1. I can access all of the client’s case files without accessing the client’s computer or network.
2. There is only one version of any document. Now when I make a change to a document, it automatically syncs to the client’s computer, and viceversa.
3. Inexpensive, well at least I thought so. I paid less than $100 for the year.
4. Very easy to use.
5. I can access files from any computer. Say I go visit my mom and don’t take my laptop with me and while I’m gone a client calls and needs something done right away. I can log on the to Dropbox website and view all of my files, save any new files to the website and everyone’s computers will be synced automatically. Very cool.

So here is my list of disappointments:

1. There are very few references to the bankruptcy code, past precedent, etc. While I’m sure Ms. Nollkamper is very experienced in the field of bankruptcy law, she still needs to provide the proof. This is the law we’re talking about after all, no attorney accepts anyone’s opinion on experience alone, they always want the proof to back it up.

2. Not all the forms have fields to enter the necessary information. For example, the schedules are PDF files but you can’t actually enter the lists  and then print. I am left with two options, find a version on-line with the fields or mess with the form in Adobe. If I wanted to do either of those options I wouldn’t need the book.

3. The last chapter is what appears to be a comprehensive list of all the bankruptcy courts. However, you still have to read the local rules because not every local requirement or distinction is listed. She would have done her readers a greater service by providing a simple contact list for each court and division and devote more time to citing her work.

4. Sample motions are not separate documents. If you want to use the sample text you have to copy it from the electronic version of the book. This requires you to scroll through an entire chapter to find the half page of text you want. (No, I’m not lazy, I just believe in working smarter, not harder.)

Overall this was a good place to start, but not as comprehensive as I would have liked.

Experienced certified paralegal seeks attorney to provide virtual internship in the area of bankruptcy law. Attorney must be able to think outside the “brick and mortar” office to see the benefits of telecommuting and cloud computing. During the three month probationary period, compensation will be on a case by case basis well below industry standards. Interested attorneys should contact paralegal via e-mail with a brief outline of needs and expectations.

Resolution #1: Learn about bankruptcy law. Why Bankruptcy law? Well, it interests me for one thing. Given the current economy it is relevant.

Resolutions#2: Blog more. When I logged on to write this blog, I found a draft from a blog I had started but never finished in July. Oops!

Resolution#3: Take more CLE. I have to have 50 hours by 2013.

Do’s

1. Choose your ad location wisely. Avoid sites that requires applicants to pay a fee. If you post on craiglist, be sure to select the telecommute option.
2. Specify your practice specialty in the ad heading. If you practice family law, you do not want to get proposals from bankruptcy professionals.
3. Provide a brief but specific overview of the project or type of projects you anticipate delegating. This will allow the contractor to customize his or her response to your ad.
4. Include a budget. You can include a total budget for a one time project or an hourly rate if you would like an on-going relationship.
5. Ask for a resume or proposal.
6. Interview more than one candidate.
7. Check credentials. If an attorney is licensed to practice in a particular state, verify the license with the state bar. If a paralegal is certified, verify with the certifying agency.
8. Advise contractors of your decision. Feedback is always appreciated, even negative feedback.

Don’ts

1. Only place an ad if you are ready to hire a contractor. It wastes everone’s time if you are not serious.
2. Do not use the selection process as a problem solving strategy. Asking for free advice or suggestions in the ad is not OK. Instead, during the interview process ask questions about the processes a contractor uses to solve similar problems or issues, or their experience with a particular area of the law.
3. Do not hire someone without a service contract. A service contract should specify response times, payment terms, responsibilities, office hours, etc.
4. Do not forget that you are being interviewed as well.

The certificate of service should be a separate document which can be e-filed. It should look something like this…

Caption with all the party and court info.

Certificate of Service for

Plaintiff’s First Request for Disclosure to Defendant

The undersigned hereby certifies that on Date, a true and correct copy of the Plaintiff’s First Request for Disclosure to Defendant has been served electronically upon all parties by and through their attorneys of record

Plaintiff’s attorney’s signature and info. including e-mail address

Defendant’s attorney’s info. including e-mail address

]]> http://claservicesbykm.wordpress.com/2009/05/11/traviscountydistrictcourte-fil/feed/ 0 claservicesbykm http://claservicesbykm.wordpress.com/2009/04/17/a-few-thoughts-on-practice-management-software/ http://claservicesbykm.wordpress.com/2009/04/17/a-few-thoughts-on-practice-management-software/#comments Fri, 17 Apr 2009 13:28:34 +0000 claservicesbykm http://claservicesbykm.wordpress.com/?p=31 ]]> So now that I’ve discussed the importance of practice management, how do you actually do it? Good question, one I’ve been pondering for awhile now. For the last few weeks I’ve been doing a lot of web surfing, but it has been surfing with a purpose, I’ve been looking for inexpensive, or better yet free, software and web applications to help with practice management.

The first web application I found is a project management web application, teamwork project manager, you can find them at http://www.teamworkpm.net/ Here are some of the features I think are cool:

1. You can reduce inbox clutter by sending messages to your team within the application.
2. You get daily e-mail reminders with upcoming deadlines.
3. The Notebook tabs allows for online document collaboration without leaving the application or window. Meaning you don’t have to have another tab for Google Docs, etc.
4. You can upload and store files.
5. A truly free trial. The most basic account allows you to set up 2 projects for free. Yes, that’s right free, as in no cost, no credit card information, just F-R-E-E.

Now before I give my second recommendation, I have to tell you I haven’t actually used the application yet because their “free” trial is only a 30 day “free” trial which isn’t really free if you forget to cancel. This recommendation is based on what I’ve seen on their website and other recommendations that I’ve read. You can find Clio at http://www.goclio.com/ Anyway, here’s what I like about Clio:

1. Clio is a true law practice management web application and therefore has most of the “bells and whistles” an attorney would want in practice management software.
2. They are also fairly inexpensive for a solo attorney. Subscriptions are $49 per month for each attorney and $25 per month for each paralegal. For small firms there are less expensive options, at least in Texas.
3. Unlimited on-line document storage. This allows you to access your case files from anywhere with an internet connection.
4. ClientConnect is a secure way to share information with your clients. No more “oops” I forget to attach the  attachment to the e-mail.
5. On-line client billing and bill paying. Need I say more?

One last note… I’m not the only one who thinks practice management software is important here’s a short and sweet white paper on the subject. http://tinyurl.com/d9r2xq

Firms may find it beneficial to apply project management strategies to manage their case load. Traditional project management strategies allow firms to plan their cases and make intelligent decisions regarding resource usage. A clearly defined case load identifies each step in the case, the person responsible for the task and the tasks that should be completed before, during and after the task. The more detailed the better. For example, when responding to a plaintiff’s 2nd request for production, it is best to identify all the steps necessary to respond to the request, including conferring with your client, gathering the requested documents, drafting and editing the responses, and preparing the responses for delivery.

Once a firm has a good idea of their expected case load, then owners and managing partners can begin to make decisions about labor management. Based on the expected case load owners and managers should to eliminate any peaks and valleys in the work load by rearranging and if possible reassigning tasks to others within the firm. If the peaks and valleys cannot be eliminated then the firm needs to find additional resources for the times when the work load exceeds the available resources. Additional resources can be added by increasing the working hours of existing employees, hiring new employees, or finding temporary help through a temp agency or independent contractor.

Before making a choice regarding which option to choose, here are some things to keep in mind.

• Increasing the workday for employees may not be possible or popular. No one likes an 80 hour workweek.

• Hiring a new employee means you are “stuck” with them when the work load decreases or you must a layoff decision. Either option is expensive.

• Hiring temporary employees will meet the short term demand, but you may not always get the quality work product you and your clients expect. Also, temporary employees are expensive. The firm pays the employees hourly wage, taxes and the agency’s fees.

Resources can be increased in a variety of ways that do not involve the expensive and exhausting 80 hour workweek or the expense of new employees. Using an independent contractor or virtual assistant may be the least expensive option. Independent contractors and virtual assistants are responsible for their own taxes and do not have agency fees. Virtual assistants have the added benefit of not requiring additional office space, computers, e-mail, etc. Virtual assistants are independent contractors that work remotely to provide exceptional service and value to their clients. The International Virtual Assistants Association’s website, www.ivaa.org has a list of members to help you find a qualified virtual assistant, as well as a request for proposal system to post your requirements.

Taking the time necessary to prepare and maintain a detailed plan for case management will help firms understand where they are going and how they are going to get there. It will also help them make cost effective labor management decisions, a key factor to the continued success of any firm.

According to CNNMoney.com, Nugget Market “has been able to avoid layoffs through careful job placement and shrewd labor management.” Nugget Market’s shrewd labor strategies include not replacing employees who leave by choice and allowing neighboring stores to share employees. Law firms can adapt this strategy as well. When an attorney, paralegal or other staff member leaves the firm, carefully consider redistributing their work instead of automatically hiring a replacement. For example, can their cases and duties be reassigned to one or more of your remaining employees, even if the employee is in another department? Can some of their work be “put on hold”? If you need to replace the employee, do you need to replace them with a full time employee? Using a contract attorney or paralegal may be a better solution.

Several of the nine companies were cited for their fiscal responsibility. A key factor to surviving in a lean economy is to have a lean operation. Lean, by definition, means to have little or no fat. Removing the “fat” from a law firm’s operation may include, reducing or eliminating bonuses, spending money on what the firm “needs” and not on what the firm “wants”, and minimizing overhead.

Law firms often have a narrow definition of the word partner. It is usually reserved for attorneys who have achieved a certain level of performance and tenure. However, firms should not overlook that all employees, including paralegals and other staff, can be invaluable “partners” in the operation of the law firm. Companies like Aflac and The Container Store have programs in place to solicit and implement employee suggestions. Have you asked your associates, paralegals and staff for ways to keep the clients you have, gain new clients, and save money?

If you would like to read more about the companies mentioned, the article can be found at http://money.cnn.com/galleries/2009/fortune/0901/gallery.no_layoffs.fortune/index.html If you would like more ideas for ways to use contract labor, trim the fat from you operation, or partnering with employees, check back for upcoming blogs or contact me directly for a free 30 minute consultation. http://claservicesbykm.com/contact.aspx

A little bit about myself

In May 2000 I was at a professional crossroad. I absolutely hated my job and the company I worked for, it soured me on the whole engineering profession. So I quit my job to go to school to become a paralegal. I am fascinated by the law, in fact at one time I even wanted to be an attorney. I was all set to start classes but fate stepped in, I got pregnant instead. Fast forward 5+ years and I found myself at another crossroad. This time I found the Center for Professional Studies at UTSA and their on-line paralegal program . The on-line program allowed me to maintain a home-school balance that a classroom based program couldn’t offer. After school I took some time off to get settled in our new home before I took and passed the Certified Legal Assistant’s exam.

Going virtual

While I was still taking my paralegal classes, I started part-time at a small law firm. Returning to the working world, even part time, was a constant struggle between family and employer. They both wanted more of my time. Since family is and always will be my first priority, I left the firm to start my own business as a virtual legal assistant.

What is this blog all about?

Karen’s Blog is my way to share what I know about business and the practice of law. My mission, if you call it that, is to help solo attorneys and small firms provide excellent representation at an affordable price. My future blogs will cover ways for firms to survive in a bad economy, how to use a virtual assistant, and whatever else seems appropriate. If you have ideas, questions, suggestions, etc. I’d love to hear them.