to $100 Wireless Print Servers - $50 to 300
- 24. SwitchGigabit
- 25. No Daisy Chains
- 26. Cat 5 or 6
- 27. Most Critical Piece of Hardware
- 28. Need POE (Power over the Ethernet)PowerConnect 3524P Gigabyte Switch: $715
- 29. Server Choose over Workstation Choose 64bit Operating System 8GB Ram (At Least) Redundant Systems Raid 5 Configuration (3 Drives) Harder to Setup Must have WarrantyPowerEdge 2900: $2500
- 30. 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 WarrantyDell OptiPlex 360: $945
- 32. Duplex
- 35. Scan to WordFujitsu ScanSnap S1500: $400
- 37. DuplexFujitsu ScanSnap S300: $275
- 38. BackupsTape vs. USB, Use USB
- 39. Have an Online Backup as well
- 40. Test Restore at least once a monthTHE CLOUD
- 41. Hosted vs In-HouseHosted or SaaS have become popular in the upcoming yearsClio and Rocketmatter are the two most popular SaaS Practice Management solutionsBrowser Agnostic so they will run on anythingYoung in their product cycle (less features)
- 42. CLOUD ESSENTIALS Data Escrow In Case the company goes out of business Redundant Locations VeriSign or Something Similar
- 45. TASK-ORIENTED not FEATURE-ORIENTED
- 48. TRAIN OFTEN, TRAIN GENTLY
- 49. MAKE TRAINING MANDATORY
- 50. LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE
- 51. THE TRAINERS PHYSICAL LOCATION IS IRRELEVANTFREE 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
- 52. Law Office Technologywww.lawot.comCraig Bayer (Cbayer@lawot.com)Thank You For Listening!