Why You Need Practice Management

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  • Why You Need Practice Management

    1. 1. WHY YOU need a practice/case management system<br />Presented by: <br />Escambia-Santa Rosa County Bar Association<br />& Law Office Technology, LLC<br />March 25, 2009<br />Presenter, Garrett P. LaBorde: glaborde@lawot.com<br />
    2. 2. Overview: Practice & Case Management Systems<br />● Combines <br />▸calendaring/docketing <br />▸tickler functions <br />▸case information tracking, <br />▸address book functionality<br /> ▸ communication management<br />▸conflict of interest searching,<br />▸document assembly capabilities <br />▸PDA and laptop portability<br />● Turn wasted time looking for case info and documents into billable time<br />● Avoid malpractice<br />● Look at Practice Master, Amicus Attorney, TimeMatters, PCLawand ProLaw<br />● Bottom Line: Don’t Practice Law Without One!<br />
    3. 3. WHY YOU NEED IT<br /><ul><li>Virtually every legal consultant says you MUST have a CMS in order to effectively manage your practice
    4. 4. Andy Adkins (University of Florida)
    5. 5. One application is more effective way to handle multiple tasks. (http://www.law.ufl.edu/lti/ )
    6. 6. Tom O’Connor (Gulf Coast Legal Technology Center)</li></ul>Says, it’s “Part of an overall technology strategy”<br />www.gulfltc.org<br />
    7. 7. The Four Fundamental Pieces of Law Office Technology Today!<br />Hardware<br />Word processing<br />Email system<br />Practice management<br />CMS<br />T&B<br />DMS<br />See Our Partner: Gulf Coast Legal Technology Center:<br />http://www.gulfltc.org/<br />
    8. 8. EXAMPLE<br /><ul><li>Murray, Darnell
    9. 9. Already owned Time Matters and PCLaw
    10. 10. Felt they weren’t maximizing the effectiveness use of these applications
    11. 11. Install new hardware
    12. 12. MSBS
    13. 13. 4 new desktop PC’s
    14. 14. ScanScap scanners
    15. 15. Upgrade all of their software
    16. 16. Total cost
    17. 17. Equipment just over $10,000
    18. 18. Installation, upgrades and training $3000. </li></li></ul><li> WHY YOU DON’T HAVE IT<br />Using separate applications to “get by”<br />Don’t want to take the time to “unlearn” existing workflow. <br />Common impression about CMS is that it is <br />Too difficult to implement <br />Too expensive for all but the big firms<br />Many attorneys think they DO have a Case Management System (Outlook)<br />
    19. 19. WHY YOU DON’T HAVE IT<br />ABA technology survey shows that only 53% of respondents have a CMS<br />only 36% report fully using it properly<br />51% use Microsoft Outlook as a replacement<br />Examples:<br />Time Matters at 12%<br />CaseMap at 11%<br />
    20. 20. CASE MANAGEMENT<br />Manage Specific Cases<br />Track specific case information<br />Often litigation specific<br />Matter Management<br />Transactional attorneys<br />Document assembly<br />Financial Management Systems<br />Document Management Systems<br />
    21. 21. ANDY ADKINS’ CMS REQUIREMENTS:<br /><ul><li>Calendaring System
    22. 22. Contact Database
    23. 23. Case Notes or Diary
    24. 24. Document Assembly
    25. 25. Reports Writer</li></li></ul><li> PRACTICE MANAGEMENT<br /><ul><li>Includes:
    26. 26. Case Management
    27. 27. Document Management
    28. 28. Financial Management
    29. 29. Features
    30. 30. Encompass workflow
    31. 31. Centralized information storage
    32. 32. Multi-user access
    33. 33. “Cafeteria” approach</li></li></ul><li> TOP REASONS TO USE <br /><ul><li>Share everything
    34. 34. Quick conflict checking
    35. 35. Common Interface for Staff
    36. 36. Organized by client/matter number
    37. 37. Record and link phone calls
    38. 38. No lost pink slips
    39. 39. Small firm version of Knowledge Management
    40. 40. CLIENT EXPECTATIONS </li></li></ul><li>FURTHER REASONS<br /><ul><li>Combines
    41. 41. calendaring/ tickler functions
    42. 42. docketing
    43. 43. case information tracking
    44. 44. address book functionality
    45. 45. document assembly capabilities
    46. 46. Portability
    47. 47. Laptops
    48. 48. PDA’s/Handhelds
    49. 49. Avoid malpractice
    50. 50. Turn wasted time into billable time</li></li></ul><li>Demo: Practice Master<br />Others available after seminar or on request.<br />
    51. 51. BRIEF ELECTRONIC DISCOVERY REFERENCE<br /><ul><li>CMS background in litigation
    52. 52. Growing emphasis on ED
    53. 53. Huge amount of data
    54. 54. Even in small cases
    55. 55. Average hard drive is 60GB
    56. 56. E-Mail
    57. 57. Family Law, Criminal, Bankruptcy
    58. 58. You MUST have computerized control of this data</li></li></ul><li> THE $10,000 LAW OFFICEHardware<br /> ▸Computers<br />▸ Windows Small Business Server (2008)<br />▸ Scanner<br /> ▸ Network Printer<br /> ▸ Gigabit Switch <br /> ▸ Firewall <br /> ▸ Backup System <br /> ▸ Electrical Protection Systems (UPS)<br />
    59. 59. The $10,000 LAW OFFICE: Software <br />▸ Word Processing<br /> ▸ Adobe Acrobat/ PDF writer<br /> ▸ Billing/accounting software<br /> ▸ Case management system<br /> ▸ Document management system<br /> ▸ E-mail software<br /> ▸ Internet access (for research)<br /> ▸ Utilities<br />▸ Data backup<br />▸ Security <br />▸ Anti- virus software<br />
    60. 60. Practice & Case Management Implementation:<br />How do I pick a practice or case management system?<br />Who installs the case management system?<br />Who will maintain the case management system?<br />Is there a long learning curve with a case management system?<br />http://www.law.ufl.edu/lti/<br />
    61. 61. SELCTION PROCESS<br /><ul><li>Workflow
    62. 62. Customizable forms
    63. 63. Sync with handhelds
    64. 64. T&B
    65. 65. Merge
    66. 66. Share
    67. 67. Import old data
    68. 68. Support
    69. 69. TRAINING</li></li></ul><li>TRAINING<br /><ul><li>TOP TRAINING TIPS
    70. 70. TASK-ORIENTED not FEATURE-ORIENTED
    71. 71. NO GENERIC TRAINING
    72. 72. PROFESSIONAL TRAINERS
    73. 73. TRAIN OFTEN, TRAIN GENTLY
    74. 74. MAKE TRAINING MANDATORY
    75. 75. LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE
    76. 76. THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT</li></ul>UF-LTI Worksheet for Training Implementation:<br />http://www.law.ufl.edu/lti/CaseManagement/sampleCMSimp.htm<br />
    77. 77. SAVINGS<br />If CMS saves you (alone) 15 minutes per day<br />Bill 15 minutes more per day<br />@ $300/hour<br />$75/day <br /> $375/week<br /> $1500/month<br /> $18,000 year<br />Don’t forget to add impact from billable staff as well <br />
    78. 78. Web-based Case Management Software:<br />
    79. 79. ESSENTIAL READING & RESOURCES<br />Computerized Case Management Systems – Andy Adkins<br />2009 Solo & Small Firm Legal Technology Guide –Nelson, Simek & Maschke<br />How to Start and Build a Law Practice by Jay Foonberg<br />Flying Solo – Bill Gibson<br />
    80. 80. Contact Us for Legal Technology Audits, Implementation Services & Training:<br />LAW OFFICE TECHNOLOGY<br />www.lawot.com<br />Gulf Coast Legal Technology Center<br />www.gulfltc.org<br />Garrett P. LaBorde: glaborde@lawot.com<br />Thank You For Listening!<br />
    81. 81. Basic Pricing Plans<br />

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