Helpful Hints for the Law OfficeOfficePresented by

Professional Liability Fund

1.5 General or Practical Skills MCLE Credit

*Credit Calculation:One (1) MCLE credit may be claimed for each sixty (60) minutes of actual participation. Do not include registration, introductions, business meetings and programs less than 30 minutes. MCLE credits may not be claimed for any activity that has not been accredited by the MCLE Administrator. If the program has not been accredited by the MCLE Administrator, you must submit a Group CLE Activity Accreditation application (See MCLE Form 2.) Caveat: If the actual program length is less than the credit hours approved, Bar members are responsible for making the appropriate adjustments in their compliance reports. Adjustments must also be made for late arrival, early departure or other periods of absence or non-participation.

06/10:MCLE1

Name: Bar Number:

Sponsor of CLE Activity:

Title of CLE Activity:

Date: Location:

❑ Activity has been accredited bythe Oregon State Bar for the following credit:

____ General or Pract. Skills

____ Prof Resp-Ethics

____ Access to Justice

____ Child Abuse Rep.

____ Practical Skills

____ Pers. Management

Assistance

❑ Full Credit. I attended the entire program and the total of authorized credits are:

____ General

____ Prof Resp-Ethics

____ Access to Justice

____ Child Abuse Rep.

____ Practical Skills

____ Pers. Management

Assistance

❑ Partial Credit. I attended _________ hours of the program and am entitled to the following credits*:

____ General

____ Prof Resp-Ethics

____ Access to Justice

____ Child Abuse Rep.

____ Practical Skills

____ Pers. Management

Assistance

MCLE FORM 1: Recordkeeping Form (Do Not Return This Form to the Bar)Instructions:Pursuant to MCLE Rule 7.2, every active member shall maintain records of participation in accredited CLE activities. You may wish to use this form to record your CLE activities, attaching it to a copy of the program brochure or other information regarding the CLE activity.

Do not return this form to the Oregon State Bar. This is to be retained in your own MCLE file.

Helpful Hints for the Law Office

Presented byProfessional Liability FundProfessional Liability Fund

Effortlessly Zap Spam

Draft Bills Clients Want to Pay

• Status Report• Perfectly Accurate

Add Tabs

http://tinyurl.com/6ej2f9w

Bill Like Clockwork

• Bill on a Regular Basis• Do Not Surprise the Client• Detail, detail, detail

Sign Documents

http://tinyurl.com/alssv5g

Sign and fill any document including: PDF, Word / Excel / PowerPoint, TEXT/RTF, HTML, JPEG/PNG/BMP)

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Quick Switch• Hold down Alt key• Press the Tab key• Displays all open applications

Virtual Receptionist

http://www.qualityansweringservice.com

http://www.callruby.com

http://www.receptionist.org/

Use a QR Code• Go to www.vizability.com• Fill in the blanks• Download the JPG file• Print on the back of yourPrint on the back of your

business card

www.qrstuff.com

Use Credit Cards

Essential Keyboard Shortcuts• CTRL + 1 single space• CTRL + 2 double space• CTRL + 5 1.5 space• CTRL + A select entire document• CTRL + A select entire document

Dictate on the Go

www.speakwrite.com

2

E-Mail Alert• From social media sites• Attachments• Links

S l fi ti• Sales confirmations• Ask for personal information

Get Rid of the Yellow Tablet

Microsoft OneNote

Save Telephone Time• Prepare outline• Explain purpose• E-mail details

S• Set limits• Schedule follow-up call

Help! My Computer Stopped!• Reboot• Check power supply• Check network cable• Copy error messageCopy error message• Describe the problem• Tell the truth

Need Extra File Space?

http://www.viksoe.dk/gmail/

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3/25/2013

Keep It Ticking• Buy only business grade• Keep them clean• Use a UPS• Check the office environment• Check the office environment• Buy for the future• Upgrade/replace

Encrypt Your DropBox Data

http://www.appsense.com/labs/data-locker

http://www.truecrypt.org/downloads

“How To” for Microsoft Office

www.legalofficeguru.com

The 4 Ds to Tame Your Inbox

• Delete It• Do ItDo It• Delegate It• Defer It

Online Storage of Client Files• Vet the vendor• Review terms of service• Ask questions

Thi i t “ t it d f t it”• This is not “set it and forget it”

Formal Opinion 2011-188”

Keep Your Receipts

www.onereceipt.com

4

Remove Metadata

• Word Processing Tools• Acrobat and Third Party Apps• Print to PDF

Formal Opinion 2011-187

Easy Document Assembly

www.theformtool.com

Manage Time Better• Use the Pomodoro Technique

– Pick a task– Set timer for 25 minutes– Start working

T k 5 i t b k– Take 5 minute break– Repeat– Every 4 cycles, take a 25-minute break

A Mouse That ScansLG LSM-100 Mouse/Scanner

EASY PARAGRAPH NUMBERING

http://snapdone.com/snapnumbers/

Need a New Server?

http://tinyurl.com/743ykrs

5

Find Your Lost Phone Add a Blue Tooth Speaker

www.jabra.com http://bitsy.me/5xy

Use Paste Special• Word or WordPerfect

– Highlight text– CTRL+C to copy– Go to new location and click Edit– Choose Paste Special– Select “Unformatted Text”

Create an Elevator Speech

www.alumni.hbs.edu/careers/pitch/

Fastcase® on the Go• Synch cases from OSB Fastcase

– Free, search library– Keyword/natural language/citation– Statutes

M t l t fi t– Most relevant first– Customizable– Display number of citing cases

Free Passwords!• Fill out the form at

– www.freepasswordgenerator.com– Indicate symbols to use– Indicate lengthIndicate length– Press “Generate”

6

How Strong Is Your Password?

www.passwordmeter.com

Complete Tasks Faster• Pick a tool and methodology• Keep it visible• Create tasks from email• PrioritizePrioritize• Due dates• Daily reality check

Anti Theft Lunch Bag

Thinkofthe.com

Darik’s Boot and Nuke

http://dban.sourceforge.net/

Don’t Shock Your Clients

Draft a Budget for Every CaseDraft a Budget for Every Case

Permanently Delete Emails

7

Name Folders To Appear First• Add an underline (“__”) first• Sort folders by name

• _Forms• _Invoices_• Clients• Finances

Talk 10%, Listen 90%

ICE On Your Cell

• “In Case of Emergency”– Helps contact the right person– ICE1 – first person to call

ICE2 second person to call– ICE2 – second person to call

Get Your Own Domain Name

Keep Digital Data Digital• Don’t print emails• Don’t print email attachments• Don’t print calendars

U f il i• Use fax email service• Store in matter-related folders

Electronic Banking

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Don’t Reveal Email Addresses

• Leave the TO blank• Leave the CC blank• Put addresses in BCC

Return Phone Calls Promptly

Contact UsPLF Practice Management Advisors

www.osbplf.org503-639-6911 - 800-452-1639

Beverly Michaelis beverlym@osbplf.orgSheila Blackford sheilab@osbplf.orgDee Crocker deec@osbplf.org

and confidential

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Metadata Removal Metadata can easily be removed using: WordPerfect Select File Save Without Metadata…. WordPerfect gives you the option to remove some or all of the items listed. Saving without metadata in WordPerfect creates a new file. The original file with metadata is preserved. Word 2007 Click the Office button, Choose Prepare, Then Inspect Document/Remove metadata. CAUTION: If you choose to inspect and remove “headers, footers, and watermarks” your headers & footers will be deleted. Best practice for Word users: Copy the document FIRST, “Manually” review headers and footers. Word 2010: Click on File, then under Info, locate “Check for Issues – Prepare for Sharing,” then Select Inspect Document. CAUTION: If you choose to inspect and remove “headers, footers, and watermarks” your headers & footers will be deleted. Best practice for Word users: Copy the document FIRST, “Manually” review headers and footers. Acrobat 9 Examine documents individually for metadata (Choose, Document, then Examine Document….) or set a preference to check all documents under Edit > Preferences > Document. Acrobat X Select Tools, then Protection. You can “Remove Hidden Information” (pick and choose which items to delete) or “Sanitize Document.” (removes all metadata). MAKE A COPY OF YOUR DOCUMENT FIRST AND EXPERIMENT, otherwise you may experience unintended results. Third party Apps Third party metadata removal tools include: Payne Group Metadata assistant, BEC Legal’s Meta Reveal, or Rapid Redact from rapidredact.com. Print to PDF The quickest, easiest way to create a PDF with no metadata is to print the word processing document to a PDF printer. If you have any PDF program installed on your computer, a PDF printer will be listed on your printer list. Simply choose the PDF printer and print. You will then be asked to name the new PDF document that is being created. No metadata or other information is saved with the PDF. The face of the document is simply used to create a PDF. For more information about metadata and metadata removal, order the *free* PLF CLE: Metadata: Complying with Oregon Formal Opinion 2011-187 at www.osbplf.org > Programs on CD/DVD (under the Loss Prevention heading).

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http://www.osbplf.org/

Name: Bar Number: Sponsor of CLE Activity: OSB Professional Liability FundTitle of CLE Activity: Helpful Hints for the Law OfficeDate: 6/13/2013Location: OSB Center, Tigard, Oregonthe Oregon State Bar for the: Onhours of the: General: 1.5Prof RespEthics: Access to Justice: Child Abuse Rep: Practical Skills: Pers Management: I attended the entire program and: OffGeneral_2: Prof RespEthics_2: Access to Justice_2: Child Abuse Rep_2: Practical Skills_2: Pers Management_2: I attended: OffGeneral_3: Prof RespEthics_3: Access to Justice_3: Child Abuse Rep_3: Practical Skills_3: Pers Management_3: