Getting from Here to There - Improving How Computers Work for You

by Terri Olson

Let's say you admit that WordPerfect 5.1 on your non-networked 286s is just a tad behind the times. You agree that you wouldn't know where the on switch was if your life depended on it, and your secretary is not much better. How do you get from where you are to being, if not a computer guru, at least one of the functionally literate?

One of the best decisions you can make is subscribing to a magazine that covers computer topics specifically of interest to lawyers. While there are some excellent periodicals out there, like PC Magazine, Computer Shopper and InfoWorld, and I recommend them highly as background reading for purchasing new hardware, networking or utilities, these do not focus on the applications that lawyers use every day, nor the contexts in which the lawyers use them. A magazine like Law Office Computing (published by James Publishing) or Law Practice Management (offered to members of the ABA's LPM section or available through the ABA by separate subscription) can be much more valuable. In these you will find shootouts of popular case management programs, reviews of specialty software in bankruptcy or real estate, articles on networking, use of Macs in the law firm, Internet research—the list goes on and on. While Law Practice Management also covers general issues on management and administration of law practice, at least several issues a year focus on technology.

By doing your homework you will be much less vulnerable to proposals from computer salespeople who are not looking out for your best interests. Reading these periodicals will make you more knowledgeable about the vast assortment of software solutions out there for your firm. I have seen proposals that ranged from designing a program from scratch to installing a $60,000 UNIX-based package submitted to a three-person firm that wanted new time and billing software. Small firm billing software is available for as little as $200-$300 dollars! Obviously, knowledge is the best defense.

The State Bar's Law Practice Management Program is also happy to review any bids for installation of new equipment that your firm receives. We can consult with you to determine what your needs are and whether the proposal you have in hand is a good match for those needs. In addition, we can provide you with reviews and recommendations for software.

But fancy new equipment is worthless if you don't know how to use it. Fortunately, numerous resources exist for providing you and your staff with training in your operating environment and applications software. Unless you are already extremely comfortable with your PC, I suggest that you begin by familiarizing yourself with the Windows 95 or 98 operating system. Almost any city large enough to have a community college will have regular computer instruction classes. Usually, a one-time class is sufficient for each person in the office who will be expected to use a computer. In the larger cities, training may be available through CompUSA, ExecuTrain, or New Horizons as well.

You also need to provide training for yourself and your employees on commonly used applications, such as word processing, e-mail, or network calendaring. Again, classes in WordPerfect, Word or Outlook are easy to find at colleges and training centers. Expect at least one or two full days in training at a cost of at least several hundred dollars a day. I also highly recommend getting a private instructor to come into the law firm and train individuals on the specific features that they are most interested in learning about; the only downside to this (aside from the scarcity of such trainers) is the expense, which may be $100 or more an hour.

If this runs you over budget, you might want to consider training videotapes from a reputable company such as the LearnKey Corporation (1-800-865-0165). While not as effective for training purposes as one-on-one or classroom instruction, they are informative and inexpensive (generally $60 or so a tape). Even firms that send staff to classes may want to invest in a tape library, for the simple reason that tapes can be referred to over and over again as the need arises.

But what about applications for which you can't find classes or tapes? Many law office specific programs, such as your real estate closing, case management, or billing software, may be sold by a small company that markets to only a few hundred or a few thousand firms. Under those circumstances, you obviously won't find a class at CompUSA, so what do you do? Generally your only real option is to hire a certified trainer or consultant who is approved by the company (or may even be an employee of the company) to train people on its software. These trainers usually have a high level of competency in the product, but again, they may be expensive. Any software vendor should be able to provide you with a list of certified consultants.

Some companies—billing vendors Alumni and Juris, and case management vendor Chesapeake Interlink for example—will hold training at the company headquarters. You must, of course, pay for travel in addition to a training fee, but you will have the opportunity to meet and compare notes with dozens of other users of your program. Later, you can contact them directly for help and advice.

Such individualized training, although expensive, is well worth the investment in the long run. If your bookkeeper discovers a way of formatting bills that keeps you from having to print cover letters in WordPerfect, you will have saved dozens of staff hours over the course of a year—far more valuable than the hundreds you may have paid for training. And the more training staff get, the more comfortable they are with each successive application you purchase. As their comfort level rises, they may be able to rely more and more on the written manuals or on-line help that comes with the program instead of direct tutoring. And if you participate in the training yourself, you'll finally be able to print a letter if your secretary is out sick!

This article was originally published in the Georgia Bar Journal, April 1999, Vol. 4 No. 5