ILNews

Big tech tips for small firms

Back to TopCommentsE-mailPrintBookmark and Share

When advising small firm and solo lawyers recently at the American Bar Association Tech Show in Chicago, Indianapolis attorney Marc Matheny said he ran out of time before he ran out of tips.

Matheny was a co-presenter of “The Frugal Firm,” a session that offered an array of pointers for small firms to stay current with fast-evolving technology that bigger firms likely will adopt early.

“A frugal lawyer is not a cheap lawyer,” Matheny said in an interview following the ABA Tech Show, which he said drew record numbers. “Frugal means you use your money to the best advantage to make the most money. It doesn’t mean you spend the least.”

il-marc-matheny01-15col.jpg Indianapolis attorney Marc Matheny co-presented a seminar at the American Bar Association Tech Show in Chicago offering tips for small firm practitioners on frugally investing in functional technology.(IBJ Photo/ Perry Reichanadter)

Matheny and other small-firm lawyers shared their best practices for frugal but effective technology solutions.

Tip: Analyze your needs

Matheny, who is one of nine ABA Tech Show board members, said no set of tips will fit every solo/small firm situation or practice. During his presentation with Michigan attorney Patrick J. Crowley, “We made a very big point about saying how your firm is set up is going to dictate what your practice is all about and what your needs are,” he said.

There are a few essentials, though, on the hardware side: a core computing system – whether Apple or PC – telephone and mobility. Within all of those systems, there is room for frugality, Matheny said. Do you really need a server, for instance?

“Some of the hardware you can get to match your firm’s needs; maybe you don’t need the top-of-the-line computer with the Blu-ray player,” said Matheny, who also chairs the Indiana State Bar Association Solo & Small Firm Conference.

Tip: Buy a bundle

Indianapolis solo family law attorney and mediator Jana Strain recently crossed an item off her tech wish list with the purchase of a Fujitsu ScanSnap. The device scans documents and converts them to digital PDF files and enables sharing on mobile devices. For less than $500, it also includes the latest version of Adobe Acrobat – bonus frugality points since functional Acrobat software alone can cost hundreds of dollars.

“This just became sort of the gold standard for lawyers,” Strain said of SnapScan.

tips-facts.jpgMatheny said devices with multiple functionalities – all-in-one printers, copiers and faxes, for instance – can mean big savings for small and solo firms.

Tip: Do it yourself

Ann Marie Waldron, of counsel for the Indianapolis firm Robinson Wolenty & Young LLP, is the designated IT person for the firm’s five attorneys and three support staff, and she has the honorary propeller beanie to prove it. The firm concentrates in business law.

“There’s a lot of pressure for us to stay competitive, but at the same time we don’t have an unlimited budget,” said Waldron, who caught Matheny’s presentation in Chicago. “We have this amount of money to spend. Where is the best place to allocate that money?”

That puts the ball in Waldron’s court on decisions such as whether to upgrade to a new computer system or wipe the existing system to free up memory and increase speed. Waldron has a can-do approach to such tasks. “It’s all self-taught,” she said. “I Google it and learn how to do it. … You have to be confident that you can figure it out and be willing to try it.”

Tip: Work on mobility

Derrick Wilson, a partner with Mattox & Wilson LLP in New Albany, put it bluntly: “Anybody that’s buying a desktop,” he said, “is probably about five years behind the game.” Wilson said the attorneys in his four-practitioner firm are prepared to work anywhere, and he uses free online services to sync up mobile devices and portables. “We don’t look at paper files anymore.”

Mobile functionality, Matheny said, is “essential for all lawyers at this point, although some don’t know it.”

Tip: Try it for free

Waldron took away from Matheny’s presentation a new respect for how much software and legal information is available online at no charge. Google offers assistance in the form of Google Scholar, for instance. Casemaker provides a treasury of free legal research to ISBA members. Productivity apps abound.

There’s also an abundance of software for the taking, but Matheny offers a caveat about such freebies: “Some of those things aren’t replacements, they’re supplements.” Free versions or shareware often don’t provide the functionality of proprietary software they imitate.

Matheny said providers such as CLIO, HoudiniEsq and Rocket Matter offer low-cost case management and billing systems, sometimes providing users with free 30-day trials. A practitioner, though, should be careful to weigh whether it’s better to sign up for such a service with a monthly fee or pay the upfront cost of a more conventional system such as Tabs3 Practice Master or Abacus. “What you don’t want to do with any legal case-management software is you don’t want to go from one brand to another to another,” Matheny said. “It’s kind of like a marriage – for better or for worse. It’s better to stay with one.”

Tip: Put security first

Waldron said the nature of her firm’s work probably leads to being ahead of the curve when it comes to security. The firm uses a Linux-based email system, for instance, that she said is more stable and secure than Windows systems such as Outlook.

Wilson said attorneys must be vigilant as cloud computing becomes more prevalent. It’s important to know where data is stored and how safe it is, and he said free online file-sharing solutions such as Dropbox may have vulnerabilities that attorneys might not realize.

“All those things have terms of service agreements none of us read that say who has a right to your information,” Wilson said. “It needs to be either password-protected or encrypted.” Dropbox and similar services offer such protections, though sometimes at a premium, he noted.

Tip: Ask a lawyer

Strain has used a number of free software solutions she’s learned about through tech shows and bar resources. “Membership in the Indiana State Bar Association as well as IndyBar will give a lawyer access to a lot of resources they might not find if they were not a member,” Strain said.

Waldron said the value of tech shows such as those offered by the ABA or the Solo & Small Firms Conference of the state bar are good places to find ways to get the best bang for the buck.

“You don’t have to reinvent the wheel,” Waldron said. “There are all these people who’ve already done the work.”•

ADVERTISEMENT

  • Sound advise David
    hey David, sound advise. The one thing you may want to mention is the HoudiniEsq on-premise is 100% free for Solos, including support and all upgrades. HoudiniEsq.com

Post a comment to this story

COMMENTS POLICY
We reserve the right to remove any post that we feel is obscene, profane, vulgar, racist, sexually explicit, abusive, or hateful.
 
You are legally responsible for what you post and your anonymity is not guaranteed.
 
Posts that insult, defame, threaten, harass or abuse other readers or people mentioned in Indiana Lawyer editorial content are also subject to removal. Please respect the privacy of individuals and refrain from posting personal information.
 
No solicitations, spamming or advertisements are allowed. Readers may post links to other informational websites that are relevant to the topic at hand, but please do not link to objectionable material.
 
We may remove messages that are unrelated to the topic, encourage illegal activity, use all capital letters or are unreadable.
 

Messages that are flagged by readers as objectionable will be reviewed and may or may not be removed. Please do not flag a post simply because you disagree with it.

Sponsored by

facebook - twitter on Facebook & Twitter

Indiana State Bar Association

Indianapolis Bar Association

Evansville Bar Association

Allen County Bar Association

Indiana Lawyer on Facebook

facebook
ADVERTISEMENT
Subscribe to Indiana Lawyer
  1. It appears the police and prosecutors are allowed to change the rules halfway through the game to suit themselves. I am surprised that the congress has not yet eliminated the right to a trial in cases involving any type of forensic evidence. That would suit their foolish law and order police state views. I say we eliminate the statute of limitations for crimes committed by members of congress and other government employees. Of course they would never do that. They are all corrupt cowards!!!

  2. Poor Judge Brown probably thought that by slavishly serving the godz of the age her violations of 18th century concepts like due process and the rule of law would be overlooked. Mayhaps she was merely a Judge ahead of her time?

  3. in a lawyer discipline case Judge Brown, now removed, was presiding over a hearing about a lawyer accused of the supposedly heinous ethical violation of saying the words "Illegal immigrant." (IN re Barker) http://www.in.gov/judiciary/files/order-discipline-2013-55S00-1008-DI-429.pdf .... I wonder if when we compare the egregious violations of due process by Judge Brown, to her chiding of another lawyer for politically incorrectness, if there are any conclusions to be drawn about what kind of person, what kind of judge, what kind of apparatchik, is busy implementing the agenda of political correctness and making off-limits legit advocacy about an adverse party in a suit whose illegal alien status is relevant? I am just asking the question, the reader can make own conclsuion. Oh wait-- did I use the wrong adjective-- let me rephrase that, um undocumented alien?

  4. of course the bigger questions of whether or not the people want to pay for ANY bussing is off limits, due to the Supreme Court protecting the people from DEMOCRACY. Several decades hence from desegregation and bussing plans and we STILL need to be taking all this taxpayer money to combat mostly-imagined "discrimination" in the most obviously failed social program of the postwar period.

  5. You can put your photos anywhere you like... When someone steals it they know it doesn't belong to them. And, a man getting a divorce is automatically not a nice guy...? That's ridiculous. Since when is need of money a conflict of interest? That would mean that no one should have a job unless they are already financially solvent without a job... A photographer is also under no obligation to use a watermark (again, people know when a photo doesn't belong to them) or provide contact information. Hey, he didn't make it easy for me to pay him so I'll just take it! Well heck, might as well walk out of the grocery store with a cart full of food because the lines are too long and you don't find that convenient. "Only in Indiana." Oh, now you're passing judgement on an entire state... What state do you live in? I need to characterize everyone in your state as ignorant and opinionated. And the final bit of ignorance; assuming a photo anyone would want is lucky and then how much does your camera have to cost to make it a good photo, in your obviously relevant opinion?

ADVERTISEMENT