ILNews

Start Page: Exploring alternatives to using email

Kim Brand
February 15, 2012
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Kim BrandEmail is war – you are a prisoner. Your inbox, once littered with annoying spam, now delivers a super-abundance of information. The torrent defies your effort to organize, classify, prioritize and respond to those that are critical versus those that are merely interesting. Bad news: it’s only going to get worse.

According to Pingdom.com, there were 107 trillion emails sent in 2010 from 2.8 billion email accounts – expected to grow to 3.8 billion accounts by 2014. Since the Internet makes the world a small place filled with lots of people who want to be your “friend,” you can expect to start receiving email regularly from most of them.

Unlike paper mail whose volume is expected to drop six percent in 2012, the “machinery” that delivers email is getting faster and cheaper. The natural forces that restrain growth are absent. Email is like a species obrand1.giff animal that has no natural predator.

Many practicing attorneys started their careers before email was possible, let alone popular. Prior communication technologies – mail and phone – evolved slowly enough that systemic and cultural accommodations kept pace with their growth. You delegate opening mail to assistants; someone – or something – answers your phone. Not so with email; most of it gets delivered straight to your inbox. Productivity fail.

Here are five alternatives to email you should know about.

Just call – You can’t deny millions of years of evolutionary predisposition: We like to talk. (See: Pink Floyd’s 1994 song, “Keep Talking.”) Some messages are just better communicated in person or at least in a conversation. Emotion and interaction are absent in email. Rule: After two or three emails on the same subject: JUST CALL!

What’s old is new again: fax – I still get funny looks from 20-somethings about what a fax is or why they’d want to use one. Most businesses have a fax machine. Few are as busy as they once were. That makes fax a quieter channel to deliver a message and one that gets disproportionate attention.
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Instant message quickies – We think of instant messaging as a communication channel for teens – like texting. But it can be the antidote for phone slips and the one- or two-sentence messages that litter your email inbox. Be careful to allow only your colleagues, friends or family to communicate with you this way or it will become a constant annoyance – like email.

Email was not designed for attachments – The Internet protocol that delivers email is incompetent at delivering binary files like Word docs, PDFs and photos. Attachments strain mailbox size and “hide” files in your email program that should be shared on your network and/or filed with other client materials. The solution is to use a file sharing service. With these, you upload the file to a secure website then simply send your correspondent(s) a link to it.

Wikis - your personal Wikipedia – To truly exchange ideas, documents and other files you need a web-based tool. Wikipedia is one of the most popular websites on the planet – and you can have one for yourself, your firm, or dedicated to a project, client or case. The principal attraction of a wiki is that information is presented in context. Supporting resources can be uploaded and/or linked on a page viewable over the web from anywhere. Security is managed using encryption, logins and passwords.

They say that if the only tool you have is a hammer, all your problems look like nails. Such is the case with email. It may be the only tool you have so you are tempted to [mis]use it for everything. Take my advice and expand your toolkit to include these alternatives to email.•

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Kim Brand is a technology expert and president of Computer Experts Inc., a 27-year-old IT services company in Indianapolis. He has presented to local and state bar audiences and written for West Publishing and the ILTA. Kim contributed to the “On-Premises” section of the recently released ILTSO.org legal technical standards, and he is the inventor of the FileSafe Server used by many law firms. For a free Audio CD on email management tips write to the author and request “Breaking the Rabbit Habit.” He may be reached at Kim@ComputerExpertsIndy.com or by phone at 317-833-3000. The opinions expressed are the author’s.

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  1. A traditional parade of attorneys? Really Evansville? Y'all need to get out more. When is the traditional parade of notaries? Nurses? Sanitation workers? Pole dancers? I gotta wonder, do throngs of admiring citizens gather to laud these marching servants of the constitution? "Show us your billing records!!!" Hoping some video gets posted. Ours is not a narcissistic profession by any chance, is it? Nah .....

  2. My previous comment not an aside at court. I agree with smith. Good call. Just thought posting here a bit on the if it bleeds it leads side. Most attorneys need to think of last lines of story above.

  3. Hello everyone I'm Gina and I'm here for the exact same thing you are. I have the wonderful joy of waking up every morning to my heart being pulled out and sheer terror of what DCS is going to Throw at me and my family today.Let me start from the !bebeginning.My daughter lost all rights to her 3beautiful children due to Severe mental issues she no longer lives in our state and has cut all ties.DCS led her to belive that once she done signed over her right the babies would be with their family. We have faught screamed begged and anything else we could possibly due I hired a lawyer five grand down the drain.You know all I want is my babies home.I've done everything they have even asked me to do.Now their saying I can't see my grandchildren cause I'M on a prescription for paipain.I have a very rare blood disease it causes cellulitis a form of blood poisoning to stay dormant in my tissues and nervous system it also causes a ,blood clotting disorder.even with the two blood thinners I'm on I still Continue to develop them them also.DCS knows about my illness and still they refuse to let me see my grandchildren. I Love and miss them so much Please can anyone help Us my grandchildren and I they should be worrying about what toy there going to play with but instead there worrying about if there ever coming home again.THANK YOU DCS FOR ALL YOU'VE DONE. ( And if anyone at all has any ideals or knows who can help. Please contact (765)960~5096.only serious callers

  4. He must be a Rethuglican, for if from the other side of the aisle such acts would be merely personal and thus not something that attaches to his professional life. AND ... gotta love this ... oh, and on top of talking dirty on the phone, he also, as an aside, guess we should mention, might be important, not sure, but .... "In addition to these allegations, Keaton was accused of failing to file an appeal after he collected advance payment from a client seeking to challenge a ruling that the client repay benefits because of unreported income." rimshot

  5. I am not a fan of some of the 8.4 discipline we have seen for private conduct-- but this was so egregious and abusive and had so many points of bad conduct relates to the law and the lawyer's status as a lawyer that it is clearly a proper and just disbarment. A truly despicable account of bad acts showing unfit character to practice law. I applaud the outcome.

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