The Automatic Law Firm
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A presentation by Andrew Legrand and John Mayer at the 2016 ABA Techshow. Learn how to systematize automation, which documents you should automate, and which software will help you create automated documents and snippets of text.
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The Automatic Law Firm
- 1. www.techshow.com #ABATECHSHOW PRESENTED BY The Automatic Law Firm Presenters John Mayer: @johnpmayer Andrew Legrand: @LawByLegrand
- 2. www.techshow.com #ABATECHSHOW John Mayer •Executive Director - CALI (Center for Computer Assisted Legal Instruction) •Developed A2J Author •Automated Over 1,000 Legal Aid Forms •Not a Lawyer, Computer Nerd •Inspiration: Huge need for legal aid, not enough lawyers, and help for the self represented
- 3. www.techshow.com #ABATECHSHOW Andrew Legrand •Small Business Attorney, New Orleans •2011 Graduate, What Jobs? •Tech Nerd •Inspiration: Program a computer, rather than pay an assistant
- 4. www.techshow.com #ABATECHSHOW Road Map 1. Automation Overview 2. Systemizing Automation 3. Best Tools & Software
- 6. www.techshow.com #ABATECHSHOW What is automation? •au·to·ma·tion - noun - the use of largely automatic equipment in a system of manufacturing or other production process.
- 9. www.techshow.com #ABATECHSHOW What is automation? •au·to·ma·tion - noun - the use of largely automatic equipment in a system of manufacturing or other production process. •The use of computers & software to do tedious, but necessary, tasks – usually done by non-attorney employees, secretaries paralegals.
- 10. www.techshow.com #ABATECHSHOW Main Goal of Automation •Help lawyers create better documents faster, by supplying “intelligence” in the form of built-in document structure, logic, and clauses generated from a checklist •Calculators •Produce consistent decisions
- 19. www.techshow.com #ABATECHSHOW Why Should Lawyers Systemize? •Speed & Efficiency: save time by inserting text faster •Cost savings: saving time usually lowers overhead •Profit: spend less time on low value, commoditized processes, which allows more time for high-value work (that you charge more for!) •Reliability: automated processes create perfect output every time •Reduce Stress. Let machines do the mundane
- 21. www.techshow.com #ABATECHSHOW Key Points •“We are built for novelty and excitement, not for careful attention to detail.” •“You want people to make sure to get the stupid stuff right.” •“Checklists provide a kind of cognitive net. They catch mental flaws inherent in all of us — flaws of memory, and attention, and thoroughness.” •“Trained, hard-working, dedicated professionals regularly and frequently make avoidable mistakes. The solution may seem ridiculous in its simplicity… –Use a checklist!”
- 22. www.techshow.com #ABATECHSHOW How do you determine which documents to automate?
- 24. www.techshow.com #ABATECHSHOW Creating a System for Document Automation (Figure out the “checklist” p
- 25. www.techshow.com #ABATECHSHOW The Process 1. Breakdown long, multi-step processes into smaller steps (using pen & paper) 2. Create a process tree (using pen & paper) 3. Record comments (i.e., citations, cases names, statutes) and changes to the document in place where others can easily access, anytime (e.g. cloud)
- 26. www.techshow.com #ABATECHSHOW Store the Process •Google Docs: Free, robust commenting and version tracking •Google Sites: An internal Wiki for your team •SweetProcess: online repository for common processes, easy to capture screenshots –URL: bit.ly/SweetProcess •MindMaps: Plenty of Software Options
- 27. www.techshow.com #ABATECHSHOW What kind of documents should lawyers automate? •Pleadings: appellate briefs, & district court filings, affidavits •Form contracts: estate planning docs, business formation docs •Internal Docs: engagement letters, tax forms, employee docs, trial and deposition prep •Client letters: common advise that changes based on circumstances
- 29. www.techshow.com #ABATECHSHOW Insurance Defense Litigation •Request for Extension of Time •Answer, with option and common exceptions •Request for Notice of Trial •Initial Discovery •Letters of Representation •Medical Releases
- 30. www.techshow.com #ABATECHSHOW Business Formation •Articles of Organization •Initial Report •Operating Agreement •SS-4 for EIN Application
- 32. www.techshow.com #ABATECHSHOW How to Automate Your Documents
- 33. www.techshow.com #ABATECHSHOW So how do you decide which documents to automate? (Let’s ask Barron Henley)
- 34. www.techshow.com #ABATECHSHOW Barron Henley’s Matrix Difficulty of creating the Doc Hard Easy Rarely Often
- 35. www.techshow.com #ABATECHSHOW Barron Henley’s Matrix Difficulty to create the Doc Hard Easy 1. High Value Start Here 2. Then Here 3. Simple Templates 4. Probably not worth it Often Frequency of Production Rarely Opportunity to develop a niche?
- 37. www.techshow.com #ABATECHSHOW Overview 1. Analyze the structure of the document 2. Determine the document’s formatting 3. Determine the proper style of writing
- 38. www.techshow.com #ABATECHSHOW Before we Start… Some Key Observations •Yes, creating the system is front-loaded, in terms of effort, time, and cost •Once built, however, it's 95% self managed (only 5% effort in tweaking) •Don’t obsess about perfection; just start by keeping track of drafts (and then fine-tuning them). •Periodic Audit
- 39. www.techshow.com #ABATECHSHOW Analyze the Structure •What is the document’s logic? •What are the commonly encountered variables? •Other factors that need to be considered in drafting the document? (Formatting, Style, etc) (Figure this out with pen &
- 40. www.techshow.com #ABATECHSHOW Standardize the Formatting Typography for Lawyers - Matthew Butterick
- 41. www.techshow.com #ABATECHSHOW Typography for Lawyers •Type Composition •Text Formatting •Font Recommendations •Page Layout •Sample Documents
- 42. www.techshow.com #ABATECHSHOW BOLD AND ALL CAPS as told by Butterick DON’T CAPITALIZE WHOLE PARAGRAPHS. THIS HABIT IS ENDEMIC TO LAWYERS, BUT IT’S ESPECIALLY COMMON IN CONTRACTS. MANY LAYERS SEEM TO THINK THAT CAPITALIZATION COMMUNICATES AUTHORITY AND IMPORTANCE. “HEY, LOOK HERE, I’M A LAWYER! I DEMAND THAT YOU PAY ATTENTION TO THIS!” BUT A PARAGRAPH SET IN ALL CAPS IS VERY HARD TO READ. AND IT’S EVEN HARDER TO READ IF IT’S BOLD. AS THE PARAGRAPH WEARS ON, READERS FATIGUE. INTEREST WANES. HOW ABOUT YOU? DO YOU ENJOY READING THIS? I DOUBT IT. BUT I REGULARLY SEE CAPITALIZED PARAGRAPHS IN LEGAL DOCUMENTS THAT ARE MUCH LONGER THAN THIS. DO YOUR READERS A FAVOR. STOP CAPITALIZING WHOLE PARAGRAPHS.
- 43. www.techshow.com #ABATECHSHOW Alternatives •Change Page Layout and Borders •Add a Heading labeling it Important •Increase the Point Size
- 44. www.techshow.com #ABATECHSHOW Sample Documents •Caption Pages •Motions •Research memos •Letterhead & Business Cards •Resumes •Grids of numbers •Contracts
- 45. www.techshow.com #ABATECHSHOW Consider style •Who is the document being written for? Draft accordingly. •Eliminate unnecessary legalese •WriteClearly.org (for Lawyers) •Readability-Score.com (aim for an 8th grade Level)
- 46. www.techshow.com #ABATECHSHOW WordRake •What problem does it solve? –Every unnecessary word detracts from the words that actually convey meaning. –When you remove the unnecessary words, the reader will more readily understand.
- 48. www.techshow.com #ABATECHSHOW Keep the System Updated •Create a “change log” –What changed? –Who changed it? –Why was it changed? •Listen to Lawyerist podcast with Barron Henley for more info (The 5% you have to keep
- 49. www.techshow.com #ABATECHSHOW Best Tools and Software
- 50. www.techshow.com #ABATECHSHOW Agenda 1. Formatting 2. Structure & Logic 3. Snippets of text 4. Variable text input, at fast pace
- 51. www.techshow.com #ABATECHSHOW 1. Formatting 1. Microsoft Word Styles: more than fonts; includes auto-numbering 2. Create a “Style Sheet” for each doc type 3. Read Typography for Lawyers (Matthew Butterick) 4. Get training on use of Styles
- 53. www.techshow.com #ABATECHSHOW More Suggestions 1. Briefs: learn to create a Table of Authorities & Cross-References 2. Contracts: learn to create Table of Contents 3. Print to PDF: with document structure & bookmarks will auto-generate 4. Get training on these skills - lynda.com
- 54. www.techshow.com #ABATECHSHOW 2. Structure & Logic •TheFormTool: simple, easy –URL: bit.ly/FormTool –TheFormTool - Free –FormToolPro •$89 one-time license –Doxsera •Form Sets - $129/year –PC Only
- 56. www.techshow.com #ABATECHSHOW More Suggestions •HotDocs –Industry Leader, $$$ •Ultradox –Integrates with Google Apps •Webmerge –Integrates with Clio •MacSimplePrompter –http://www.wordsite.com/products/sp.htm •Different Price Points, Uses, and Integrations
- 57. www.techshow.com #ABATECHSHOW Scrivener •For complex documents (Books, Appellate Briefs) •Mac and Windows •Free to try for 60 days •$45 one-time license •bit.ly/Scrivener4Lawyers
- 59. www.techshow.com #ABATECHSHOW 3. Snippets of Text Mac/iOS PC
- 60. www.techshow.com #ABATECHSHOW Key Features •TextExpander and Breevy are Compatible, so work across platform •Sync across devices and share with teams using Dropbox •Works in all your desktop software •Eliminate Typos
- 61. www.techshow.com #ABATECHSHOW Bluebook Perfection xlars La. Rev. Stat. Ann. § xlaccp La. Code Civ. Proc. Ann. art. xlacca La. Civ. Code Ann. art.
- 62. www.techshow.com #ABATECHSHOW What does Andrew use most often? •Email Address •Your fax number •Firm name •Address •EIN (and a dropbox link to my W-9) •Email Signature •Louisiana Secretary of State
- 66. www.techshow.com #ABATECHSHOW Common, Default Advice I've received this question so many times that I've created a default answer: pay it and avoid any additional penalties. The ticket is a non-moving violation, so it will not be reported to your insurance company. You can try to challenge it, but based on discussions with other attorneys, you'll probably lose and have to pay the fine anyway. You can also appeal that decision to Civil District Court, but the filing fee is about $400. And on the off chance that you win, you still won't get that filing fee back. So unless you want to just fight the good fight, that's not a financially viable option. If you do not pay the fee, the city may boot your car, then add on extra penalties. Eventually, they'll send it to collections, and it could even affect your credit. If you've received more than one ticket, I recommend you contact the city attorney and attempt to negotiate a lower payment. Yeah, that sucks. The most effective thing you can do? Write your city council member (http://www.nolacitycouncil.com/) and complain.
- 71. www.techshow.com #ABATECHSHOW Difference between Siri and Dragon?
- 72. www.techshow.com #ABATECHSHOW Time Elapsed Typing - 3 mins 58 seconds
- 73. www.techshow.com #ABATECHSHOW Time Elapsed - 1 mins 55 seconds
- 75. www.techshow.com #ABATECHSHOW Modern Lawyers must embrace document automation (or clients will embrace it w
- 80. www.techshow.com #ABATECHSHOW SAVE THE DATE! March 17-19, 2016
Editor's Notes
- John Not Just Docs Decisions, paths, approaches, numbers
- iOS device has snippet expansion built
- Quick Part gallery in Word - Great, but you’re using something that only works in one place (i.e Word)