What I want new lawyers to know

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What I want

new lawyers to know

 Email jimc@okbar.org  Twitter @jimcalloway

 Blog http://jimcalloway.typepad.com  YouTube Tips Channel

http://tinyurl.com/967fcc8

 Digital Edge Podcast

http://legaltalknetwork.com/ With

Jim Calloway

Director Oklahoma Bar Association Management Assistance Program

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For several days, you can

download these materials at

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Our 2014 Opening Your Law

Practice Program is set for

September 30 in Tulsa & October

7 at the Oklahoma Bar Center

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 OBA MAP Starting a Law Practice Web Directory 5

http://www.okbar.org/members/MAP/

StartingALawPractice.aspx

or

http://tinyurl.com/kvccnwm

Check out July/August 2013

Big Ideas Issue of Law Practice Magazine

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The Law Practice Magazine App

is a Truly Great Deal!

 You can buy the

magazine via the app for only $4.99 per issue or $19.99 for an annual

subscription

You have probably already heard of

Richard Susskind

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Tomorrow's Lawyers

An Introduction to Your Future (2013)

Amazon: Book $14.95 E-book $9.89

Professor Richard Susskind is

speaking in Oklahoma!

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ABA TECHSHOW is worth attending!

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Check out the links to TECHSHOW’s 60

Sites http://tinyurl.com/c9l568z

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The four corners

of law practice

management

According to the American Bar Association Law Practice Management Section

Marketing

Management

Technology

Finance

Most tasks that lawyers do

involve the creation, processing,

analysis and exchange of

information. We do not create

tangible, physical products.

So IT (Information

Technology) is huge for us and will be more so every day.

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This would offend many excellent lawyers practicing today, but the important thing for law students to understand is, with rare exceptions, you will not be able to practice law effectively during your career without an understanding of technology -- both to effectively advise your clients and to

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17 Earlier this year, Clio raised $17.9 million in venture capital from Bessemer Venture Partners …. This funding puts Clio

among not just the most well-funded legal startups, but

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Small Firm Law Offices

– The Next Generation

1. Successful lawyers will continue focusing on  providing great client service (aka customer  service) in addition to providing quality legal  services.  2. To improve efficiency and speed operations  we should see more attention on  documenting office processes and  procedures through checklists and manuals. 3. Data backup is critical for all businesses.  21

Small Firm Law Offices

– The Next Generation

4. A change in focus on how law firms manage  their information is required as our profession  moves from using physical client files to  managing client data.  5. Digital law practice systems and “paperless”  processes are slowly taking over in law firms of  all sizes. 6. Most law firms will be using scanners and using  technology‐based practice management  systems in the future.

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Small Firm Law Offices

– The Next Generation

7. More and more consumers make purchasing  decisions over the Internet. Small firms have  to pay attention to their online image and  Internet marketing. 8. Law firms need to embrace document  assembly. 9. Alternative Fee Agreements will become  more common. 23

Small Firm Law Offices

– The Next Generation

10. You have always been required to do  conflict checking, but the new standard may  become instant conflict checking. 11. The only real Twenty‐First Century Constant  is Change. 

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From the Washington S.Ct. Order

• “[T]here are people who need only limited  levels of assistance that can be provided by  nonlawyers ... This assistance should be  available and affordable. Our system of justice  requires it. The court acknowledged concerns  that the plan poses a threat to the practicing  family law bar. But ‘protecting the monopoly  status of attorneys in any practice area is not a  legitimate objective’ ” 25

Check out the Checklist Manifesto

• Inexpensive • Great read • Better checklists should  be an important goal for  your practice.

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Fujitsu ScanSnap S1500 is now being 

replaced by Fujitsu ScanSnap iX500 

Fujitsu ScanSnap S1500

• The PDF machine • $400‐$440 street price • Bundled with Adobe Acrobat Standard (which can  be upgraded to AA Pro for less than $200.) • Fast color scanning, up to 20 pages per minute • 50‐page Automatic Document Feeder (ADF) • Scans both sides simultaneously

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Seek Virtual Help When Needed

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Strategies for the Twenty‐First 

Century Lawyer 

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Build better systems

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Build Paperless Systems

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Embrace Document 

Assembly

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Implementing document assembly is a 

critical issue. We cannot continue to 

spend so much time preparing and 

proofing documents.

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Simple document assembly has gotten 

cheap and easy

• Installs as MS Word   Plug in • You can program  document assembly  only using the Bracket  keys • 90 day free trial • www.pathagoras.com

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Simple document assembly has gotten 

cheap and easy

• Installs as Microsoft  Word  Plug in • Easy insertion via Word  tool bar • Free version • $89.00 Pro version • www.theformtool.com 37 • Select text you  want to save • Choose  the  Insert tab &  you’ll see the  Quick Parts in  the text group • Name it and  Save

Simple document assembly has gotten 

cheap and easy

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• Choose AutoText and select the entry you  want from the gallery or

• Type the first few letters of the Quick Part  name and hit F3

M

ICROSOFT

Q

UICK

P

ARTS

Simple document assembly has 

gotten cheap and easy

Alternative Fee Arrangements

are a Critical Part of the

Reinvention of the Law Office

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Focus on Client Service

• In the future, the law firms that will flourish  will be those who combine great client service  with great legal services.  • People will pay for convenience and quality. • Our new goal: “Clients for Life.” 41

The unhappiest job in America

(April 2013) – Associate in large law firm

Take care of the most valuable part of

your law practice- you!!

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Opening Your Law Practice

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The four corners

of law practice

management

Marketing

Management

Technology

Finance

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Marketing

Marketing

 We’ve come a long way, baby!

 On June 17, 1977 the U.S. Supreme Court

held in Bates v Arizona that state bar rules prohibiting lawyers from advertising in newspapers violated the First Amendment.

 Now we grant CLE credit for programs on

attorney marketing (although other states still deny that credit.)

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When we talk about marketing,

many lawyers envision a huckster

selling soap.

Or Paul Newman’s character in The

Verdict, pitifully passing out

business cards at stranger’s

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Our First Lesson

“Marketing is not advertising.”

Where do Lawyers get

their best clients?

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The Golden Rule of Effective Marketing

Do everything possible to produce

satisfied former clients for they will

serve as ambassadors and marketers for

you for years into the future.

The old way:

Always do a good job for your clients.

The new way:

Always do a good job for your

clients and communicate with

your clients that you are doing a

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Remember this basic

rule:

Your client’s

perception is

your reality.

Ever had really lousy service

in a restaurant with really

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You never get a

second chance to

make a first

impression.

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A Personal Marketing Plan is a

Must

 position or aspirational statement  goals, objectives

 policies, strategies and a tactical plan to achieve those goals and objectives

 can be brief for a solo

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And of course, Internet marketing

and networking opportunities

abound

Your law firm’s website

BLOGS

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Management

 There is a lot to manage in a law firm  People & HR issues

 Supplies/Vendors/Ordering/Payment  Physical plant

 Financial controls

Management

 And then you have to manage all of the things you went to law school to do:  Client files and matters

 Litigation scheduling and docketing  Attorney fees and expenses

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Your Best Secure Practice Tool

May Come in a Three Ring

Binder: Office Policies and

Procedures Manuals.

Law office management software

 We’ll discuss more in the technology

section

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Lawyers are NOT intuitively good

people managers

 Don’t shoot the messager

 “Lowly” bailiffs and clerks can make your life easier or much harder

 Don’t make jokes about firing staff  Always treat everyone respectfully

Managing yourself is perhaps the

greatest challenge

 Time Management  Setting priorities  Planning and Goals  Getting things done  Temperment

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Finance

Finance

 The law is a profession.

 The law practice is a business.

 You have to run your business like a business or you may not have a business for long.

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Follow the Money

 Bank statements delivered unopened to you.

 Compile and review financials at least month (Bi-weekly is better)

 Consider accepting credit cards http://tinyurl.com/cy78ec

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More Technology Tools

Technology

 Lawyers are information providers.  Almost everything we do involves the

management and processing of information.

 Information Technology (IT) has a huge impact on our professional lives.

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A must have for most lawyers.

 More than just a PDF

“printer”

 Document management

and full text search

 Send documents for

client comments and corrections even if they don’t own Adobe

Acrobat

Become an Acrobat Pro!

 On sale from the OBA

Management

Assistance Program

 $45 if you pick up at

Bar Center

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I believe every firm needs

PRACTICE MANAGEMENT

SOFTWARE

Software

 Practice management software is an absolute must.

 Software designed for law firms is better than “making” Outlook work (But Outlook is a pretty powerful tool.)

 This can serve as the assistant you don’t have to pay each month.

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77 Amicus

Attorney-www.amicusattorney.com

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79 The Software Technology, Inc family

Practice Master

The Software Technology, Inc family

Practice Master

and TABS III

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Online practice management

solutions in the cloud are very

popular with solos and small firms.

Clio

RocketMatter

MyCase

HoudiniESQ

First there was

TimeMatters and now there is BillingMatters.

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PC LAW

Timeslips www.timeslips.com

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There are many accounting

packages in the world.

They all should work just fine for

you. But you still need to consult

with an accountant.

QuickBooks- The business version

of Quicken

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PC Law and PC Law Jr.

www.pclaw.com

Law Office to Go

 Laptop plus portable scanner plus portable printer equals law office to go

 Scanner + printer = copier

 Always buy a “brand name” laptop  If budget allows, a port replicator or

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Disaster Planning: All About

Proactivity!

 The essence of “planning” is, well, “planning!” (ahead)

 What are you protecting your practice from? What are you planning for?

 Different responses needed for different disaster scenarios

 The key is avoiding “it happens to the other guy” mentality

Backup is a critical

business issue today

 Here’s a law school exam question

 Lawyer A does a great deal of research and document drafting on a unique matter for Client. Client pays A’s bill of several thousand dollars. A’s computer network crashes losing all research, notes and documents. The data was not backed up. Who should pay for recreating it?

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Keys to backup

 Understand your stystem

 Don’t rely on only one backup  Off-site is a must!

 Test to see if you can restore

Thanks for listening

 May you all be Oklahoma Bar Association members some day

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93 information at my blog

Jim Calloway’s Law Practice Tips

www.jimcalloway.typepad.com

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