The 21st Century Law Practice: Tools and Efficiencieswsba.vo.llnwd.net/v1/CLE Documents/Post/LL140325...The 21st Century Law Practice: Tools and Efficiencies Presented on Mar. 25,

The 21st Century Law Practice: Tools and Efficiencies Presented on Mar. 25, 2014 • Seattle, WA

WSBA–CLEThe Innovator in Legal Education®

SeriesLunchbox

Legal

FacultyA Special Thank You to Our Program Faculty!Those who have planned and will present at this WSBA CLE seminar are volunteers. Their gener-ous contributions of time, talent, and energy have made this program possible. We appreciate their work and their service to the legal profession.

Program FacultyHost: Mary Wells — WSBA, Law Offi ce Management Assistance Program, SeattleOmar Nur — Nur Law, EverettMichelle Q. Pham — Law Offi ce of Michelle Q. Pham, Seattle

Copyright © 2014 • Washington State Bar Association • All Rights ReservedThe materials and forms in this manual are published by the Washington State Bar Association for the use of its program registrants. Neither the Washington State Bar Association nor the contributors make either express or implied warranties in regard to the use of the materials and/or forms. Each at-torney must depend upon his or her own knowledge of the law and expertise in the use or modifi cation of these materials. The views and conclusions expressed herein are those of the authors and editors and are not necessarily those of the Washington State Bar Association or any division or committee thereof. Any websites represented by screenshots, logos or ads reproduced in the materials and forms are the copyrighted material of the website owners and are included for illustrative and educational purposes only. The products and services discussed in this seminar are for illustrative purposes only and are not endorsed by the WSBA.

THE 21ST CENTURY LAW PRACTICE: TOOLS AND EFFICIENCIES

March 2014

Omar Nur Nur Law

Phone: (425) 998-7040 Email: [email protected]

OMAR NUR is the owner of Nur Law, a solo practice based in Everett Washington focusing on Criminal Defense and Immigration Law. Mr. Nur founded Nur Law in his first year of practice after graduating from Seattle University School of Law. In addition to his practice, Mr. Nur volunteers his time to perform pro bono work for King County Bar Association’s Volunteer Legal Services, the Young Lawyer Division Walk-In Clinic, and One America’s Citizenship Day.

Mr. Nur is an Eagle Member of the Washington State Association for Justice (WSAJ), and he serves on the Diversity Committee as well as the Editorial Board of the WSAJ. Mr. Nur also serves on the boards of the Middle Eastern Legal Association of Washington, the Snohomish County Young Lawyer Division, and the AILA –WA Citizenship Day Committee.

Michelle Q. Pham Law Office of Michelle Q. Pham

Phone: (425) 283-9597 Email: [email protected]

MICHELLE PHAM is the owner of the Law Office of Michelle Q. Pham, a solo practice based in Seattle, Washington, focusing on intellectual property, business, and art law. Ms. Pham founded her practice after graduating from Seattle University School of Law and serving as a law clerk to the Honorable Janice E. Ellis in Snohomish County Superior Court. In addition to her practice, Ms. Pham performs pro bono work for the Seattle Art Museum and Washington Lawyers for the Arts.

Ms. Pham is the President of the Vietnamese American Bar Association of Washington and is a member of the ABA Museum and the Arts Law Committee. She also serves on the board of the Vietnamese Friendship Association, which is a nonprofit organization that supports the local immigrant community.

Legal Lunchbox Series: The 21st Century Law Practice

Tools for the Efficient Practice of Law

Faculty Omar Nur Michelle PhamNur Law, PLLC Law Office of Michelle Q. Pham9924 4th Ave West 505 Broadway Ave. E, #344Everett WA 98204 Seattle, WA [email protected] [email protected](425) 998-7040 (425) 283-9597

Issues We’ll Discuss

1. Time & Billing2. Client Communication3. Scheduling4. Managing Client Files

Format of Discussion

1. Identify Issue2. Speaker’s approaches3. Potential solutions

Time & BillingGoal: Save money by saving time.

Time & Billing Current Practice:● Timekeeping in file notes

○ Writing start and end times next to notes● Manually inputting time into Excel Spreadsheets and

Word Invoice Templates● Invoices delivered to client through email or US Mail

Time Cop AppSimple, inexpensive, Mac-based program used to keep track of time.

● Cheap! Approximately $6.99 todownload

● Go to: http://timecop.pixelbleed.net/● Does not work on iPhone (yet!)

Time Cop App● Operates from OSX menu bar● View what you worked on by day,

week, month, or a custom time period

● Organize your projects as tasks and group them later

Time Cop App

● Customizable hotkeys to quicklyswitch between projects

● Recognizes idle time and allowsapplication to other projects

Time Cop App● Go back and edit time

recorded● Import and Export time to CVC

file or to Harvest or BasecampAccounts

1. Semi-robust, inexpensive app strictly for time and billing2. Compatible with PC, Mac, iPhone, & Android3. Features

○ Timer○ Timesheets○ Invoices○ Reports○ Estimates

4. Automatically syncs to your web-based account5. Add other users

Harvest App

Harvest AppTimer● Use it on-the-go with iPhone/Android● Add timers for multiple clients or tasks● Stop and restart timer when bouncing

between tasks

Expenses● Snap photos of your receipts or

record expenses on-the-go

Harvest AppTimesheets for Time & Expenses● Edit time● View by day/week● Automatically

syncs fromphone/Mac

Harvest AppInvoices● Time and Expense Invoices

○ By project hours and expenses or Free-form, open invoice

● Recurring Invoices● Retainer Invoices● Edit easily● Send via email, save as PDF, print● Record payment● Add online payment options

Harvest AppReports● Types:

a. Timeb. Detailed Timec. Uninvoicedd. Project Budgete. Expenses

● View by timeframe, client,projects, tasks, staff.

Harvest App● Go to: www.getharvest.com● Check out their add-ons!● Pricing: Free 30-day trial

iTimeKeepTime entry application that works with current time and billing software.

● Makes time entry easy and convenient ● Easily accessed from any device● Simple to use ● Easy to install from iTunes,

Google Play, or website:http://www2.bellefield.com/itimekeep/

iTimeKeep● Easily accessed online,

from desktop, or anymobile device

● Works with Windows,Apple and Android

● Easily capture time frommobile device○ Record 8-minute

phone call in seconds!

iTimeKeep

Convenient and simple features to expedite time entry

iTimeKeep● Dashboard simplifies

navigation○ Matters/ Status○ Search function

● Manage timecards● Unsubmitted time marked

by blue dot● Description included in

preview

iTimeKeepTime Capture Software● iTimeKeep software actively monitors computer activity to detect

what matters you are working on● Software then mines and sorts time accordingly● Saves time spent reconstructing time sheets and

contemporaneously inputting data

iTimeKeepiTimeKeep Integrations● Elite® Enterprise● Elite® Webview● Elite® 3E● Aderant®● Rippe & Kingston LMS● CarpeDiem® / TimeKM®● DTE● Juris® LexisNexis● ProLaw®● Omega®

● LawBase®● Total Office (Former Client

Profiles)● Client Profiles Financial● TABS3®● Amicus®● LSS®● Versys®● ProVantage®● PCLaw®● TimeMatters®● Equinox®

iTimeKeep

● Simple to use ○ Includes online user guide

● Accessible yet secure ● Free to download (free 30-day trial) ● Easy to install from iTunes,

Google Play, or website:http://www2.bellefield.com/itimekeep/

RTG Bills OnlineRTG Bills Online is a timekeeping and billing application for law firms that works inside your Web browser.1. Designed for law firms2. Zero software installation required3. Works with Mozilla Firefox, Internet Explorer, Google Chrome, and

Apple Safari4. Smartphone accessible (Android, iPhone, and Blackberry)5. Secure Website protects data

RTG Bills OnlineSet up process:1. Enter firm data into RTG Bills Online

a. Supervisor sets billing rates,codes, and timekeepers

2. All users may enter client andmatter information

3. No software installation

RTG Bills OnlineTime, Expense and Payment Entry:1. Multiple users may input time and expense data

into RTG Bills2. Data entered is saved directly to the

RTG Bills Online database3. Client payments are entered into

RTG Bills4. Users can work at the same time,

from different locations

RTG Bills OnlinePrepare Bills:1. Time, Expense and Payment information may be

used to create invoices2. Easy to share PDF document3. Files may be printed, downloaded

or emailed directly fromRGT Bills Online

RTG Bills Online● Secure server and data encryption used to protect data● Subscription based service.

○ Low monthly fee starting at $15.95 for one user (rate for nineusers $48)

○ Includes a subscription to RTG Timer Online, for entering feesand expenses, at no additional cost,

● More information:http://www.rtgsoftware.com/online/

Tabs3● Robust billing and financial software

specifically made for law firms● Offers same features as Harvest, plus more

○ Pay extra for phone or tablet usage.

● Pricing: Expensive and contract attached○ Free practice management software, PracticeMaster, included with

user license.

Tabs3Billing Software

● Time tracking: timers● Invoices:

○ Different levels of billing rates○ Need Taskbill program for

task-based statements○ Print or email statements

● Reports:○ Top Client Report: rank clients○ Client Inactivity Report○ Collections Report

● Set different compensation rules

Tabs3● Go to: www.tabs3.com● Integrates with other Tabs3 software:

○ Practice management○ General ledger○ Accounts payable○ Trust accounting○ Quickbooks

● Online product demo or requestfree trial software

● Pricing: Rate based on number of

concurrent users. Get quote online.

Time & Billing

Final Thoughts:Whatever you use,

make sure you use it religiously.

Client CommunicationGoal: maintain effective and efficient communication with clients

Client CommunicationHow do we keep up with the calls, emails, and voicemails?

1. Flag email and set aside time each day to respond2. Centralized location for unread emails, faxes, and voicemails3. Voicemail transcription and expanded preview of emails

i. Enable user to quickly review substance and determineurgency

4. Designate time to check voicemail and return calls

Client CommunicationHow do we get ahead?

1. Create rules for responding to clientsi. e.g. “one touch” rule

2. Use technology (MyCase, efax, Google, Virtual Office, etc) 3. Hire assistant, secretary, answering service4. Properly delegate tasks to others

RulesRules of Client Communication:● Set certain times to answer the phone, return calls, check emails,

etc○ constant interruption is distracting and time consuming

● One Touch Rule: ○ every communication received must be acted upon, scheduled for

later, or trashed● Keep communications curt and to the point

Note: find what works and stick with it!● Case Management Software with client updating functions

○ MyCase: information sharing with client, case alerts, online invoicing● Ruby Receptionist (available on iPhone and Android):

● Utilize Email / Voicemail features:○ Preview messages, voice mail transcription, priority makes, follow up

flags.

Technology

○ Live call transferring,

○ customized call handling

○ set temporary call instructions

○ messages delivered via email and text, track usage,

○ return calls on your behalf,

○ flexible use schedule

Staffing● Staffing Agencies (Molly Brown or Robert Half)

○ Screen applicants and hold record of employment● Short Term / Part Time:

○ Contract basis○ Hire for only as much as you need

● Legal Interns: ○ Inexpensive, but perhaps more time consuming○ Beware of employment law issues

● Delegating tasks to others willgive you more time tocommunicate with your clients

● Introduce your client to yourassistant in advance of theircontact to establish familiarity andcomfort

● Trust in your assistant’s ability toproperly handle his/her tasks.

Delegating

Client Communication

Final Thoughts:● Use software and technology to improve efficiency● Set aside time for communication with clients● Establish boundaries and guides for client interaction

SchedulingTime is Money….

Scheduling

● Establish a system of scheduling

● Electronic vs Paper

● Strategies for efficiency

Scheduling SystemOur Systems:● Michelle:

○ Outlook and Mac-based scheduling, synced with phone and laptop○ Schedule printed to create a hard copy backup○ Filed case schedule deadlines are all calendared○ Unfiled case deadlines also calendared

■ More complicated cases receive more time to complete○ Schedule updated with meetings and tasks / To Do’s

Scheduling SystemOur Systems:● Omar:

○ Android based scheduling, synced with phone and laptop■ data backed up to cloud storage

○ Criminal case hearing dates updated by phone after court○ Deadlines and court dates also saved in client files○ Client meetings scheduled while there is remaining time to complete

other tasks○ Tasks and To Do’s usually listed out on a separate document

Scheduling SystemSuggestions:● Select program that meets your needs and personal preference:

○ Outlook, Mac, Android, etc -- all robust, and adaptable calendaring programs

● Use backup / syncing mechanisms ○ Calendar saved to cloud ○ Hard copy print out saved in file

● ‘Merged calendar’ with all appointments, due dates, and tasks● Establish procedures and rules for scheduling ● Mobile as well as remote access to calendar

Electronic vs Paper Paper Calendar ● If it works, it works● Duplicate calendar great backup tool ● Some may find it to be inefficient

Electronic Calendar● More versatile ● Easier to update, access,

search, and organize calendar● May be duplicated and shared● Increases efficiency

Scheduling StrategiesSave Time - Improve Efficiency and Reliability: ● Utilize a dual calendar system (paper and electronic)● Have multiple access points (phone, tablet, desktop, etc)● Include deadlines and to-do’s on calendar● Merge multiple calendars to uncover conflicts● Give yourself time to get your tasks done● Include Administrative tasks on calendar ● Set aside time for housekeeping matters

○ Case Review○ Marketing ○ Networking

○ Returning Phone calls○ Responding to emails ○ etc

Scheduling Strategies

● Block out time to do big projects ● Schedule a clean up day - finish all overdue tasks

Scheduling

Final Thoughts…

Efficient calendaring saves time and money

Managing Client Files● Organizational Scheme:

○ For emails, voice messages, and documents○ Create system of rules that works for you, and stick

with it.

Managing Client FilesWhat we do:We both create pending, open, and closed folders on our computers (i.e. create electronic folders and sub-folders as you would with the paper version).

Under each client’s folder, we include basic templates, such as the engagement/legal services agreement, letterhead, invoice template, etc.

Managing Client Files

Managing Client Files

MyCaseWeb-based law practice management software (the only one with a client portal)● Mac & PC compatible; iPhone app● Features:

○ Document management○ Document assembly○ Calendars & reminders○ Practice management○ Billing

● Syncs with Outlook and Google calendar

○ Time management○ Communication

■ MyCase website■ Client portal■ Online payments

MyCaseDocument Management ● Upload all of your legal documents at once.● Create library of firm documents.● Choose documents you want to share with clients.

MyCaseDocument Assembly● Cloud-based word processor

○ Simultaneously collaborate on same file with clients and colleagues

● Create documents from saved templates

● Customize documents with custom fields; merge client or firm information

MyCaseCalendars & Reminders● Sync with mobile device and track hours● All staff calendars color-coded and synced● Automatic notifications of new events● Share events with firm and clients● Set reminders● Link cases to

calendar events

MyCasePractice Management● Manage legal cases and matters● Keep track of contact information:

○ Client, expert, and business contact information organized in one database

● Tasks & To-dos: ○ Assign tasks for firm members and monitor progress

MyCaseBilling● Professional invoices● Trust accounts & retainers

○ Link MyCase to your operating and trust accounts

○ Accept online payments right into your trust account

● Online bill pay ● Schedule payment plans

MyCaseTime Management● Track time and expenses● Timer available, but manual time entry required● Can track non-billable time for flat fee and pro bono cases

MyCaseCommunications● MyCase website

○ Professional website for your firm with client portal○ $1,500 set-up fee; $50 monthly service fee

● Direct messaging○ Avoid email; correspondence organized and filed for you

● Comments and discussion withreal-time notification

○ For clients and firm to discuss uploaded documents

MyCaseCommunications● Client Portal

○ Clients can view progress of their case in real time via website or phone

MyCasePricing (Per User)● $39/month for attorneys● $29/month for paralegals/staff

All accounts include:● Unlimited data storage● Unlimited client accounts● Tech support and training

Go to: www.mycase.com

ClioWeb-based law practice management software● Compatible with desktop, tablet, or mobile● Features:

ClioClient and Matter Management● Matters: Categorized by open, closed, and pending matters

○ Synced with client file○ Set statute of limitations deadline and reminder○ List billing rates for each matter

ClioCalendaring & Reminders● Syncs with

Outlook or iCal● Can authorize

others to view calendar

ClioTasks● Can be optionally linked to matters

Contacts● Database of clients● Customizable to include any information you need● Differentiates between people and companies

ClioTime & Expense Tracking● Timekeeper (Timer) can automatically

sync to client/matter.

Trust & Operating Accounts● Add firm’s accounts in the system

ClioBilling● Professional invoices● Editing capability● Billing history available● Online payments tracked● Statements of account available

ClioReports● Billing● Client● Matter● Productivity● Revenue

Documents● Upload and edit online● Track multiple document

versions

Clio● Go to: www.goclio.com● Pricing

○ 7-day free trial● Integrates with:

○ Google Apps○ PayPal○ Dropbox

LexisNexis Firm ManagerWeb-based law practice management app● Compatible with all devices● Features:

○ 360° Practice Management: events, tasks, matters, deadlines, etc.○ Time & Expenses (Timer)○ Billing○ Document management○ Calendaring & Tasks○ Conflict of Interest Search

LexisNexis Firm Manager

LexisNexis Firm ManagerBilling● On-the-go mobile time tracking

(timer)● Time and expense tracking● Assign billing rates by staff member● Professional invoices (print only)● Review all of firm’s invoices on

one page

LexisNexis Firm ManagerTrust Accounts

LexisNexis Firm ManagerCalendaring & Tasks● See appointments, meetings, tasks,

and deadlines in one place. ● Share calendar and tasks with legal

team.

LexisNexis Firm ManagerConflicts of Interest● Generational search:

remembers all previous COI inquiries

● Stores results and notes decision for future reference

LexisNexis Firm ManagerDrag and Drop Document Uploading● Drag and drop documents● Add documents to a matter● Creates searchable PDFs

LexisNexis Firm ManagerMobile Access● Access and update files● Enter billing● Search and share documents

Task Management● Manage by priority, due date, or

estimated time to complete● Real-time task progress tracking

LexisNexis Firm Manager

PracticeMaster

See Tabs3 slidesfor more information.

Managing Client FilesOther Helpful Tips:● One Touch Rule● Scanning (searchable PDFs)● Purging files on a regular basis (weekly or monthly)

Managing Client FilesFinal Thoughts:

1. All software options are similar; use the free trial, and pick the one that is affordable and clicks with you.

2. If you have a litigation practice, seriously consider document management software.

Concluding Remarks/General Tips

1. Whatever you use, make sure you use it religiously to make it worth it.

2. Your legal team must like it, too.

Contact Information Omar Nur Michelle PhamNur Law, PLLC Law Office of Michelle Q. Pham9924 4th Ave West 505 Broadway Ave. E, #344Everett WA 98204 Seattle, WA [email protected] [email protected](425) 998-7040 (425) 283-9597

PRACTICE MANAGEMENT SOFTWARE 1. MyCase Features:

A. Document Management Tools a. Upload all of your legal documents at once. b. Create library of firm documents. c. Choose documents you want to share with clients.

B. Document Assembly

a. Cloud-based word processor – simultaneously collaborate on same file with clients and colleagues

b. Create documents from saved templates from Word, Apple Pages, or MyCase Draft

c. Customize documents with custom fields for merging client or firm information

C. Calendars & Reminders a. Add all staff members’ calendars (color-coded) b. Receive automatic notifications when staff member adds events to

your calendar c. Share events with firm members and clients d. Set reminders e. Link cases to calendar events f. Sync with mobile device and track billable hours

D. Practice Management

a. Manage legal cases and matters b. Keep track of contact information: all client, expert, and business

contact information is organized in one database c. Tasks & to-dos: assign tasks for yourself and members of your firm

and monitor progress E. Billing

a. Professional invoices

b. Trust accounts and retainers

i. Link MyCase to your operating and trust accounts; accept online payments right into your trust account.

c. Online bill pay options for clients

i. No additional setup or transaction charges beyond your current merchant processing fees.

d. Schedule payment plans

F. Time Management

a. Track time and expenses b. Timer available, but manual time entry required c. Can track non-billable time for flat fee and pro bono cases

G. Communications a. MyCase Website

i. Professional website for your firm using your firm’s domain name

ii. Clients can access their case information, pay bills online, and securely communicate with you.

b. Direct messaging – avoids using unsecure email

i. Correspondence organized and filed for you c. Comments and discussion with real-time notification

i. Uploaded items have built-in comment stream for updates and comments for clients to review.

d. Client Portal i. Clients can view progress of their case or matter in real-time

via website or phone.

H. Pricing

a. Per User i. $39/month for attorneys

ii. $29/month for paralegals/staff b. All accounts include:

i. Unlimited data storage ii. Unlimited client accounts

iii. Tech support and training

2. Clio Features:

A. Features

B. Client and Matter Management a. Matters: categorized by open, closed, and pending matters

i. Synced with client file ii. Includes statute of limitations deadline and reminder

iii. Set access permissions iv. List billing rates for each matter

C. Calendaring & Reminders

a. Syncs with Outlook or iCal b. Can authorize others to view calendar

D. Tasks

a. Tasks can be optionally linked to matters E. Time & Expense Tracking

a. Timekeeper (timer) can automatically sync to client/matter.

F. Contacts a. Database of clients

b. Customizable to include any information you need c. Differentiates between people and companies.

G. Billing a. Generate invoices based on time entered. b. Editing capability c. Billing history available d. Online payments tracked e. Statements of account available

H. Trust and Operating Accounts

a. Add firm’s accounts in system I. Documents

a. Upload documents online b. Once uploaded, document can be edited. c. Track multiple document versions.

J. Reports a. Billing

b. Client

c. Matter

d. Productivity

e. Revenue

K. Pricing

3. LexisNexis Firm Manager Features:

A. Features

a. Billing i. On-the-go mobile time tracking (timer)

ii. Time and expense tracking iii. Assign billing rates by staff member iv. Professional invoices: can only be printed and not sent

electronically v. Review all of firm’s invoices on one page

Invoice:

For Trust Accounts:

b. 360° Practice Management

i. Appointments, tasks, matters, deadlines, memos, and more managed from one view

c. Calendaring & Tasks i. See appointments, meetings, tasks, and deadlines in one place.

ii. Share calendar and tasks with legal team

d. Conflict of Interest Checks

i. Generational search: remembers all previous COI inquiries ii. Stores results and notes decision for future reference

e. Drag and Drop Document Uploading

i. Drag and drop, add documents to a matter, PDF contents searchable

f. Mobile Access i. Access and update files, enter billing, search and share

documents g. Task Management

i. Manage tasks by priority, due date, or estimated time to complete

ii. Real-time task progress tracking B. Pricing