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Setting up a less paper law office

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A brief primer on how to set up a "less paper" law office, prepared for the Maine Bar Association on 12/7/12

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Setting up a less paper law office

  1. 1. Why Dual Monitors?You can immediately increase your efficiency by dumping the single monitor mentalityand begin running two monitors or, according to a University of Utah study, running 1really big monitor. This study found that people who switch from a single 18-inchmonitor to two 20-inch monitors were up to 44 percent more productive at text-editingoperations. The study also found significant increases in efficiency when you use asingle screen which is at least 24-inches.If you don’t believe us, read the study right here:http://www.necdisplay.com/gowide/NEC_Productivity_Study_0208.pdf
  2. 2. MONITORS: Make it BIG or buy TWO• 44 % increase efficiency – duel or 24” widescreen – See more, do more – Keep on task – See important info on each screen at one time“Once you go to two screens, you don’t want to go back,” said JohnSamborski, vice president of Ace Computers, an Arlington Heights, Ill.-based NEC partner.
  3. 3. Combining files using Adobe Acrobat 8 or 9
  4. 4. Adobe Acrobat has an assembly program built in to the system whichwill allow you to combine as many files you want. Using the Portfolio tool located here as well, you can begin document assembly by opening any file or application you wish
  5. 5. The process starts when I get my mail scanned in and reviewed by my paralegal
  6. 6. I then take the file, re-name it, and insert it into the corresponding folder in the Client’s Adobe Acrobat file
  7. 7. My files are set up uniformly so that the subfolders correspond to my client’s physical file. Note that my naming convention keeps all correspondence in chronological order.
  8. 8. To begin, either select the first document you wish to have in your package, or just click “Combine” in the Acrobat Toolbar.
  9. 9. Continue adding all files necessary to complete your package. Note atany time you can move a file up or down by selecting the “move up” or “move down” boxes on the bottom left of the “Combine” screen.
  10. 10. Click “Combine Files,” rename your document to reflect what it is, and you have a complete package ready for distribution.
  11. 11. An added benefit of this method is that Acrobat will automatically place“bookmarks” where each combined file starts. You now have no needto comb through pages of documents, so long as your files are named and organized properly.
  12. 12. CREATING HYPERLINKSStart by highlighting the portion of text you wish as your “subject” text. Right-click “create link” and the box below appears.
  13. 13. Once you click “next,” a pop up will appear, asking you to scroll down to the text you would like as the link destination
  14. 14. Drag your mouse to highlight the desired area and then click “set link” You now have a perfect link to the desired destination!DON’T FORGET TO SAVE AGAIN AFTER YOUR LINKS ARE CREATED!
  15. 15. The finished/assembled product can be sent in .pdf format to theadjuster. I suggest contacting the recipient first to ensure that they have adjusted theirserver setting to receive large email files. If not, get an account on www.yousendit.com, which will store the files on their dedicated server for the recipient to download from.
  16. 16. Encryption Made Easy With Acrobat
  17. 17. Create a document the way you normally create a document and save it. If you don’t, Acrobat will automatically remind you!
  18. 18. Click “Advanced” at the top of the toolbar, then “Security,” then “Encrypt With Password” and you will get a popup. Press “Yes”
  19. 19. Here’s Your Next Popup. You want to encrypt all the contents and set a password. 1. Remember the password! 2. Make certain the recipient knows the password!
  20. 20. You will be asked to resubmit the password.DON’T FORGET TO SAVE THE NEW DOCUMENT! The finished product looks like this.3 easy clicks and you have an encrypted document!
  21. 21. MAKING EMAIL PART OF YOUR CASE FILETHE ARCHIEVE FEATURE USING PDF CONVERTER 6 ENTERPRISE
  22. 22. MAKING EMAIL PART OF YOUR CASE FILETHE ARCHIEVE FEATURE USING PDF CONVERTER 6 ENTERPRISE
  23. 23. MAKING EMAIL PART OF YOUR CASE FILETHE ARCHIEVE FEATURE USING PDF CONVERTER 6 ENTERPRISE
  24. 24. Law Practice Strategies “Think Outside the Box” Alan J. Klevan, Esquire 1 Hollis Street, Suite 243 Wellesley, MA 02482 Tel – (781) 237-4700 Fax – (781) 235-0407 alan@lawpracticestrategies.com www.lawpracticestrategies.com www.twitter.com/Alan Klevan
  25. 25. Your law practice advisor. CONTACT INFORMATION Follow LOMAP AT: Rodney S. Dowell, Director Jared D. Correia, Esq., LPA www.masslomap.org 31 Milk Street, Suite 815 http://masslomap.blogspot.com/ Boston, MA 02109 www.twitter.com/rodneydowell 857-383-3250 (local line) www.twitter.com/jaredcorreia 888-545-6627 (toll free) rodney@masslomap.org jared@masslomap.org35

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