Software solutions-- Why all lawyers need a practice management system

By Roberta M. Gubbins Legal News Technology is wonderful when it works, however, as Kris Krol discovered when her Mac computer could not speak to the display equipment at the State Bar in Lansing, sometimes it is necessary to use old-fashioned words. "I understand that Mac's talk to everything except the State Bar's equipment," she said launching into her discussion of the practice management software available to lawyers for the Ingham County Bar Association Luncheon Lecture held recently at the State Bar building in Lansing. Software programs can manage contact information. "I want to track all kinds of demographics about my clients, opposing counsel, and the judge using Time Matters software," she said. The information can be used to easily find conflicts. "I can check to see if anyone comes close to the name" of the potential client. "Client records can be kept current in Time Matters, a software program that allows everyone in the office access. It is a benefit of being centralized--each person working on the file can be quickly identified." Marketing can be managed with categories such as current, past or potential client, opposing counsel, judges, personal, and witnesses. Marketing materials can thus be targeted to those categories. "Everything you keep on a matter is centralized with this software," Krol said. "This makes a paperless office attainable for everyone. I keep all my notes in the database. It is possible to keep tasks and email in the files. Emails can be retained in Outlook and in Time Matters. "Billing is easier--it is possible to set the forms up to have a timer going when you pull up the form and work on it." Time spent is stored to be used in billing. Calendar management is easier with a software program. For example, when a matter is entered, it is possible to create a chain of events such as date for response, the statute of limitations, court dates, and deadlines. If a date gets changed, the reminders are changed also. "You can set up reminders to appear on the date when you open the program." When a trial date is entered, a trigger will prompt the creation of a letter to the client and "can lead to all the steps that need to be done." The program allows for "alerts," which is a to-do list that includes "today's events, three days down the road and past due tasks," making it easier to keep from missing due dates, Krol said. Kris Krol is an attorney in private practice in Lansing. Since 1998, she has increased her knowledge about the "business" of practicing of law. Using software, she became a paperless office. Krol is certified in LexisNexis, Inc. Time Matters software. Her consulting practice, Michigan Legal Technology Solutions, or MI Legal Tech, assists other attorneys who have a desire to increase their profitability and productivity through the efficient use of technology. Published: Mon, Feb 22, 2010

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