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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.
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
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● 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.
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
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
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.
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
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 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 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
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
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
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