How many are changing the way you use automation over the next year? For the next 2 hours we will be discussing automation in the context of maximizing your dollars. Therefore, throughout this presentation I will be asking you to tell me about yourselves, and your automation experiences. To maintain focus, I ask that you participate throughout with your questions and thoughts about topics we discuss as we discuss them. Please save very specific questions about your organization or topics we are not discussing for the end.
Why are we here today? For those already using automation, you will be better equipped to continue with technological advances. For those new to automation to give you focus, purpose and approach to introducing automation to your group. Because no organization is exactly the same, while not everything I say will apply to everyone, I consider this meeting a success if each of you goes home with at least six new ideas or ways to consider automation.
How many of you have at some time asked: Why automate? How many of you have been asked the same question? Here are some of my reasons: Do you want to add anything to this list?
After considering your answers to “Why?” consider this: Now what is the why!!
Doing work efficiently is clearly not synonymous with productivity!
Work where it makes sense The concept of reengineering the workplace that is today’s management philosophy tounted about.
To establish greater success in establishing real answers to “why automate” we have to establish some ground rules: 1. While technology enables new processes, take a step back. The media in many respects are under-educated about many of the innovations they hype. Changes in technology may not necessitate change. 2. Successful technology is often not a statement about trendiness or fashion - it represents a well-thought out process which we will be talking about shortly. This leads to3. Needs determine what and why? As business owners, you are each in business with objectives. Some of you provide training and some perform research. Is anyone here today that has the objective just to install hardware and software and use them? This leads to 3. How many of you have heard of the 586? How many of you think that you need a 586 even if Apple MAC software best met your needs. Approach anything new with a truly open-mind! 4. Not everything will work in every environment - know the players and your environment
6. Usually, people can not afford to automate everything at once. Instead automation is implemented over time. Therefore a cohesive strategy is critical to significantly increase the value of this year’s investment in the context of what “you are planning for next year.” An added plus is that the budgeting for automation related purchases will be more predictable. 7. Always establish official rules for equipment and software usage. Those rules can include Not running illegal software Using virus protection software Protecting the original software disks Buy software from reliable sources 8. 9.10. Never underestimate the value of training! For instance, according to a a recent study, 25 million PC users waste 5 billion hours. Unsurprisingly, a large part of that waste stems from inadequate training. Inefficient daily use of anything automated is far more costly than initial training. Always! Make it available and mandatory for all users. And remember, if you are not sure if you are doing enough training, you usually aren’t!
Lawsuits: Recent decision against Borland using Lotus-like commands in Quattro Pro. Suit against Novell and some of its largest customers. Recently one customer, Bank of America settled for $125,000. Suit against Novell is $200 million. “ Computers are like dogs -- they know when you are scared of them.” In fact, Dell Computer Corp. said as a result of a survey they did,”Fear of technology may well be the phobia of the 90s.”
For every big ticket purchase we make a cycle is followed. For instance, I am considering purchasing a new car. First I determine “Do I need one?” - Feasibility study Next I determine “What do I need it to do?” - transportation, statement, maintenance free - Requirements definition Next I visit dealers, take a few test drives, and haggle over price check out amenities - Selection & negotiation Next I accept delivery and learn how to play with all the new gadgets. I also buy The Club for my new car Next I take it off the lot and test it one time now as the proud new owner I then establish procedures for it such as where to park it and that my teenage brothers can not drive it. Finally I always evaluate whether it is meeting my performance expectations, whether it continues to meet the requirements originally defined, and whether my requirements changed. In every automation purchase you pass through these steps, though you may have focused on it.
How many of you have had a disasterous automation story? Keep your hands-up please How many of you know of a disasterous automation story? How many of those stories had happy endings? Let me share something that automation vendors know. New automation as any major organizational change has a honeymoon period where there are high expectations and high satisfaction This is always followed by even higher expectations but lower satisfaction In a successful installation, satisfaction improves over time as the learning curve is navigated.
What should you look for in software? We’ll use WordPerfect, the wordprocessor as an example. over 1,000 types of printers can be used with it 800 phone support most of the day for free 11 million legal users internationally Does anyone have any other general requirements to add?
GUI - are like multiple choice tests. Ideally they are intuitive and have a shorter learning curve. Wireless: When the first cellular system was activated in 1983 in Chicago, AT&T predicted fewer than 1 million people would use such service by 2000. The reality by the end of 1993 there were over 16 million users with 14,000 new users joining every day! OCR- HP Scanjet (with optional paper feeder) and Calera recognition Systems’ Wordscan
In a recent article in the Communications Week trade publication, Vice President Al Gore told the story about Michael Faraday, the inventor of the electric generator. Once he was showing Benjamin Disraeli, the great statesman, through his lab, taking pleasure in demonstrating all the effects he could produce. At the end of his tour, Disraeli said, "Well, what good are all these things?" Faraday answered, "What good is a baby?" HAL in 2001: A Space Odyssey. Acc. to Voice Information Association voice recognition marketplace will reach $750 million in 1997 and synthesis of $550 by 1997. Used now in education i.e.. Microsoft’s Encarta CD-ROM that has single disk for the 29 volume Funk & Wagnall's encyclopedia. Voice recognition by Dragon Systems and Mead’s new software for attorneys that responds to voice. “ Multimedia is a timely and necessary solution to information access, presentation, and communication problems.” Robert Aston President Market Vision Ben Delaney, Publisher & Editor of CyberEdge Journal said in a October 4 article: “VR now is like the PC in 1979 -- a solution looking for a problem. You’ll see things like spreadsheet add-ins that give you better ways to look at data, network access front ends for data cruising, and software for almost any training scenario.” Videoconferencing - face-to-face = trust
Now that you know how to buy let’s talk about what to buy. These are the functions we will discuss today
Word processing Document Management: PC DOCS, Backtrack Lotus Development Corp. - AmiPro Comparison : CompareRite (Juris) and Docucomp Microsoft Corp.. - Microsoft Word Citation checking: CheckCite WordPerfect Corp. - WordPerfect Desktop publishing Aldus Corp. - Pagemaker Frame Technology Corp. - Framework Microsoft Corp. - Microsoft Publisher Ventura Software - Ventura Publisher Electronic forms Futurus Corp. - Team (formerly Right Hand Man) WordPerfect Corp. - InForms (new) Does anyone want do define for us the difference between wordprocessing and desktop publishing? In my mind, wordprocessing is the ability to produce standard office correspondence. Desktop publishing is the ability to produce “published quality” documents on the desktop. With the advanced capabilities of today’s software and hardware, the line between the two areas have become blurred and this trend will continue. Still, for true publishing quality, often text is created in a wordprocessor and formatted using a desktop publishing package. Regardless of how you are accomplishing desktop publishing, don’t forget to do it right. We are not all born with a talent to graphic design artists. Therefore, learn about it read about it. Here are some good books on the subject. I’ve brought three of them here, all by Roger Parker. There are quite a few magazines and newsletters on the subject as well including Publish ! Electronic forms is a relatively new way of preparing paperless documents - electronic forms. This type of technology is just in its infancy but may be worth considering for expense reports, survey forms, info gathering devices, etc.
As an accountant though, my focus is to look for software that does double-entry accounting where the controls and trail are intact. Timeslips with One Write Plus, Peachtree for Windows TABS III PC Law Jr PACS MAS90 Juris
In addition to accounting software that captures financial transactions, there are some types of financial software that may make sense to a business depending on the size, man-power, requirements, and reporting built into the accounting software. They are: Cash flow is as essential as water is to life. Tax return preparation + 5500 (employee benefit plans) Spreadsheet - for manipulating information, budget what-if analysis, etc. Other- Does anyone have an example of of a financial function that we have not addressed? Cost ranges from under $100 for Up Your Cash Flow (cash flow) on up for these features.
E-Mail Futurus Corp. - Team Lotus Development Corp. - cc:Mail Microsoft Corp. - Office Notework Corp. - Notework WordPerfect Corp. - Office Is anyone here currently using e-mail? What is E-mail? Regular mail assumes everyone has a mailbox. Then carrier like US Postal Service picks up your envelope that was deposited in mailbox and delivers your letter to the addressee’s mailbox. E-mail works in the same fashion. When your computer is connected to others, you can use the same carriers that allow you to move data and programs to move messages, files, memos, phone slips, etc. For those currently using it, how does it help you? Electronic mail is a means of providing better communication. You can use it between locations, it can be always available, and it can be less intrusive tahn phone calls or pagings (in larger organizations, assuming the person is still at or near his/her desk). Here are some of its benefits.
According to our earlier rules, after we choose software, we may choose the hardware. There are many types of computers: 286, 386, 486, Pentium (586), Mac, portable, etc. Now you must choose a computer based on what will run your software and what you can afford. Before buying, play with a friend’s or play with a demonstration model. Look at the monitor. Is it clear enough for you? Do you need color or clarity or both. Consider whether you will be using it on the run and if so in what capacity? Ergonomics and radiation safety may be a concern. Radiation safety means using an FCC-certified computer and monitor certified to the Swedish standard. Ergonomics can be achieved by a variety of appliances. Printers: In brief, paper size desired, crispness of print, compatibility with existing software, whether or not color is necessary. Remember to consider the per page cost of consumables as well as printer speed. Operating system: Text based environment like standard UNIX, DOS are like essay questions while graphical user interface environments like Windows, OS2, NextStep are like multiple choice tests. the acronym for graphical user interface is gooey. Often a text-based environment though will make more sense for data-entry intensive function. Thus, a text-based accounting software that is gooey friendly may make sense. There are obviously other major differences between environments.
Maintenance provides many choices for any consumer. For a cost consouis business the choices especially need consideration before a strategy is decided upon. The choices are: How many of you are completely fixed fee? Why?
How many of you are using a local area network? What is a local area network? It is a way of attaching multiple automation devices together to allow for some of the following benefits. Do you have any suggestions for additional reasons for a LAN?
Although the dollars may vary, every LAN will have the following LAN associated expenses. One of the critical ingredients to a successful LAN is a successful LAN is someone responsible to see that it runs - Let’s call this person a network administrator. This person may be the bookkeeper, receptionist, whatever, but they are responsible. Alternatively, an outside vendor or a full/part time employee may be that administrator.
Here are some qualities necessary for a good administrator and some of his/her responsibilities We have one of our InfoLists that lists questions about what to ask in a interview that is technical.
There are two common DOS/Windows based networks. They are Novell’s Netware and Artisoft’s Lantastic. Although there are many places to get both, you may want to consider these levels of certification as a minimum. Certification indicates a financial and time commitment by the vendor to learn what they do well and while it isn’t foolproof it helps determine which vendors to research more thoroughly. Story about computer vendors Novell’s level certification applies to a vendor company while CNE or CNI applies to the individual similar to Lantastic’s designations. Five Star Connectivity Certified is a new designation so concentrate on the first certification for now.
User Groups many are non-profits as well: Computer Users of Baltimore (CUB) PC Capital User Group WordPerfect Baltimore Users Group Books: Inside the IBM PC and PS/2 by Peter Norton How to Buy Microcomputer Software by Microcomputer Customer/Vendor Advisory Board available through the SPA Explain who they are Looking Good in Print by Roger Parker (other Roger Parker publications for desktop publishing etc.) Compuserve is the largest commercial bulletion board /database service. It has some valuable forums hosted by vendors and others that address issues like the desktop publishing forum. They may be reached at (800) 848-8990 that has an inexpensive flat monthly rate and a hourly rate based on use. Bulletion boards for entrepreneurs, desktop publishing, home based businesses, etc. Internet is a quasi-governmental bulletion board service that many may have access to.
How many of you have used consultants? Do I need a consultant? Here are some reasons to consider one for automation-related change:
What type of consultant - these are some qualities he/she should have Are there any qualities that you think should be added?
Still keep this admonition by non-profit columnist Lester Picker in mind when using one.
To wrap up what we have discussed this afternoon,
Before I take questions let me test the success of this seminar: “ How many of you have at least 6 ideas to take home?” How many of you are currently here? FYI, This handout was prepared: Software: Microsoft PowerPoint 3.0 Microsoft Windows 3.1 Hardware: Everex 386is (386 16 MhZ) with 7.5 megabytes of RAM QMS PS-1700 Printer (Postscript 600 x 600 dpi)
Drive carefully on your way home.
Stretching your tech dollars lawyers circa 1994
Your Technology Dollar
Chaim Yudkowsky, CPA
Grabush, Newman & Co., P.A.
November 29, 1994
Maryland State Bar Association
Caroline County Bar Association
Talbot County Bar Association
515 Fairmount Avenue Suite 400 Baltimore, MD 21286 (410) 296-6300
To provide you with a framework for
maximizing your technology dollar for
your law firm.
To give you at least two new ideas,
concepts, or ways to look at issues
effecting your technology investment.
Fundamental societal shift to being
The Post Capitalist Society by Peter Drucker
“In the 1980s, a trillion dollars were expended on
software technology, but white-collar productivity
declined. There is a lot more [to it] than just
automating your production.” Jim Manzi,
President & CEO Lotus Development Corp.
“An Anderson Consulting survey... found surprisingly
low satisfaction with returns on corporate
investments... Overall a staggering 81% of those
polled ranked their organization’s payback on
technology spending as ‘minimal’ or ‘average’.”
Computerworld October 18,1993
What can I do to maximize my
Questions to answer today
Should the work be done?
Who should do it?
How should it be done?
When should it be done?
How do you measure improvements?
Goal: Response to increased competitive
pressures in legal profession.
– Yes: 71%
– No: 2%
– Unclear: 23%
– Yes: 50%
– No: 6%
– Unclear: 35%
Source: Economic Analysis Group, 1994 study
For firms with 1 to 9 attorneys
Number of PCs shipped worldwide in 1994: 45 million
Number of PCs retired in 1994: 20 million
Percentage of law firms that are solo practitioners: 59%
Number of attorneys using PCs in their practice: 83%
Number of attorneys using LANs: 55%
Percentage using computers away from office: 77%
DOS vs. Windows: 52% to 40%
Novell for LANs in small law offices:
in 1994 - 55%
in 1990 - 25%
Source: ABA 1994 Survey Report of Automation in Smaller Law Firms and Business Week
Past 12 months
– None: 7%
– Less than $5,000: 45%
– Between $5,000 and 10,000: 22%
– Between $10,000 and 25,000: 19%
– Over $25,000: 8%
Next 12 months
– None: 14%
– Less than $5,000: 49%
– Between $5,000 and 10,000: 24%
– Between $10,000 and 25,000: 10%
– Over $25,000: 4%
10 commandments of automation
Ignore the media hype
Never be first to buy a technology
– Remember you are running a business
Let needs determine innovations to adopt
– Automation is a means not an ends
– Management issues take precedence
Software dictates hardware
– Talk to the vendor
Know your organizational culture
– Talk to support staff
10 commandments of automation
Spend time on automation strategy
Establish rules for equipment and software
Invest in training!
Training is not discretionary!
Invest in training!
Technology - Issues
Confusion / choices
Commodity vs. tool
Vendor selection / negotiation
Installation and training
Implementation / Procedures
What to look for
Ease of use
Quality user interface
Ability to customize
Quality printer support
Availability of training
Availability of technical support
Other user experiences
Define needs and goals
– Reduce cost
– Improve quality of product or information
– Increase marketshare
Define requirements to meet objectives
Quantify the value of meeting the goal
Create a plan budget & implementation plan
Perform cost-benefit analysis of project
Technology - Existing technologies
CD-ROM services (only 35% of responding firms)
Graphical User Interface
Scanning - OCR
Technology - Emerging technologies
Direct access to court / governmental records
Personal digital assistants
Voice synthesis & recognition
Chips -- Pentium and beyond
Functions to automate
Financial recordkeeping / practice management
Electronic forms processing
Automated citation checking software
Financial recordkeeping (Part II)
Cash flow projections
Tax return preparation and planning
Tax forms on CD
“The practicing lawyer who is not on-line
may soon be out of business.”
Research - On-line
Law Journal Extra (212) 545-6199
The Federal Bulletin
Research - CD-ROM
U.S. and state Code
CCH Services: Federal Tax, Blue Sky Laws & Regs, etc.
Matthew Bender Libraries
West Publishing services
Specialized law on CD-ROM
– U.S. Supreme Court decisions
Accessibility to local colleagues
Accessibility to remote colleagues
Accessibility to colleagues already on the phone
Documentation of messages and conversations
No more trips to their desks
Attaching or routing files
Available for future reference
Vs. voice mail
What kind of computer?
What type of printer?
Which operating system / environment?
Time and materials
Why a LAN?
Sharing of workload
Data and equipment security
Operating system and hardware
– knowledge of system
– able to organize time and prioritize projects
– excellent communication and training skills
– write and maintain system-related procedures
– perform regular backups and maintain log
– answer user questions
– help resolve user questions
– perform system file maintenance
– help decide on hardware maintenance strategy
Novell - Netware
– One on staff CNE or CNI
– Gold or Platinum level certification
Artisoft - Lantastic
– Five Star Gold Certified or
– Five Star Connectivity Certified
Microsoft Windows for Workgroups
MD and local Bar Associations
A CPA and/or consultant
PC-related User Groups
– Law Office Computing
Library / books
Why a Consultant?
Short term employment
Similar values as yours
How do you bill for services made
quicker by automation?
“Expecting a consultant to come in and apply preset
solutions is asking for trouble. A good consultant should
teach an organization how to fish, not provide fish for it.”
Lester a. Picker,
Columnist in The Sun
An MIT study found a 64% return on investment in
information technology over four years among 380 large
companies. That was measured in terms of real benefits
Time to produce
“The solution to improved
productivity is not better software but
rather a better understanding of
business and its objectives.”
A reader writing in Business Week
“There is a huge difference between ‘the best
money can buy’ and ‘the best for the dollar.’”
“There is a tendency in schools to look at
technology for technology’s sake... Technology is
a tool not an end objective. It lets you do
something --once you have set out what you want
to accomplish. Information technology makes it
possible for people to become true knowledge
workers, to increase their output and change the
nature of their job...”
Lou Gerstner, CEO of IBM
The future of technology in education
Business Week Insert - November 15, 1993
“Senior managers (attorneys) who do not make
information technology an integral part of their
business strategy will find their future seriously
threatened by competitors who do.”
Jack Juison, Asst. Professor of IS
Reader of Business Week