LegalTech Insights

How To Get Your Law Web Site Ranked In Search Engines

2009-02-15T15:27:00.003-06:00

I came across this targeted article from LevelTen Design, a web site design and search optimization services firm. They have some specialized insight into specifics for how to market law firm web sites to your target consumer, so that you get the best search engine ranking possible. This is know as SEO or Search Engine Optimization

Read The Article Here

ABA Indicates Move Forward In Outsourcing Of Legal Technology And Software As A Service

2008-08-27T18:09:00.013-05:00

In this article from the New York Law Journal, republished by Law.com, the author goes on to describe the legal outsourcing of work product services and the ramifications of foreign outsourcing of services, specifically to places such as India.

Reading into the ABA's Ethics Opinion 08-451 also provides insight into the outsourcing of computer services giving legal professionals the ability to capitalize on the growing "software as a service" offerings for legal practice management and other software types provided over the Internet.

The opinion provides language such as,

"A lawyer may outsource legal or nonlegal support services provided the lawyer remains ultimately responsible for rendering competent legal services to the client....."

and...

"Outsourced tasks range from the use of a local photocopy shop for the reproduction of documents, to the retention of a document management company for the creation and maintenance of a database for complex litigation, to the use of a third-party vendor to provide and maintain a law firm’s computer system...."

This indicates a direction for the legal community to be able to take advantage of the same value provided to current consumers of "software as a service", as long as the service provider is allowing you to meet your ethical obligations to your client.

"Software as a service" is a phenomenon in the software industry today. Leading technology analysts predict more and more market share for this type of business software delivery model to the point where it will eclipse the traditional "local computer installation" software. The leading business software provider in this area today is Salesforce and it's business model and results prove the direction of the industry is more than a viable one.

From Wikipedia: Software as a service (SaaS, typically pronounced 'Sass') is a model of software deployment where a web based application is hosted as a service provided to customers across the Internet. By eliminating the need to install and run the application on the customer's own computer, SaaS alleviates the customer's burden of software maintenance, ongoing operation, and support. Conversely, customers relinquish responsibility from having to manage software versions or changing requirements; moreover, costs to use the service become a continuous expense, rather than a single expense at time of purchase. Using SaaS also can conceivably reduce the up-front expense of software purchases, through less costly, on-demand pricing.

As a result of all these factors, I believe legal "software as a service" offerings and adoption will too no doubt spiral upwards. Legal practice management, email, calendaring and others are here today. Even your word processor, spreadsheet program and data file storage can now be provided over the Internet through a web browser and will be common place soon.

The value I see to the legal industry moving towards and adopting this type of software is enormous. There are several key factors which make this a natural for adoption by lawyers.

First, just a few years ago the ABA reported over 95% of all lawyers worked in firms of 20 lawyers or fewer, 90% in firms of 10 lawyers or fewer. This makes most of the the law firms in this country considered "small businesses". From my experience, most companies do not even think about hiring technical or IT staff members until they are at least a 20-30 person company.

What this means is that legal professionals have to either manage their technology themselves or they have go to outside services managing and implementing server and software systems for them. I don't know how many $300 an hour attorneys I've heard of spending hours trying to solve computer problems and doing their own backups. Either that, or they are waiting on the technology service provider to firstly arrive and then to fix their problems, always with hours wasted.

This is where "Software as a Service" is a natural for the legal industry. What SaaS does is give you access to all the technology services you need to manage your business software systems. Live phone and/or email support is almost always included in your subscription price. Because it is a subscription to software and services, you always can predict your technology costs. You almost always get to evaluate SaaS software for free trial period. Because subscribers are "pooled" at a SaaS vendor's web system, they are provided some of the BEST technology money can buy, that they would NEVER otherwise be able to practically afford. The best servers, the best security, the best industrial fire and disaster protection, the best backup systems, the fastest internet connections and usually guaranteed to be up and operational over 99% of the time .....Oh, and with any good web based software today, the software is likely going to be just as good or better, in function and performance, than you currently are using.

All you have to provide is any type of computer with a web browser, an Internet connection, and optionally a printer. This is something even the least computer savvy are familiar with and have today. You will be able to access your data, files, email and other information anywhere, anytime. From your office, from your home, from your phone, from Starbucks, wherever you have a device and a wireless Internet connection.... and in most cases these days, that includes the courtroom or the courthouse library.

Mac Ready For The Law Office

2008-07-21T10:33:00.002-05:00

I have been using PCs working in the technology industry over 12 years. I just got a Mac a number of weeks ago.

The first thing that made my eyes pop out of my head and say "wow" was searching for anything. Finder or Spotlight can literally be dozens of times faster than anything I can get from a Windows search and, to the ease of use factor, I don't have to have add on product or have an IT specialist install search optimization software on my PC.

Ease of use. Just like the famous PC/Mac commercials using a PC you don't realize the interference Windows puts in front of you to accomplish things until you try a Mac. Even just simple things like connecting to a wireless network.

Next is the cost. Sure I paid more for the Mac computer, but, as a veteran Windows user and professionally focused on technology for the legal industry, I've noticed my total cost of ownership is drastically reduced in time and money spent.

Just using the integrated backup iDisk/iDrive feature alone will save you hours of time, which in my experience adds up to a lot when you consider the hourly bill rate, by having a point a click backup protection system built into the Mac. This is opposed to the Windows user who is buying equipment and/or software, installing and configuring, and spending time ensure his data is secure and protected....if he even bothers to do this at all(which is a huge professional liability risk).

The customer service and support is fantastic. Now I probably benefit from being geographically close in proximity to an Apple store and their direct personal support, but for me, this saved me hours in having to figure out a new computer and new operating system potentially spending hours traversing several levels of product support from an India based call center.

I have spent a total of $25 in software. Everything I need comes installed or built in with the Mac or is available for free. With the exception of 1 small "had to have" utility, I found free, well written and complete software solutions available to me that were open source. NeoOffice and a host of other business productivity applications are available. There are actually now dozens, if not hundreds of open source software programs for the Mac. Now the standard argument PC vs. Mac says "there is no business software for the Mac". Well, I've actually found that to be a blessing because for every software product I need for my PC, I have to wade through dozens of free, shareware, and paid products to try and find the best product and not to land the one that will crash my PC over and over. With Mac, I've found 1 or 2 well written programs for each software function I've needed. Time and money saved......

Software as a service(SaaS). For those who haven't noticed, there is a rapid and strong market force driving software to an internet/web based free or subscription model. Pay as you go, service included, nothing to install software for any business need that runs on any web browser... and that's the key here for Mac. Mac embeds and seeks to earn revenue from this model building in several functions for SaaS via Mac.com. All other web based business management applications that is decently written(which is almost all) runs perfectly on a Safari browser. Of note, for people who are doing much of their work through an Internet browser, the Safari browser is MUCH faster than the current versions of Internet Explorer and this is well documented.

SaaS then further shrinks the business software availability, PC vs. Mac argument. SaaS is projected to be the delivery mechanism for well over 50% of new software in the next 2 years and companies developing SaaS software for business are becoming staggeringly successful(see ticker CRM). This evolution includes legal management software and everything else including your email, data files and security. From practice management, to document construction, to time and billing, to financial(like QuickBooks Online) they are all available today in SaaS for legal business software consumers.

So, in summary I am a convert. Not just now, with a new toy, but for the future as I see the technology/software industry and its direction in the coming years. If you properly plan(specifically for security and confidentiality considerations) how and what to use for business applications and technology for a legal practice, my feeling is you can come out ahead in your efficiency, both monetary and time, by utilizing Mac, it's features, and internet technology available to you today.

Is The Mobile, Office, Home Calendar Sync Panacea Here Yet?

2008-04-24T11:26:00.003-05:00

I can't put my finger on exactly when, but I'm sure as far back as the first time a cell phone could display and calendar and sync with my computer, I have been in search of the perfect way to be able to see my current calendar from anywhere, anytime. This includes on my phone, from home, from the office or anywhere I can get to the internet.

Every year or so, I go in search of products and start piecing them together to see how close I can get to the panacea of the perfectly synced life. This time, I think I'm REALLY close. Below is a diagram of how I have FINALLY linked my calendar world together. In my scenario I have my home and office PCs, both running Outlook Calendar, I have my "can't live without" iPhone, a Google Gmail account calendar and Google's recently release Google Calendar Sync program(although there are some problems here, so keep reading).

First apologies to the Mac world as I use a PC computer at this time, although my "Mac Envy" has risen to new heights recently and I may join you shortly. But, having said that, I don't see why this system wouldn't work by replacing any of the PC representations in the diagram and using the Mac iCal program, along with Google's Calender. Many instructions are available on the web to do this by searching for gcal and ical in Google.

So, based on the diagram above, this is what I do. At home, when in Outlook, I just add events to my calendar as needed and view my full schedule in my Google calendar online. I don't rely on the home Outlook calendar except to enter NEW events. Therefore I have chosen the Google Sync setup option of doing 1 way sync from Outlook to Google to avoid potential duplication problems. While at the office, I enter items in Outlook calendar. I have Google Sync doing 2 way sync so any new items to Google are on my office PC and vice versa. I then have 2 way sync my iPhone through iTunes on the office PC to get the updated office PC Outlook calendar in the iPhone's calendar application and vice versa. Finally I can update/add event items in my Google calendar, anywhere, anytime over a web browser. The stars have aligned.......

The end result is the ability to access, add, edit any event items from any of my devices. This might seem cumbersome to set up, but it's really not. I'm sure it took less time to actually do the setup than it did to write this article.

Finally, a word of caution. It seems like the latest version, as of this date, of the Google Calendar Sync tool has an issue with Outlook 2003(Error Code: %d). It was very frustrating to come so close to my panacea and then have Google's automatic software updating tool completely blow this away for me. It took a lot of searching and actually carefully navigating a French web site that I did not understand, to again find the original version of the Google Sync program that worked so well. So to assist the other's on the search to fix their non-functioning Google Sync tool who do not speak French I have made the earlier version(sans la bug), Google Calendar Sync 0.9.3.0 available here. If you run into the error mentioned above, I would suggest uninstalling Google Sync, installing this version and then test on your own as new versions come out to see if the problem has been resolved.

Data Security On The Web

2008-04-23T07:28:00.002-05:00

When first confronted with the possibility of using an web-based application most attorneys that I talk with invariably ask the question “What about security?”. This is a very broad and deep topic which has many facets many of which are beyond the scope of a simple discussion here. Let me try to put it into perspective by describing the two basic approaches that can be taken to answer this question.

One it to have the comprehensive discussion of all the technologies, software, procedures, and physical attributes of a “secure” data center environment. This is very time consuming and involves talking about some deep technology related topics. A second approach is to simply look at what is happening now inside a typical attorney’s office in regard to their IT environment. Then have them reflect on whether or not they are moving in the right direction by choosing a web-based application.

In most small firms that I have visited (10 or fewer employees which comprise the vast majority of attorneys work environments), it would be very easy to simply pick up their main network server (or any other PC) and walk out of the office. In some cases the server might be behind a locked cabinet or modified closet door with a simple lock. This is an example of poor physical security which exists in most law firms today and can result in loss of vital and confidential firm information.

Now you might argue that there would be a backup of the information that was lost when the PC was physically removed from the law firm. Regular backups are not consistently made in most small firms but more importantly most backups are never tested to see if recovery is actually possible. Many backup mechanisms are not adequate to restore applications and this is usually not discovered until recovery is actually practiced on real applications. Remember also that backups must be taken offsite in case of loss of the office location due to fire, flood, or some other catastrophe. Offsite backups are rarely done on a regular basis and no backup, even if it works, solves the problem that your client’s confidential data that just left the building!

Your new web-based application is running in a hurricane proof data center where physical access is highly controlled (by key cards and armed guards). In addition, backups are made frequently along with a transaction logs which facilitates recover to the current point in time in most cases if something goes wrong. Recovery is well understood and practiced regularly. Encryption technologies via Secure Sockets Layer(commonly known as SSL) protect your information as it flows across the Internet and with today’s high speed cable modems and DSL lines you can connect to the hosted servers where you web-based application run as fast as any server inside your office walls. This is the same technology used to secure most web based transactions from investment and consumer banking transactions to government and military data security.

Another key concern I hear is “I am going to lose control of my data”. Actually the opposite is true. Many of our customers actually gain greater control and greater value out of their data when moved to a new application environment. Why is this? Many firms today are using old antiquated systems that don’t allow for new functions and easy access to information. The process of moving to a new application can cleanse and restructure your information which frees you to gain new insights into your practice which were not possible with the old rigid applications.

The Numbers Game - Focus On Analysis For Profitability

2008-04-01T10:14:00.013-05:00

In a recent cover story of Law Firm Inc. - The Business Magazine For Law Firm Executives, the magazine focused on how many CFOs of the AM 200 were turning their attention to metrics or analysis of data. They are using their systems of record to actually forecast and be able to take action to affect profitability of their firms given the current unstable economic climate. A tactic corporate America has been utilizing for some time now. The one common message from the CFOs surveyed, was the potential payoff of doing data analysis.

These metrics are able to be performed because the firms are striving to actually collect data and require EVERYONE to diligently do their data entry share. Now, if you are reading this, census data says there is a well over 80% chance that if you are in the legal profession, you are in a firm of 10 lawyers or less. So you say, "there's no way I have the systems, computer programs or resources that the AM 200 have." Well, that's where I think many think wrong.

While, in my opinion, there is lot left to be desired in your traditional practice management or time and billing software's reporting capability, many people don't even open the door to see what's in the closet. With a little time spent on the reporting capability of your business software programs, you might start to see that you DO in fact have this analysis capability right at your fingertips. Do you use QuickBooks or a similar invoicing system? There is a plethora of reporting capability right in your billing system. It really isn't just for balancing the account and printing the invoice. Having a look will also show you what information you are NOT collecting or entering so that you might change your data entry habits to give your reporting more value to you.

Reporting can also be used to learn what those transactions mean to your bottom line. With the right reporting capability in a properly utilized practice management system, even the smallest firms can measure and visually chart:

Which matters have the highest profitability
Which client provides you the highest profitability(not necessarily the one you bill the most)
Which producer at your firm generates the most revenue
Which producer at your firm generates the most new clients that keep you growing
What type of matters cost you the most in resources and internal expenses

Now imagine how knowing this information might affect decisions you make on hiring, bonuses, raises, the client that you pay the most attention to, the matters that you take on and other business decisions if you KNEW this information ahead of time.

Even if you don't have the historical information now to start doing immediate business analysis, get a "system of record" started in your firm. The key to being able to do this analysis easily is to use a practice management system that has the built in tools to allow you to do extensive, flexible reporting and charting. The system should manage all activities and information around your matters, clients, time tracking and billing, at a minimum, all in a single system. The more you look into the reporting aspect when choosing a system, the more benefit you'll get in the end.

Now....USE the system. While many see the practice, matter and time management systems as a necessary evil and the "organizational tool" for the firm, it's TRUE value is in diligently using it, then leveraging that time spent investment to analyze and measure profitability and other metrics now, and to affect future financial performance, just like the big boys of the AM 200.

Hello World Of Blogging

2008-03-27T14:04:00.001-05:00

I must admit for a technologist, I am late to the blogging world. Never the less, here we go.....

Concentrating on the legal market and their technology as I do, we all know constant effort involved to bring the legal world in stride with the rest of the corporate world when it comes leveraging the value technology can provide a business. We're making strides, and I hope to make a small but valuable contribution providing ideas and insight here in this blog.