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

5. Why Dual Monitors?
You can immediately increase your efficiency by dumping the single monitor mentality
and begin running two monitors or, according to a University of Utah study, running 1
really big monitor. This study found that 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

6. 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 John
Samborski, vice president of Ace Computers, an Arlington Heights, Ill.-
based NEC partner.

13. Combining files using Adobe Acrobat 8 or 9

14. Adobe Acrobat has an assembly program built in to the system which
will 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

15. The process starts when I get my mail scanned in and reviewed by my
paralegal

16. I then take the file, re-name it, and insert it into the corresponding folder
in the Client’s Adobe Acrobat file

17. 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.

18. To begin, either select the first document you wish to have in your
package, or just click “Combine” in the Acrobat Toolbar.

19. Continue adding all files necessary to complete your package. Note at
any 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.

20. Click “Combine Files,” rename your document to reflect what it is, and
you have a complete package ready for distribution.

21. An added benefit of this method is that Acrobat will automatically place
“bookmarks” where each combined file starts. You now have no need
to comb through pages of documents, so long as your files are named
and organized properly.

22. CREATING HYPERLINKS
Start by highlighting the portion of text you wish as your “subject” text.
Right-click “create link” and the box below appears.

23. Once you click “next,” a pop up will appear, asking you to scroll down
to the text you would like as the link destination

24. 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!

25. The finished/assembled product can be sent in .pdf format to the
adjuster. I suggest contacting the recipient first to ensure that they have adjusted their
server 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.

26. Encryption Made Easy With Acrobat

27. Create a document the way you normally create a document and save
it. If you don’t, Acrobat will automatically remind you!

28. Click “Advanced” at the top of the toolbar, then “Security,” then
“Encrypt With Password” and you will get a popup.
Press “Yes”

29. 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!

30. 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!

31. MAKING EMAIL PART OF YOUR CASE FILE
THE ARCHIEVE FEATURE USING PDF CONVERTER 6 ENTERPRISE

32. MAKING EMAIL PART OF YOUR CASE FILE
THE ARCHIEVE FEATURE USING PDF CONVERTER 6 ENTERPRISE

33. MAKING EMAIL PART OF YOUR CASE FILE
THE ARCHIEVE FEATURE USING PDF CONVERTER 6 ENTERPRISE

34. 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

35. 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.org
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