COPY2CONTACT TRACK YOUR TIME LIFE OF THE LAWYER 1/15/2013

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1 LIFE OF THE LAWYER COPY2CONTACT The quintessential Outlook utility Highlight contact info in any program and with one click, turn it into a contact entry in Outlook amazing! TRACK YOUR TIME 1

2 ENTER YOUR OWN TIME Get rid of all of the proofing, reproofing and delays Enter your own time for billing in your software application yourself. MANAGE YOUR INCOMING! Set policies for voic , visitors, office meetings and other interactions for info gathering Improve existing systems and procedures Make a rule of handling information in the most professional and efficient way possible no exceptions Test your management with test interruptions BUYERZONE.COM Objective information and reviews for products and services for small businesses, including: Office equipment Furniture 401K Payroll services Tractors 2

3 DELEGATE WITH DEADLINES DIY Smartphone Security Tape business cards to the back of all mobile phones, ipads and laptop computers. Write reward for return of lost on them. Or put a message on your lock screen with your contact information. PLAN RESPONSES TO CRISES Know how you work Manage crisis situations before they happen Plan ahead especially for deadlines Use structured techniques like timed work and rest periods to be more productive 3

4 CONVERT DOCUMENTS KNOW THYSELF DROPBOX Dropbox is a free service that lets you bring all your photos, docs, and videos anywhere. Automatically synchronize to all your computers, phones and even the Dropbox website. 4

5 MAPCRUNCH Get away with Google s MapCrunch Pretend you need a vacation, you ve dropped everything, boarded a plane and now you re here OR here OR here! MARKET CONVENIENCE Make your offices and services convenient for your intended market Office location Retail hours House calls Free no hassle parking Web based intake forms Collaboration technologies BACKUP WEB 5

6 SEND TEXTS VIA Type the user s cell phone number with one of these domains: Verizon Mobile address <number>@vtext.com AT&T Mobile address <number>@txt.att.net Sprint Mobile address <number>@message.sprintpcs.com T Mobile address <number>@tmomail.net SIGN WITH MEANING Signature blocks can be used for more than just signing off. Use customized signatures to create quick replies to commonly answered items. WRITE A FIRM COOKBOOK 6

7 TRY CHECKLISTS CREATE YOUR OWN QR CODE Use on business cards, marketing materials or to disseminate presentation materials to others with ease Go to Google s URL Shortener web page at and sign into your Google account CREATE YOUR OWN QR CODE Paste the URL you wish to convert to a QR code Click on Details. Copy the QR code to any application. 7

8 GO FOR PAPERLESS Reducing paper can help you save time and operate more efficiently Consider Going Green to help the environment, too! TAKE TIME FOR YOU GET A RESPONSE TO 8

9 QUICK PARTS (1) Select text you want to save Choose the Insert tab & you ll see the Quick Parts in the text group Name it and Save QUICK PARTS (2) 1. In your Word document, position the cursor where you want to place the saved Quick Part text. 2. Click the insert tab. 3. Click Quick Parts. Inserting a saved Quick Part QUICK PARTS (3) Choose AutoText and select the entry you want from the gallery or Type the first few letters of the Quick Part name and hit F3 9

10 TRAIN UP One of the most egregious productivity mistakes ever! Take serious time for training Options for Technology Training Bar Association training events ABA Chicago Bar Practice Management Advisors Lynda.com ( LearnKey ( MY FAVORITE IPADAPPS Noteability Zite Dropbox Fastcase Keynote Jibbigo Pocket JotNot Pro Trial Pad Skype MEETING WIZARD 10

11 SIMPLER DOCUMENT ASSEMBLY Installs as MS Word Plug in Easy insertion via tool bar Free version $89.00 Pro version TheFormTool.com EXPAND AND ABBREVIATE Don t forget QuickParts, AutoCorrect, and other text expansion features Help you to quickly add in commonly used text and information Don t use abbreviations that equal an actual or near actual word or term you use GOOGLE PLACES 11

12 COPYWRITING FOR THE WEB DON T GET SCAMMED Looks like a legitimate case Get a large cashier s check in rather easily Followed by increasingly agitated requests to wire out the funds Don t believe bank officials who say it is good unless in writing Deposit for collection to be safe (small fee) SEARCH AND SORT Sort the columns you want by first choosing fields Then sort (ascending and descending) to find information more readily Make use of Libraries and other options in Windows 7 12

13 DESKTOP CHECKDEPOSITS From your desktop via Desktop Now From your smartphone via apps from Bank of America, Chase, and more. EAT A FROG FOR BREAKFAST BLUETOOTH YOUR CAR 1. Universal Bluetooth kits Visor clip. May not mute stereo 2. Stereo specific Bluetooth Adapters made to work with same brand stereo 3. Stereos with Bluetooth built in $ Tutorial from Crutchfield.com at 13

14 REVAMP YOURDICTATION Use Dragon Naturally Speaking (Professional Edition) to draft documents and e mail. Upgrade to digital dictation service Use your smartphone SpeakWrite ( QuickScribe ( FORGET THE ATTACHMENT? Microsoft Forgotten Attachment Detector Free from MS Office Labs Works with Office 2007 and 2010 In Beta TAKE NOTES 14

15 BIT.LY MORE THAN SHORT LINKS ASSEMBLE DOCS IN THEPM Quickly pull information out of the system for use on labels, in letters, on envelopes, etc. Use assembly functions to help quickly build address labels, lists for reports and more complex document sets. Saves a lot of time for you and your staff. HEALTHY ENVIRONMENT Poor lighting = eyestrain Excess noise = distraction/frustration Poorly positioned computer = trouble Bad office chair = bad back and neck Uncluttered office = ready for business Add a water cooler for even better health 15

16 MANAGE SOCIAL MEDIA OUTSOURCING OPTIONS Live Phone Answering from Portland Oregon; Live Call Transfer to wherever you are; Customized Call handling; Temporary call instructions (going to a deposition); Messages delivered via and text Ruby confirms appointments; Track Usage; Use RUBY: All the time, sometimes, after hours, for overflow. AUTOMATE TIME & BILLING Use legal specific time billing and accounting systems to make drafting bills for clients easier. Helps with capturing more time to making more money Consider an outside service for assistance 16

17 USE DUAL MONITORS REDUCE DISTRACTION SCAN WITH YOUR PHONE JotNot Scanner Pro $1.99 Scanner Pro from Readdle $

18 MOBILE SYNCHFASTCASE SET GOOGLE ALERTS Get alerts for: Your name Important clients Client industries Competitors Legal topics & cases AROMATHERAPY 18

19 FIND YOUR LAPTOP Lojack If lost or stolen, Lojack tracks down and disables or destroys computer data -$50 annual fee Prey installs a tiny agent in PC or phone, which silently waits for a remote signal to wake up and contact you or take other actions. Prey is free from PreyProject.com (Now there is also a paid Pro version.) PHONE SYNCHING Synch phone to your calendar and contacts More detailed timekeeping and case record information now accessible via synch Popular synch scheme is from a practice manager to Microsoft Outlook to the smart phone LMGTFY.COM 19

20 STAY HEALTHY FREE FILE CONVERSION Link is e mailed to you Download converted file Great for saving YouTube Videos to your computer to avoid buffering delay. CATEGORIES AND FLAGS Flags give Outlook users the ability to categorize e mails that require action. Users can sort and search by Flags Categories can be set and used to color code e mail into useful groupings 20