1. The Mechanics of Setting Up and
Running a Successful Law Practice
Rodney Dowell
Massachusetts Lawyers Concerned for Lawyers
Alan Klevan
Law Offices of Alan J.
Klevan, Newton, MA

2. Mission Control
The Most essential, and most overlooked,
element of your office is your computer!
Desktop vs. Notebook vs. Tablet
Should I buy Out of the box?
Do I need remote access?

3. MONITORS: Make it BIG or buy TWO
“People who switch from a single 18-inch monitor to two 20-inch monitors were up to 44
percent more productive at text-editing operations. The study also found significant
increases in efficiency when you use a single 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

4. Your Good Stuff Cheap
Buy Your Tech Tools and Toys from Discount Websites:
o Shopzilla
o NewEgg
oTigerdirect.com
o CTIStore
o Ben’s Bargains
o Buy.com
Coupon Sites:
o Groupon.com
o RetailMeNot.com
o DealCoupon.com

5. Your Good Stuff Free

6. Scanners + Printers + Fax, Oh My!
Multifunction versus Multiple Machines
Does It OCR?
Desktop versus Portable
Bundle Packages: Scanner plus PDF Converter
o Fujitsu ScanSnap with Adobe Acrobat
o Kodak ScanMate with Nuance PDF PaperPort & OmniPage
Fujitsu Scansnap iX500
- 25% faster
- wireless
- Scan to cloud-based systems (Dropbox, Google Docs, etc…)
- MSRP - $495. But shop around.

7. Scanning on the go!

8. Printers, printers, printers
o Brother HL-2240 Laser Printer ($120), 24 ppm
o Lexmark E260dn Ink Printer ($180), 35 ppm
o HP Laser Jet M1522nf ($325), 24 ppm + multifunction
o Canon imageClass MF8050Cn ($500), 8-12 ppm + multifunction
Key Considerations:
 Print Quality
 Printing Speed
Multiple Trays vs Switching Trays
 Networkability

9. Printing on the go!

10. Know the true cost of ink
www.brighthub.com

12. PDF = Pretty Damn Fine
PDF = “Portable Document Format”
o Image Scan (Non-OCR) versus Text Scan (OCR)
o *Only OCR’d Documents May Be Manipulated*
Converter Program Options
o Adobe Acrobat 10 (“X”) (the “Gold” Standard)
o Nuance PDF Converter 7 (the “Silver” Standard)
o Cheap or Free Options (the “Bronze” Standards)
o PDFForge/CutePDF, e.g.
Advantages of PDF:
o Looks the Same on Every Computer
o Bates Stamping
o Forms Creation
o Metadata Removal
o Encryption and Password Protection

13. Just the eFacts, Ma’am
Issues of Traditional Fax
o Jamming
o Out of Paper
o Out of Ink
o Overwriting
eFax is the Answer
Compare Services at: www.faxcompare.com

14. Smartphones
o iPhone
Key Considerations:
o Android
 Compatible w/ Operating
o Blackberry System, Email + Calendar
 “Deal of the Day”
 Data Plan
 Battery Life
 Usability
 Wireless Synchronicity
Microsoft Exchange Server
Mobile Me
Compare + Contrast @

15. Productivity Software
o Microsoft Office 2010
o Google Docs
o WordPerfect Office X5
o Open Office 3.3
To-Do:
 Draft Documents
 Create Spreadsheets Key Considerations:
 Build Presentations
 Email + Calendar? (Sync?)  Features
 Cost
 Conversion
 Collaboration
 Upgrades

16. Access your files anywhere

17. USE PRACTICE MANAGEMENT
SOFTWARE TO . . .
Matter Dashboard
Contacts
Deadlines/Ticklers
Calendared Events
MATTER
Check for conflicts
Calendar Documents Schedule client contact

18. Product Choices:
Traditional Software Download
-AbacusLaw, Amicus Attorney
SaaS
-Clio, Firm Manager, RocketMatter
Hybrid: Traditional/SaaS
-Needles + eCase
Email Add-On
-Credenza
Works right in
Outlook

19. The Law Offices of Alan J. Klevan

20. The Law Offices of Alan J. Klevan (Road Warrior)

21. I just want to track my time.

22. Financial Management Software
o Excel
o Quicken vs Quickbooks
o RTG Bills
o Tabs3
o Built-Ins
o Chrometa
o Smart Time
o Trust Accounting
o Hire Accountant?

23. STAYING SAFE
Basic Anti-Virus $0 Premium Versions: $50.00+/-

24. Keeping Bad Guys Out
• Hardware Protection
– Firewalls
• Strong passwords
– !MCLEc0rse
– Best practice is now 12

25. KEEPING IT SAFE
In The
Cloud
At The Office
X 3 = $90.00

26. ENCRYPTION – I NEED IT NOW

27. Encryption Tools
PDF Microsoft Word
http://wordarticles.com/Shorts/Security/Lega
cyEncryption.php
o Adobe Acrobat (the
“Gold” Standard)
o Nuance PDF Converter
(the “Silver” Standard)

28. Software – Desktop Search
• Find files quickly
– Email
– Documents
– Web-searches

29. Legal Research sites
•JurisPedia, http://en.jurispedia.org
•Spindle Law, http://spindlelaw.com
•Free Full-Text Online Law Review/Journal
Search, www.americanbar.org/groups/departments_offices/legal_technology_r
esources/resources/free_journal_search.html
•The Codicil, Online Companion to Estate Planning & Community Property Law
Journal, www.thecodicil.org

30. Getting a Client to Pay…

31. • Set the rules
– Do not be shy about discussing fees
– Do not reduce your price
– Do not devalue your service
– Make certain the client understands your policy
– Pre-determine the appropriate retainer

32. Getting Clients to Pay
• Bill regularly – consider semimonthly
• Bill after a good result
• Bill after a productive conversation
• Never delay in getting a bill to a client
• Never delay in getting a bill to a client
• Never delay in getting a bill to a client

33. Billing early, often and strategic =
Billing late and infrequently =

34. SOME CLOSING THOUGHTS…

35. What does your desk say about you?

36. You don’t need to take every potential client
that walks in your door

37. RED FLAGS MEAN STOP
– You are 3rd, 4th attorney on case.
– Has created an immediate deadline.
– Does not have funds for initial retainer.
– Calls constantly.
– Questions every item of your bill.
– Does not respect your opinion.
– Follow your gut.

38. Time to Re-Learn the “A, B, C’s”

39. Get Happy – Fire Some
Clients
Don’t spend hours on no or low-profit clients if
that time can be spent on higher-profit matters
Remember your 80/20 Rule!

40. SAY GOODBYE WITH AFFECTION
• DISENGAGEMENT LETTER
– BUT, A MARKETING LETTER

41. BE PROACTIVE
DON’T
•Fail to return phone calls
•Sound disinterested when speaking with a client
•Fall behind in casework
•Neglect your staff. Keep them informed of your activities
•Overpromise
DO
•Call clients in a timely manner
•Keep your case lists, budget and business plan up to date
•Praise your staff for a job well done
•Treat each client as if they are your biggest referral source
•Overperform

42. Create “Raving Fans”
“Clients are only satisfied because their expectations
are so low and because no one else is doing it better.
Just having satisfied clients isn’t good enough
anymore. If you really want a booming business, you
have to create raving fans.”

43. The Key to 99% Client
Satisfaction
A Relationship Built On:
Know
Like
Trust

44.  FREE
CONFIDENTIAL
Contact the LCL Team:
Rodney S. Dowell, Esq. Follow LCL:
Executive Director
LCL, Inc. Web: www.lclma.org
Blog: http://lclma.blogspot.com
Email: rodney@lclma.org Twitter: www.twitter.com/rodneydowell
Phone: (857) 383-3252 www.twitter.com/LCL_MassLawyers
www.twitter.com/MassLOMAP

45. GOOD LUCK TO YOU!
Alan J. Klevan, Esquire
99 Needham Street, Suite 1422
Newton, MA 02461
617-564-3299
alan@klevanlawfirm.com
www.linkedin.com/in/alanklevan
www.twitter.com/AlanKlevan