TechnoLawyer: SmallLaw

Coming today to SmallLaw: Don't tell Gadsden criminal and divorce lawyer Clark Stewart you need to work in a big city to have exciting cases. In this issue of SmallLaw, Clark turns in another fascinating account of his career in a small Alabama city. Today, you'll learn how to give an old computer new life with a modern Linux "distro" in just 30 minutes. Clark also reflects on opposing counsel and parties in divorce cases, and discusses how he landed the most significant case of his career. Also, don't miss the SmallLaw Pick of the Week to learn how many web sites your law firm should have.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Originally published on August 30 in our free SmallLaw newsletter. Instead of reading SmallLaw here after the fact, sign up now to receive future issues in realtime.

You've heard stories about hapless iPhone owners who thought their data was backed up despite never syncing their iPhone with their computer or iCloud. Before you snicker, we bet you haven't tapped the full potential of your iOS devices. In this issue of SmallLaw, lawyer and iOS expert Jeff Richardson provides little-known but powerful tips for Apple's Contacts, Reminders, and Notes apps. He also explains how you can use your iPhone to create and manage your usernames and passwords, and enter them into any web browser. Also, don't miss the SmallLaw Pick of the Week (newsletter only) for a buyer's guide to the best iPad keyboards.

IPHONE AND IPAD INFORMATION MANAGEMENT TIPS

Each day of law practice and life inundates us with small bits of information that we need to recall for later reference, but before you can remember one tidbit the next item shows up, followed by another one. Pick up your laundry tomorrow night. Buy travel-sized shaving cream at the pharmacy. Remember this phone number, this password, this person's name, etc. The information never seems to end.

Fortunately, your iPhone is always nearby, and excels at remembering all of the nitty, gritty details so that you don't need to burden yourself with memorization. In this issue of SmallLaw, I'll discuss apps and strategies to help you control this flood of information.

Information About People

You probably use the Contacts app to store a person's name, company name, email address, phone number, and other basic information. But if you tap the Edit button when viewing a contact and then choose Add Field, you will set that you can add many other useful fields.

For example, you can add a Phonetic First or Last Name to remember how to pronounce a person's name and avoid future embarrassment. You can also create a blank notes field with any kind of useful information about a person. I use the notes field to jot down the name and birth dates of children so that when I see someone again, I can remember that his son is "John" and is six years old. You might want to note interests, hobbies, favorite sports teams, etc.

Another field enables you to add a birthday to a contact, after which an entry will appear in Calendar with a small gift icon to remind you. Better yet, the powerful app Fantastical (which I use far more often than the built-in Calendar app) will calculate the math and display that it's Joe's 44th birthday.

The Reminders App and Siri

The iPhone's built-in Reminders app can remind you about specific tasks at a certain time or place. Launch the Reminders app, tap an empty line, jot down a few words about your task (like "Pick up hot dogs for Labor Day barbecue"), and then tap the arrow at the end of the line to remind you at a specific time (Saturday at 5 pm) or at a specific place (such as when you leave your office or when you arrive at a shopping center).

That's a great help, but what makes the Reminders app incredibly useful is the ability to use Siri to create reminders. You can dictate a reminder far faster than you can create one with your fingers. Activate Siri and simply talk to your iPhone. Say "Remind me to call Steve when I get to the office." Siri will ask which Steve, showing you a list of all of your contacts named Steve. Then whenever you next arrive at your office, Siri will remind you to place the call.

You can also tell Siri to "Remind me to go to the bank when I leave home" or "Remind me to start preparing for the Smith meeting at 2:30 on Thursday." All of this works a lot better than jotting down a reminder on cocktail napkin that you forget in your pants pocket, only to be seen again in a different form after going through the washing machine.

You can create different lists in the Reminders app. I recommend that you create one called "Grocery List." That way, in the future, you can simply tell Siri "Add milk to my grocery list." When you get to the store, look at the Grocery List in Reminders to see everything you wanted to remember to buy, including the items you haven't thought about since last Tuesday. You can also create date-specific lists. Tap on a specific date on the calendar in the Reminders app (e.g., Labor Day), and then add your tasks for that day.

All of the above also works on the iPad 3 or later and the iPad mini. In fact, if you have both an iPad and an iPhone, Reminders can keep your two devices in sync via Apple's free iCloud service.

The Notes App and Siri

The built-in Notes app is a simple but effective place to jot down quick notes on any topic that you can imagine. Like Reminders, it's much more powerful when you use Siri. Tell your iPhone or iPad, "Note that Suzie is arriving on Delta flight 456" and Siri will automatically create a new item in the Notes app with that text. Then you no longer need to worry about memorizing that flight number.

Usernames and Passwords

We all struggle to remember the endless usernames and passwords associated with our increasingly digital lives. A horrible "solution" is to use the same password everywhere; you don't want a hacker to gain access to one of your accounts and suddenly have access to all of them.

Rather than place sensitive passwords in the Notes app that any who picks up your iPhone can access, I recommend purchasing one of the many dedicated password apps such as LastPass, mSecure, or my favorite 1Password.

1Password remembers all of my passwords, includes a built-in web browser that can access a web site and enter my username and password automatically, and securely syncs with the web browsers on both my PC and Mac so that with a simple keystroke I can enter (or save) a password for every web site on any computer, iPad, and iPhone of mine. The app can also create complex, secure passwords that are impossible to guess and impervious to so-called dictionary attacks because they don't consist of English words. However, you never have to worry about memorizing or typing these long passwords because 1Password software handles that for you.

1Password can store more than just passwords. It has forms for remembering social security numbers, credit cards, software licenses, etc. I also love the secure notes feature because it provides a place to jot down private information protected under the lock and key of the 1Password app.

Jeff Richardson practices law in New Orleans and publishes iPhone J.D., the oldest and largest website for attorneys who use the iPhone and iPad.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, this newsletter provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Originally published on October 1 in our free SmallLaw newsletter. Instead of reading SmallLaw here after the fact, sign up now to receive future issues in realtime.

If you think you save money by not upgrading your smartphone every two years think again. In this issue of SmallLaw, TechnoLawyer publisher Neil Squillante explains the hidden cost of subsidized smartphones and two-year contracts. By following Neil's advice, you won't get suckered by the carriers. Neil also has advice for families, and for power users who want a new smartphone every year. Also, don't miss the SmallLaw Pick of the Week (newsletter only) for a new development regarding the ethics of using public WiFi hotspots.

GET SMART ABOUT YOUR SMARTPHONE CONTRACT

People often make unwise economic decisions not because they're stupid, but because they're too busy with their lives to analyze a situation. Ironically, lawyers also suffer from this syndrome. In this issue of SmallLaw, you'll learn how to avoid overpaying for your smartphone contract.

Before I begin, I acknowledge that T-Mobile and some mobile virtual network operators offer voice and data service without a contract or at least without as long of a contract. If these services work for you, then by all means get off the two-year contract treadmill. However, most of us agree to two-year contacts with AT&T, Sprint, or Verizon because they have the largest networks and widest select of smartphones (e.g., T-Mobile didnt offer the iPhone until this year) — and because of the psychological power of subsidized smartphones.

Why You Should Buy a New Smartphone Every Two Years

Many small firm lawyers and staff have tight budgets so it may seem presumptuous of me to tell you to buy a new smartphone every two years. However, even if you don't buy a new smartphone every two years, you still end up paying for one thanks to the way subsidization works.

Half of TechnoLawyer members use an iPhone so let's use the 16 GB iPhone 4s on Verizon to explain subsidization (the economics lesson below applies to other smartphones too though not as dramatically).

Two years ago in October 2011, you buy a 16 GB iPhone 4s for $200. Right?

Wrong! The actual cost of your iPhone is $650. That's how much Verizon pays Apple. Verizon is not a charity, which explains why you agree to a two-year contract. The $450 difference is a loan.

Over the next two years, you slowly pay Verizon the remaining $450 for your iPhone 4s after which you actually own your iPhone.

So far so good. But you then make a terrible economic decision — you continue using the same iPhone 4s after your contract expires.

If your monthly Verizon bill dropped by $18.75, this decision would be rational if you're on a tight budget and the iPhone 4s still serves you well.

The problem is that your monthly bill doesn't drop. It remains the same. This means you start paying Verizon another $450 for a new iPhone even though you don't actually have a new iPhone!

Now, if your contract expires in June, I can understand waiting two months because Apple ships a new iPhone every September. But once you get your contract to start in September, you should always buy a new iPhone every two years.

Not only will you have a much better iPhone, but you won't have to pay $200 up front for it, just the $450 baked into Verizon's monthly bills.

How so? Well, it involves two steps. First, you have to shell out $200 for your new 16 GB iPhone 5s. Second, you then resell your iPhone 4s on eBay for $200 or more. Remember, the original price of your iPhone 4s was $650. An enormous market exists for used iPhones since Apple doesn't officially support many carriers. Also, many people who cannot commit to a contract want an iPhone to use with prepaid plans or with WiFi only.

If you don't want to deal with the hassles of eBay, companies like Gazelle currently pay $160 to $170 for a functional iPhone 4s ($70 for a broken iPhone 4s). This means you actually pay just $30 to $40 up front for a new iPhone 5s. Your monthly bill remains the same as noted above.

So now that you understand iPhone economics, please don't make the mistake of failing to buy a new iPhone after your two-year contract expires. And again, now is the ideal time if your contract has expired because you'll align your contract expiration with Apple's iPhone release cycle.

I mentioned above that this same advice applies to other smartphones though not as dramatically. That's because other smartphones don't retain their value as well as an iPhone when you sell it after two years so you'll pay more up front for your new smartphone.

Additional Tips for Families and Power Users

If you and others in your household use smartphones, you should not only make sure you're on the same carrier but also take advantage of their shared plans. For example, after placing their two iPhones and two iPad minis on Verizon's Share Everything plan (all devices share the same data allotment), my father and stepmother dramatically reduced their monthly bill.

Power user often seems like a synonym for crazy person until you dig deeper. I purchase every new iPhone. Thus, every other year, I pay full price — $850 since I use the 64 GB model.

I started selling on eBay in 2001 so I have more than a decade of positive reviews from buyers. Furthermore, I sell one-year old iPhones, not two-year old iPhones. I also don't upgrade to the new version of iOS, which gives buyers a choice of operating systems. My iPhones remain in excellent condition even though I don't use a case (I'm surprised at how often people drop their iPhones). These factors mean I get top dollar for my auctions.

Additionally, I don't buy insurance or extended warranties such as AppleCare, a significant savings. I also don't have any other telephone service such as a land line. And I have a Share Everything plan (one iPhone and two iPad minis).

Finally, I'm too well-informed about the game to get suckered by power user plans such as AT&T Next, T-Mobile Jump, or Verizon Edge. Lawyer Nilay Patel explains why these plans overcharge you.

As a result of all of the above, I pay only a small premium if that to get a new iPhone every year. Crazy? Yes. Like a fox.

Neil J. Squillante is the publisher of TechnoLawyer.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, this newsletter provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: You can't easily change the people in your law firm, but you can change your technology. In this issue of SmallLaw, legal technology consultant Paul Purdue puts together a "team" of software products for a new 12-lawyer firm. In the process, he explains the role of each product and how it integrates with the others. Even if you can't rebuild your infrastructure from scratch, Paul's walkthrough will give you some ideas on how you can improve and add to your technology team. Also, don't miss the SmallLaw Pick of the Week for a review the CODE mechanical keyboard.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: Practicing law involves both enjoyable and thankless work. The latter often involves routine email messages or components of email messages such as the boilerplate language that accompanies a retainer agreement. Law firm technology consultant Ben Schorr wants to help you spend more of your time on the enjoyable work. In this issue of SmallLaw, Ben teaches you how to use three Outlook features — AutoCorrect, Quick Parts, and Templates — to automate your email messages, including automatically attaching specified documents. Also, don't miss the SmallLaw Pick of the Week to learn how to create your own ringtones.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: We asked estate planning lawyer Chandra Lewnau for five unconventional lessons for law practice. After initially hesitating, she dug deep and delivered not five but 10. If you already employ all 10, which of course requires reading the article, go ahead and boast. If you don't, you can start implementing Chandra's advice today. So "shut up and listen." That's not an insult. That's Chandra's first lesson. Also, don't miss the SmallLaw Pick of the Week for a journalist's hands-on demo of the new iPhone's fingerprint security technology.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: After interviewing two top legal technology consultants and 20 software developers while researching TL Research Buyer's Guide to Legal Billing Software, TechnoLawyer publisher Neil Squillante discovered five key trends. You may like some (especially the forthcoming mobile billing apps) and may not like others, but you should know about all of them. In this issue of SmallLaw, Neil explores each trend from the perspective of solos and small law firms. Also, don't miss the SmallLaw Pick of the Week for an analysis of the fingerprint security in the iPhone 5s.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: New cloud document management products seem to arise every week. However, five in particular that vary dramatically in their capabilities have become popular among small law firms — Dropbox, Box, ShareFile, NetDocuments, and Worldox GX3 Cloud. In this issue of SmallLaw, legal technology consultant Jack Schaller compares each of these regarding features and security, including a chart and a discussion of ideal use cases. Also, don't miss the SmallLaw Pick of the Week for the best microphone for Dragon NaturallySpeaking.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: At version 17.5, WinZip Pro has enjoyed a long life. Now under the stewardship of Corel, its feature set extends beyond bundling and compressing documents into ZIP archives. New features include automated backups, cloud storage, NSA-proof document encryption, securely sending documents, and sending documents too large to email. How well do these and WinZip Pro's other features work? Find out in New Jersey lawyer Ed Zohn's comprehensive review in this issue of SmallLaw. Also, don't miss the SmallLaw Pick of the Week for delegation and time management tips.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to SmallLaw: If you regret upgrading to Outlook 2013 because the To-Do Bar no longer exists, breathe easy. It's still there, just hidden. Never heard of the To-Do Bar? If you use Outlook, you should consider using it. In this issue of SmallLaw, law firm technology consultant Ben Schorr explains how to resurrect the To-Do Bar in Outlook 2013. Ben also shares some tips on how to maximize its usefulness. If you haven't yet upgraded to Outlook 2013, you'll learn about the differences between the new and previous To-Do Bar. Also, don't miss the SmallLaw Pick of the Week to see if you pay too much for web site hosting.

How to Receive SmallLaw
Small firm, big dreams. Written by practicing lawyers who manage successful small firms and legal technology and practice management experts who have achieved rock star status, SmallLaw provides practical advice on management, marketing, and technology issues in small law firms, as well as comprehensive legal product reviews with accompanying TechnoScore ratings. SmallLaw also ensures that you won't miss anything published elsewhere by linking to helpful articles (and podcasts and videos) about solo practices and small law firms. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.