Management for Lawyers By Barron K. Henley Affinity Consulting Group, LLC Columbus, Ohio. Submitted by

Transcription

1 27 THE AMERICAN LAW INSTITUTE Continuing Legal Education Management for Lawyers: How to Tame the Monster January 22, 2016 Telephone Seminar/Audio Webcast Management for Lawyers By Barron K. Henley Affinity Consulting Group, LLC Columbus, Ohio Submitted by Bill Jawitz SuccessTrackESQ Milford, Connecticut Used by permission, in affiliation with Affinity Consulting Group, LLC 2012 Affinity Consulting Group, LLC

2 28 Management for Lawyers I. Overload... 1 II. Main Problems... 1 A. Torrent of Interruptions Interruption Survey Other Questions To Ask Yourself... 2 B. Storage... 2 C. Too Much Legitimate To Deal With Effectively... 2 D. No Expectation of Privacy... 2 E. Spam Getting Through... 3 F. Are You Using Outlook Effectively?... 3 III. Storage... 3 A. Main Storage Problems Disorganization Storage Space Limitations No One Else Can See Your But You Difficulties Searching... 3 B. Start By Organizing Outlook How To Set Up a New Folder Outlook Rules Sample Rule - Delay Sent Mail By One Minute Sample Rule - Keep Track of Delegated C. Outlook Add-On Programs To Help You Sort and Store Your SpeedFiler by Claritude SimplyFile by TechHit Xobni QuickFile4Outlook - Lawyers Edition... 7 D. Archiving Old Outlook Turn AutoArchive On or Off Control the Archive Settings of a Specific Folder... 8 E. Saving Messages Outside of Outlook Saving As A Document Saving By Dragging Into a Windows Explorer Folder Saving With Document Management Programs (DMS) Worldox Example...10 a. Save From Within Outlook - Drag and Drop b. Save From Within Outlook Using Worldox - Copy or Move Buttons c. Save From Within Worldox Saving Using a Case/Practice Management Program...12 Page 1

3 29 6. Amicus Attorney Example Saving as PDF Files...14 a. Acrobat - Creating PDFs from Individual s or Entire Folders b. Acrobat - Adding Subsequent s to Existing PDFs c. Acrobat - Note About PDF Packages d. Acrobat - Automatic Archival e. Saving PDFs Without Acrobat F. Storage Tips Store With Other Related Files Delete or Archive Once Stored Always Separately Save Attached Documents Stop Copying and Pasting Stop Printing G. Benefits of Storing Outside of Outlook No Worry About Storage Limitations Everyone Else Can Find Them Too Searchable Like All Other Documents...17 IV. Dealing With The Overload - Your Game Plan A. Deal with at Set Times B. Turn Off Outlook's Notifications About C. Treat Inbox like you U.S. Mail Box Keep it Empty! D. Delete Whatever You Can Immediately! E. If You Can Deal With It In Under 3 Minutes, Do It Now F. Delegate If Appropriate G. Delay If Necessary H. Outlook Techniques Which Will Help See More In One Screen...21 a. Turn Off Viewing Pane b. Turn Off Date Grouping Quickly Convert to Appointments or Tasks Tasks in Outlook Use Outlook 2007/10 Categories...23 V. Other Outlook Tips and Tricks A. Fix Outlook's Fonts B. Create Contacts from C. Right-Click for All Possible Options D. Rules Creating Flags and Alerts E. Out of Office Assistant F. Saving Attachments to Page 2

4 30 1. One At A Time In Bulk...25 G. Set up your Signature Block: H. Distribution Lists (Outlook 2007)/Contact Groups (Outlook 2010) I. Find Contacts Super-Fast J. Edit The Auto-Complete List K. Use Rules and Alerts L. Mailbox Cleanup M. Advanced Search Capability N. Quick Search in Outlook O. Junk Mail Settings P. Block Senders Q. Flags R. Make Outlook Show You Names Last Name First S. Default Outlook To Your Contacts Address Book VI. General Tips and Netiquette: A. Spelling and Grammar B. Don t Be Rude C. Never Send an Angry D. Use a Subject Line E. Don t Put the Whole Message In the Subject Line F. Is Often Misinterpreted G. Beware of Forwarding H. Be Cautious About Blind Copying I. Avoid Large Attachments J. Only Copy People Who NEED To See It K. Don t Forward Junk L. No Caps M. Don't Forward Virus Warnings VII. Encryption A. To Encrypt or Not to Encrypt? B. Comment 17 to the ABA Model Rule C. Opinions Regarding Requirement to Encrypt Page 3

5 31 D. Is There A Duty to Do More? E. Best Practices F. Retracting Sent s G. Encryption Options VIII. Ethical and Malpractice Considerations IX. Metadata Pitfall A. Metadata Example The Bad News The Good News...37 B. Metadata Is it really a Nightmare What is Metadata? Why Have Metadata If It Is So Bad?...39 C. What You Can Do About Metadata Learn the Security Settings within Microsoft Word 2003 or Prior Download Microsoft s Free Metadata Removal Tool for Word Learn The Security Settings in Word 2007 & Learn About Tracked Changes in Word Use a Metadata Remover Exchange PDF Documents...42 D. WordPerfect Also Contains Meta Data X. Spam A. Software for your Desktop Computer B. Challenge/Response SPAM Avoidance Systems C. Spam Screening Services D. Spam Appliances XI. Keeping Information Safe from Disaster, Accidental Loss, Theft, Viruses and Malicious Intruders A. ABA Model Rule B. Opinions Regarding Safeguarding Data C. Steps You Should Take Page 4