Personal Digital Assistants for
Lawyers:
Eliminating the Information Archipelago
Lawyers have been using Personal Digital Assistants (PDAs),
such as Palm® and Windows CE®
devices, for several years now, mostly to keep track of
their own calendars and contacts, and in some cases to
follow stock prices or to play games. (A PDA is loosely
defined as a small mobile computing device that stores
information normally found in personal information
management ("PIM") software, such as a contact list,
calendar, memos, etc.) Invariably, there was no
relationship between the PDA and the applications the law
firm used to process its legal work, such as the billing
system, calendar, tickler system, or the Rolodex®
on each person’s desk. Each lawyer was an information
island unto himself. All of the information in the
lawyers’ PDAs formed an "information archipelago," a
string of information islands, with no sharing of the
information.
Recently, however, two developments have taken place to
make PDAs an integral part of many law firms’ standard
technological tool kits: the synchronization of PDAs with
law practice management systems, and the increasing
functionality of the devices themselves.
Synchronization of PDAs with Law
Practice Management Systems:
Because the leading law practice management programs,
such as Time Matters®, Amicus Attorney®,
PracticeMaster®, Abacus Law®, and
ProLaw®, have synchronization with Palm devices
(and in some cases with Windows CE devices) built in, PDAs
have become an extension of the lawyer’s desktop. Practice
management programs manage client and other contact
information, calendars, to do lists, file notes,
documents, e-mail, and all the other minutiae that
accumulates in a law practice. Although the extent of this
synchronization varies among the different programs,
generally speaking, a lawyer can enter or change
information in the PDA, and then synchronize it with the
law firm’s practice management system, and vice-versa.
For example, a lawyer at a pretrial conference might
need to change a trial date. The PDA shows her up-to-date
calendar, so she can check it and make the change to an
open date. She can also add the client’s cell phone number
to the PDA’s contact information, and enter a reminder to
revise her answers to interrogatories. Meanwhile, back at
the office, one staff member has entered three new
appointments and others have added two new clients’ names
and contact information into the practice management
system.
When the lawyer returns to the office, she places the
PDA into its cradle and presses the synchronization
button. All of the changes she made are transferred to the
firm’s practice management system, and all of the changes
made to the firm’s practice management system in her
absence (at least those which she wants on her PDA) are
transferred to her PDA. In addition, the information in
the practice management system can be synchronized with
laptop computers or among multiple offices.
With everyone’s up-to-date schedule available with the
push of a button, it is much easier, faster, and more
efficient to schedule conferences, depositions, and other
meetings. No longer do you have to contend with trying to
schedule attorneys who are not in the office and have
their only up-to-date calendar with them. A supervising
attorney can see everything on the to do list of the
attorneys she is supervising, or can see a list of all the
to do’s for a particular case.
By synchronizing with the firm’s practice management
system, no longer do many people have to enter the same
information into a variety of PDAs, Rolodex®
cards, paper calendars and to do lists, etc. Information
is entered only once, then re-used for many different
purposes.
Increasing Functionality of PDAs:
PDAs have become more functional, combining the
traditional features of a PIM with the features
traditionally found in pagers, and wireless e-mail and Web
devices. Instead of carrying a mobile phone, pager,
wireless e-mail device (such as a RIM Blackberry®,
www.rim.net), and a traditional PDA with a cellular modem
for Web access, all of these features are available in
fewer devices. Some phones have paging and Web access
built into them.
The most intriguing permutation of this "less is more"
philosophy is the Kyocera SmartPhone (http://www.kyocera-wireless.com/),
a tri-mode mobile phone with a Palm device built into it,
which I purchased several months ago. My service provider
includes e-mail and Web access with the cost of the phone
and one-year service contract with the same rates as its
other mobile phones. Instead of carrying several devices,
I have one device that is slightly larger than my previous
mobile phone, but I do not have to carry a pager, a
separate PDA, or a wireless e-mail or Web device. The
display area is slightly smaller than my old PDA (a
Handspring Visor®), but the SmartPhone’s font
size is variable, which mitigates this shortcoming to some
extent. Making the display larger would make the whole
device larger, which would be a bigger shortcoming for
many users.
The PIM features of the Palm are integrated with the
mobile phone, so you can search for anyone in your firm’s
practice management system by writing the person’s name
with the Palm’s stylus, and tapping the person’s phone
number. The phone then dials the number. It has the
standard range of features found on most high-end mobile
phones, including voice dialing, in which you record the
names of the people you call most frequently so that you
can dial their numbers just by speaking their names.
Making calls with voice dialing while driving is much
safer and easier than trying to look up the number and
then dialing it.
With just the SmartPhone, you can synchronize not only
your contacts, calendar, and to do information, but you
can also enter notes, which you can later link to the
related case. The Palm and Windows CE synchronization with
most practice management systems do not include case
information because the Palm synchronization program was
not written with law firms, which store information on a
case-centric basis, in mind. One exception is the Palm
application from Software Technology, Inc. (www.stilegal.com)
that integrates with its PracticeMaster case management
system. STI has written its own Palm application, which
will synchronize a wide variety of information stored in
the PracticeMaster program, including case information and
time keeping entries, with any Palm device. Look for other
multi-functions devices to be introduced in the near
future.
Implementing PDAs Firm-Wide:
How do you get your law firm to start using all of
these great functions? First of all, keep in mind that a
PDA is a tool just like any other tool you use to help you
practice law. Look at how it fits into your firm’s
practice management system and culture. It should conform
to the practice management system, not vice-versa.
To get the most benefit from a PDA, it needs to be
linked to the information in your practice management
system. What, you have no practice management system? Then
you should investigate the benefits of having all of the
important information in your firm’s files in your
computer system so that you only have to enter information
once, and then re-use it for many different purposes,
e.g., billing system information, retainer letter,
calendar and to do entries, routine letters and pleadings,
etc.
Evaluate the leading practice management systems, and
decide which one best suits your firm’s needs. Make sure
it synchronizes the information you need to share. Not all
firms have the same needs. For example, not all programs
synchronize the information in multiple offices.
Standardize on one system, so that everyone is on the same
page and all of your information can be shared among all
of those in the firm with the appropriate security level.
Speaking of security, keep in mind that it is very easy
to lose a PDA, and that all of the information in it may
fall into the wrong hands. Determine what type of
information you want to store on the PDA (perhaps name and
address, but not sensitive information), and what kind of
security to set up on the PDA, e.g., user ID and password.
PDAs are time-saving devices. The less time spent doing
administrative tasks, e.g., manually entering information
into the PDA that has already been entered into the firm’s
billing system, the more time the attorney has to perform
billable work. Provide all attorneys with a PDA that meets
their needs. The firm does not have to standardize on a
particular device, as long as each device chosen
synchronizes with the firm’s practice management system.
Some lawyers will make extensive use of all of the
available functions, and can benefit from the high-end
integrated Palm phone devices. For others, a
multi-function device might be too confusing, and
therefore might not be used at all.
Show your users how these devices will save them time
and effort. Without giving lawyers a very good reason to
learn something new, you will likely not obtain widespread
use of any technology. In addition to practice management
system functions, PDAs can be used to enter time into a
billing system, store Word® or WordPerfect®
documents to review at a later date when a computer is not
available, and even retrieve the latest movie listings and
weather in your area (www.avantgo.com). For lawyers who
cannot or will not learn how to enter information into a
Palm using the Graffiti® shorthand, palm-sized
fold-up keyboards are available.
Provide training on whichever devices are provided to
the attorneys so they make full use of the features that
will make them more efficient and productive. Make your
help desk available to answer questions and solve
problems, or provide the vendor’s technical support
contact information if you do not have a help desk.
PDAs are quickly becoming an integral part of a law
firm’s ability to enable its attorneys to access
information immediately, anytime, anywhere; to be more
responsive to their clients’ needs; and to practice more
efficiently, productively, and profitably. Proper planning
and implementation is crucial to making this technology
work for you, as it is with any new technology.
Robert S. McNeill practiced law for 15 years, is a
former chair of the Maryland State Bar Association Law
Practice Management Section, and for the past five years
has been helping law firms leverage technology to provide
higher quality legal services to their clients more
economically. You can reach him at The McNeill Group,
Ltd., 301-502-7209,
Bob@McNeillGroup.org.
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