TopLaw: SmallLaw

SmallLaw: Review: GoToMeeting Versus WebEx: Which Web Conferencing Service Best Suits Small Law Firms?

By Dan Friedlander | Tuesday, November 16, 2010

Originally published on November 8, 2010 in our free SmallLaw newsletter.

At a time when law firms and their clients seek to reduce expenses, the option to conduct meetings online, rather than in person, has evolved from a novelty to a viable cost-saving opportunity. Of course, a standard telephone conference has long served as a cost-effective way to communicate. But it has limitations — particularly when more than a handful of parties join the call or when the participants need to jointly review documents. Web meetings work better for these more complex scenarios. But which service best suits small law firms?

Battle of the Web Conferencing Titans

The beauty of Web conferencing lies in the ability of the meeting moderator — or any designated participant for that matter — to share his or her computer screen with the other participants. For example, if you want to walk your client through an agreement, you can open the document on your computer and "share" the screen with your client. The client sees the document on his or her own screen within the Web conferencing application's window.

Of the many commercial online meeting services available, the two leaders in the field are Citrix's GoToMeeting and Cisco's WebEx. At the most basic level, GoToMeeting and WebEx offer the same general service. One party initiates a Web meeting from a computer and invites others to join via email or calendar invitation. The invitees then join the Web meeting either by clicking a link in the invitation or by entering a meeting ID in their Web browser. The service launches a small application on the user's computer — which in most cases does not even require any system administrator privileges — that connects the participants. Both services enable each participant to choose between communicating through their computer's microphone and speakers or headset or by telephone.

Beyond the basics, there are some notable differences between GoToMeeting and WebEx. In my opinion, these differences make WebEx the better choice for small law firms. First, WebEx provides video conferencing, a feature currently absent from GoToMeeting. Second, in addition to screen sharing, WebEx enables you to upload, share, and annotate individual documents. Third, all features of the WebEx service are available to both Windows and Mac users, whereas the Mac version of GoToMeeting is missing some important features such as document annotation and the ability to display only a portion of your computer screen.

In terms of price, both services offer a single-user plan for a flat fee of $49 per month that includes an unlimited number of Web conferences. Under the flat fee plan, WebEx allows up to 25 participants per meeting, whereas GoToMeeting limits the number of attendees to 15. At the enterprise level, both companies offer multi-user plans that you can customize to suit your law firm's particular needs.

Mobile Web Conferencing

Both GoToMeeting and WebEx have ventured into the realm of mobile Web conferencing by releasing apps for Apple's iPad (and in WebEx's case, for the iPhone too.) Here, WebEx again excels.

Although the GoToMeeting app provides the mobile participant with the audio and the ability to observe the moderator's screen, it doesn't provide any of the text messaging functionality available in GoToMeeting's desktop service. The audio levels also tend to be much lower, the video appears to stutter a bit, and the app lacks a button to exit the conference.

By contrast, the WebEx application includes the text messaging features, the audio sounds loud and clear, and the on-screen images are noticeably less choppy.

Neither app enables the viewer to take control of the moderator's screen.

Conclusion

GoToMeeting and WebEx offer lawyers an economical alternative to in-person meetings. The technology works as advertised. Going forward, we can expect more functionality on the desktop and especially mobile devices.

Written by Dan Friedlander of LawOnMyPhone.com.

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Topics: Coming Attractions | Online/Cloud | SmallLaw

SmallLaw: How to Decide Whether to Replace Your Software Or Stay the Course

By John Heckman | Monday, November 15, 2010

Originally published on November 1, 2010 in our free SmallLaw newsletter.

I've often heard lawyers say "I would have switched from this lousy program years ago if only I hadn't invested so much time and data into it." If you haven't said it yourself, you have likely read many such complaints in TechnoLawyer not to mention elsewhere on the Internet. When a particular program is driving you nuts, how do you rationally analyze your options? Or as I like to say, is the grass really greener or just astroturf?

Analyze Your Existing Software

As a first step, make a list of the top 10 issues that drive you crazy. Then divide them into the following categories:

Deal-Breakers: What functionality does your firm needs that the program doesn't provide? For example, if you recently acquired clients that require electronic billing, and your billing software doesn't feature electronic billing, you have a serious problem. Issues like these fall under the "deal-breaker" category.

Nice to Have: What functions do you wish the software included? The company says its software is "WAD" (that's Working As Designed), but you think it is WAPD or even WAVPD (Working as Very Poorly Designed).

Workflow: You wish the software included a keyboard shortcut for a given function but it doesn't. Or, the software requires three steps to do something you wish you could complete in one step.

Bugs: The software doesn't work as advertised, and you can't get the software company to admit to a "known issue" (aka bug).

Rate Your Problems

Next, create a point system to rate your dislikes. Assign numbers to categories — say, 5 for deal breakers, 1 for workflow issues, etc. Then add up your numbers: if you come up with a high point total, you may have good reason to ditch the software. But if you only have a low point total you are probably being irrational.

Training can solve certain problems. Most software companies from Microsoft on down find that a high percentage of requests for "new features" are for functions already included in the program. Or as I tell clients: If you find yourself thinking "I wish the program could do X," call me because it probably can.

Comparison Shopping

If you still think the grass is greener, create a second list of the 10 features you most like about your existing software or features it has that a replacement must have. When evaluating new software, ignore the vendor checklists. Use your like and dislike lists as a basis for comparison shopping.

Obviously you want to keep all the features you like and avoid features you dislike. Shopping gets complicated when circumstances force you to make a tradeoff. Are you willing to give up a preferred feature to fix a particular problem? If the proposed new software will not remedy your existing problems or if you have to give up too much, switching may not be a good idea (remember, making the switch is very expensive).

What About My Data?

If you decide to switch, you'll likely ask, "What about my data?" First, ask whether you need to convert your data and move it into the new program. How often do you actually consult items (appointments, notes, etc.) more than six months old? If you handle complex litigation, your answer might be "All the time." If you primarily practice real estate, your answer might be "almost never."

If you leave a "legacy" installation of the old program that's still accessible by one or two people but is not active, after six months or so you will find you hardly ever need it.

If conversion is necessary, make sure your new software can import all your data and ask how much it'll cost. You should be able to convert most of your data — although billing systems typically do not convert historical data.

Conclusion

Years ago — in Atlanta, I believe — folks frustrated with intractable technology could take their old computers to a shooting range and blast away their frustrations. Talk about catharsis! While yelling and screaming may help you blow off some steam when you're facing a technology challenge, it's not very productive in the long run. Whether you decide to fight or switch, quantifying the problems you face as described above should help you put these issues into perspective.

Written by John Heckman of Heckman Consulting.

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Topics: Law Office Management | SmallLaw

SmallLaw: Can You Tell Your Prospective Client's Story?

By Lee Rosen | Monday, November 1, 2010

Originally published on October 25, 2010 in our free SmallLaw newsletter.

I loved Michael Gerber's book, The E-Myth. The first half of the book tells the story of a small business owner named Sarah. Gerber goes on for page after page showing us the life that Sarah is living. He explains what works and what doesn't work in her business. We come to understand her stress, her ups, and, more importantly, her downs. I learned something from this book that I never expected to learn and that Gerber didn't intend to teach.

Work On Your Business Instead of in It — and Understand Your Client's Problems

As I read the book, I kept feeling like Gerber wasn't describing Sarah — he was describing me. It was as if he knew me. I felt he had been watching me in my business. I started to believe Gerber must have been a fly on the wall in my life. It was eerie. It was as if Gerber had looked inside my brain and my heart.

By the time I finished reading The E-Myth, I was sold. I thought Gerber understood me better than my wife. I was ready to buy anything Gerber was selling. I really wanted to meet the guy. I had found my business guru.

Only later did I realize something odd: Gerber had described my problems, but he hadn't really provided me with a solution. He gave me some vague ideas about heading in the right direction, but I didn't know what to do to solve the problems he had described so well. I was still lost except that I was certain that Gerber could help me. I knew he would know what to do.

I went to California to see him. I attended an E-Myth Seminar. I hired an E-Myth coach, and in fact I learned how to solve my problems with the help of the E-Myth approach. I have nothing but fond memories of my time with Gerber's people. I learned plenty from them. We built amazing systems, and I moved from working "in" my business to working "on" my business. But the most important lesson I learned from Gerber came long after the consulting ended.

Only later did I realize that Gerber is much more than a business "fixer." He is also a marketing genius. Although he never tried to sell me anything, I desperately wanted to buy whatever he was selling. I was sold because I knew Gerber understood me. I was convinced that if he understood my problems as well as it seemed, he certainly understood how to solve my problems.

That's the big lesson I learned — show me that you understand my problem, and I'll buy your solution. You don't need to show me the solution. You just need to make it clear that you understand me and my problems. Then you've sold many others and me.

How To Make Prospects Feel Like You Understand Them

How does Gerber's approach to selling apply to my practice and to yours?

If you want to sell your services effectively, you've got to be able to tell your clients their own story. You've got to be able to describe what's happening to them, how they're feeling, what they fear, and what they dream about. When you're able to create that "fly on the wall" feeling, you've got clients for life. They'll know that you understand their problem, and they'll be certain that you know the solution.

How can you be a fly on the wall? How can you create that experience for them?

It's easy. You've been gathering data for as long as you've been practicing law. Your clients have been telling you what's happening in their lives. They talk about their worries and concerns. They talk about what's bothering them and how upset they have become. Unfortunately, we tend to ignore this information — the "legally insignificant" stuff we don't put in our notes.

We've been discounting the most important material when we listen to our clients because it usually doesn't make much difference from a legal perspective. Much of what they've been telling us matters only from an emotional perspective.

It's time to shift gears. We've got to go back and think about what our clients tell us. All that extraneous information turns out to be the most valuable marketing information. It will enable you to retell the client's story and create that fly-on-the-wall feeling.

Master the story. Be able to tell it anytime, anyplace.

Then tell it. Tell it in on your Web site, in your initial consultations, in advertisements, during referral source lunches, and everywhere else you communicate your marketing message.

Let prospective clients know that you understand. Once they know that you know, they'll line up at your door. You'll be their legal guru. You'll be the lawyer with services they want to buy even if you never offer anything for sale.

[Editor's Note: Perhaps because of his experience helping Lee Rosen and other lawyers, Michael Gerber published a new book a few months ago entitled The E-Myth Attorney: Why Most Legal Practices Don't Work and What to Do About It.]

Written by Lee Rosen of Divorce Discourse.

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Topics: Law Office Management | SmallLaw

SmallLaw: Under the Technology: Desk and Chair Recommendations for Small Offices

By Yvonne Renfrew | Monday, October 25, 2010

Originally published on October 18, 2009 in our free SmallLaw newsletter.

A modern solo practice or small law firm requires rethinking (1) technological tools, (2) procedures, and (3) workspace. We start here in this issue of SmallLaw with the most fundamental and low-tech of these, yet one of critical importance to lawyers, especially those working from "home offices" — your workspace.

From a Traditional Office to One Less Office

It was serendipity that forced me to focus on workspace considerations. I broke, and then re-broke my foot, resulting in being in a boot/cast contraption for nearly a year. Until then, I had thought ideal my move to a downtown loft with living space upstairs and a huge (essentially traditional) office workspace downstairs. Suddenly, "downstairs" sounded like the other side of Mars. And it was not immediately apparent that I could set up an even temporarily efficient workspace in the far more accessible but relatively miniscule upstairs living area.

However, using a four and one-half foot square area in the corner of the living room, I was able to establish a workspace so efficient and so perfect for a technologically advanced practice that the downstairs remains essentially abandoned, except as the parking place for large printers and production scanners, all of which I use less and less as I'll explain in future columns.

Central to the workspace setup is, of course, the desk, and I owe TechnoLawyer my thanks for pointing me to Heckler Design which is the manufacturer of "OneLessDesk."

Heckler Design's desk, constructed of steel, is actually two separate desks forged of metal into the shape of an inverted "U." The larger has a footprint (including sliders) of approximately 39 x 14.5 inches with the other small enough to be snuggled completely within the shelter of the larger piece. The larger piece has what is, from the front, an invisible shelf which is ideal for out-of-sight storage of AC adaptor blocks and electrical cords, among other potential uses. When in use, the smaller desk slides out thus providing a two level workspace.

By way of example, I have sitting on the higher desk a dual 20" monitor set up, a USB postage scale, a Dymo LabelWriter Duo, and a Dymo LabelWriter Twin Turbo that prints mailing labels with one of its two print heads, and postage (using Endicia) with the other. There remains enough real estate on the larger component of the desk to place the charger for my Bluetooth mouse, to lay my iPhone while recharging, and other minor junk.

Various NAS (near area storage) devices, including a wonderful Drobo, fit neatly under the desk yet in plain sight and easily accessible.

The smaller slide-out component of the desk holds my gigantic Lenovo W700 laptop along with its docking station, a Polycom phone speaker, an external LaCie 1TB Drive, and myriad additional pieces of junk.

With OneLessDesk you can forget about the three most dreaded words in the English language — "minor assembly required." Nothing is required other than to unpack the components of your OneLessDesk, and then (which even I can do) screw on the non-skid sliders that permit the desk to move easily over any surface where the desk meets the floor.

Anthro Minicart and Verte Chair

I actually have two "OneLessDesk" sets (a total of four desk surfaces) that I have placed at a 90 degree angle, thus creating an "L" shaped work area. Because I wanted to fully use these desk areas, they do not overlap, which means I have a small square area in the "V" between the two desks into which fit perfectly a small Anthro "MiniCart" (under $300) to which I added an extra bottom shelf.

The MiniCart holds my ScanSnap, telephone base set, an extra large Bluetooth keyboard in its charging stand, another sizeable gizmo, a laser printer, a network switch, an external LightScribe CD/DVD burner by LiteOn, and a Vonage adapter (into which my phone base is plugged).

Rather than using a MiniCart to hold additional equipment, you can place your printers and/or scanners on Heckler Design's "OneLessStands," which is shaped precisely like the components of its "OneLessDesk," but small enough to be snuggled completely within the shelter of the OneLessDesk. Although I prefer always if possible to work with electronic documents, for those who cannot completely cut the cord to paper, or who are forced to deal with paper, Heckler Design also sells a "OneLessFile," which provides Pendaflex storage that fits neatly under the OneLessStand. After happily working for years without them, I have just now ordered both the Stand and File, which will increase my available workspace without adding to my 4.5 foot square "office" footprint.

Such a classy setup demands, of course, the perfect chair. For quite a while I used a Herman Miller Aeron with this set-up, and both functionally and aesthetically, it worked wonderfully. I have now moved on, however, to the Verte Chair sold (but apparently not manufactured) by Anthro, which is a bit odd-looking, in an industrial torture contraption sort of way and expensive ($1,500), but well worth it, especially to anyone with back problems.

Cost and Caveats

Heckler Design has bundled its OneLessDesk ($699), OneLessStand ($299), and OneLessFile ($149) into what, not surprisingly, it calls its "OneLessOffice" ($1047), all prices inclusive of shipping charges.

All of Heckler Design's office components appear incredibly well made and good value, and have that edgy industrial chic appearance so much in demand, but I have a few warnings: Do not stub your toe on the edge of the desk, and do not pinch any part of your body between something else hard and that edge, or it will hurt. In other words, not for klutzes. Also, the desk feet do not have levelers.

Creating a workspace like mine not only solves common space problems in a hip eye-pleasing way, but also encourages economical practices while discouraging reliance on "old-school" routines such as accumulation of paper and post-its and the bad work habits that inevitably ensue.

Written by Yvonne M. Renfrew of Renfrew Law.

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Topics: Furniture/Office Supplies | SmallLaw

SmallLaw: YouLaw: A Law Firm Video Is Not Like a Web Chat

By Gerry Oginski | Monday, October 18, 2010

Originally published on October 11, 2010 in our free SmallLaw newsletter.

Watch the Video

TechnoScore: 1.0
1 = Lowest Possible Score; 5 = Highest Possible Score
The prevalence of inexpensive video cameras, Flip cameras and Web cameras give attorneys the false perception that anyone can create a video. But before you decide to share your latest Flip video with the world, ask yourself: Do you have the creativity and know-how to make interesting and informative video? If not, brush up on a few essential techniques before you begin.

Sure, handy technology makes it possible to create video on the fly in any location, but that doesn't mean you should do so. Today's video review showcases a lawyer who could have benefited from learning a few do's and don'ts before stepping in front of the camera.

In this video, California immigration attorney Brian Lerner of the Law Offices of Brian D. Lerner gives useful advice in what appears to be a coffee shop. The positioning of the camera and the short distance between his face and the lens indicates he is using a WebCam attached to his laptop.

Lerner speaks very softly, presumably using the laptop's built-in microphone. Music and ambient noise in the background make it difficult to hear what he has to say or concentrate on his content. The overall effect is similar to talking on a cell phone with someone who is walking down a busy street crowded with trucks, buses and cars. You just cant hear much of anything clearly.

I watched a few other videos attorney Lerner created and I give him kudos for trying share an educational message over video. However, his Webcam technique does not afford him the results he seeks.

Tip #1: Find a Quiet Location

Shoot your video in the quiet confines of a house or office. If you must shoot outside, go to a park or somewhere else relatively quiet so your prospects can hear what you're saying. Speak up and articulate. Once prospects express interest by clicking on your video, you don't want them to quickly click away because they can't hear you. The best way to ensure good sound in a video is to use a wireless lapel microphone.

Tip #2: Dump Your Webcam

Use your Webcam for chatting with your kids of parents, not for creating marketing videos. If you are on a tight budget, consider one of the new pocket high-definition video cameras like the high definition Kodak Zi8 with an external microphone. Cameras like these are relatively inexpensive and produce video leaps and bounds more professional than those pesky Webcams.

Webcams restrict the distance you can sit from the camera lens while filming. Lerner's video, for example, shows him sitting distractingly close to the camera. If you insist on using a Webcam, do your viewers a favor and opt for a less distracting background. Ideally, move away from the lens to provide viewers with a more professional perspective.

Tip #3: No One Cares Who Distributes Your Video

In his description of the video, Lerner includes "Distributed by TubeMogul." Do we really need to know this information? If your video distribution method advertises itself, find a way to turn off the automatic advertisement, which adds nothing to your description other than bumping up the video distributor's search engine rankings.

Tip #4: Tag Wisely or Risk Not Being Found

Tagging your video correctly can mean the difference between success and obscurity. Lerner's video tags are chopped into incomplete phrases. This scenario typically happens when the attorney inputs too many keywords into the tag section while uploading a video. One or more Web sites will chop them up not knowing exactly where to start and where to end a particular phrase.

This method of tagging will actually hurt your video. Why? Search engines don't recognize incomplete phrases. To avoid this pitfall, keep your tags short and targeted.

Till next time, see you on video!

THE BACK BENCH

Certified Family Law Specialist and online video producer Kelly Chang Rickert says: "This video is awful! It defines horrendous. Mr. Lerner clearly self-taped, using an old-generation phone/camera. I cannot understand a single word he is saying. Having a video like this in the public domain clearly broadcasts that he is lazy, and doesn't care about his appearance. (And is that Beverly Hills 90210 the TV show I hear in the background?) He should remove it immediately — it won't earn him any business!"

TechnoLawyer publisher and online video producer Neil Squillante says: "A TechnoLawyer subscriber recently argued that substance matters more than style in law firm videos. This video proves they're equally important. Thanks to the poor sound and video quality, mumbling delivery, radio or television playing in the background, and a distracting off-camera cough, who could possibly pay attention to and understand Brian Lerner?"

Written by Gerry Oginski of The Lawyers' Video Studio.

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Topics: Law Firm Marketing/Publications/Web Sites | SmallLaw | Videos | YouLaw

SmallLaw: How to Reap The Benefits of Return on Investment Analysis Without Having to Hire a Management Consultant

By John Heckman | Monday, October 11, 2010

Originally published on October 4, 2010 in our free SmallLaw newsletter.

Not so long ago, law schools regularly delivered a lecture for new students to the effect that the practice of law was a profession, not a business. Advertising was frowned upon (with severe restrictions imposed by many state bar associations). When Web sites arrived, a debate ensued over whether they constituted advertising. The practice of law today is clearly a business, not a profession. Small law firms must increasingly adapt to business rules if they want to survive. Below, in my first SmallLaw column, I'll tackle the critical issue of return on investment (ROI) analysis.

The Two Pain Points in All Law Firms

Many small law firms do not use ROI analysis. ROI can be very difficult to quantify (if you buy a new server, how do you calculate ROI?), but is not that difficult when it comes to specific types of productivity or lack thereof. The practice of law can be broken down into three activities:

Gathering information.

Analyzing the information and applying your legal training and experience to that information — i.e., practicing law in the traditional sense.

Producing documents based on that analysis.

To the extent that technology can be used to decrease the amount of time spent on activities 1 and 3, a lawyer has more hours in the day to spend on the actual practice of law. With that in mind, lets look at some types of ROI, both positive and negative.

Basic ROI Analysis

Basic ROI analysis goes like this: If my firm adopts (and implements properly, including training), practice management software, document management software or similar programs, and each user saves 12 minutes a day (a conservative estimate) that they would otherwise waste hunting for documents, finding paper files, and so on, that amounts to an hour a week. Multiply that 50 hours per year by the blended billing rate of your attorneys and the number of attorneys and you get your firm's savings. Thus if a firm has 10 attorneys at a blended rate of $250 an hour, that's 10x250x50 or $125,000 a year. Add in paralegals and staff, and this number will far exceed the cost of implementing any system.

Some people object that these are "soft dollars," that is, not actual income. This is true, but even so it adds up. As an additional bonus, your employees will be much happier if they get to leave at 6 instead of 6:30.

Hard dollars (actual income) can be generated by adopting automated time/billing/accounting systems. These systems enable you to track your time more accurately and help prevent time from "falling through the cracks." Do you really remember how long that phone call lasted, how much time you spent on an email, etc.?

People almost always underestimate the amount of time they spend on many tasks. A generally accepted estimate is that the nagging of an electronic time and billing system will help you capture 10-15% more time for the same amount of work. So a conservative estimate would be that an attorney who bills 1,000-1,200 hours a year will capture an additional 100 hours. Again, at a blended rate of $250 per hour for 10 attorneys, that's $250,000 a year in actual billable income.

Beware of Negative ROI

The converse of an ROI analysis is how much time you waste. As one client said to me, "I know that if I don't clean up my system I am just hemorrhaging money." The two most common forms of waste consist of inadequate training and the lack of document templates (the most elementary form of document assembly).

Lack of training not only causes users to lose time by flailing about and not being able to work efficiently, but frequently doubles the waste of time because the flailing user bothers more knowledgeable users to ask them how to do something. Thus, the more productive employee also becomes bogged down by being an unofficial "help desk." One solution to this problem is to sponsor "brown bag lunches" on particular topics. This lets people ask questions and helps ensure that there is a minimum standard of training that lets everyone be more productive.

Regarding document templates, even without integration into a practice management system every firm has a number of form letters that it frequently uses. A simple "fill in the blanks" form is faster than taking an old document and changing the names, pronouns, etc., plus it also prevents errors.

You Don't Need a Degree in Econometrics

Acting on a ROI analysis for software and productivity practices does not have to be an exact science to yield tremendous financial benefits to your law firm.

Written by John Heckman of Heckman Consulting.

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Topics: Law Office Management | SmallLaw

Fast-Growing Feldman Fox & Morgado Switches to Clio

By Eliza Sarasohn | Monday, September 27, 2010

Coming today to SmallLaw: How does a law firm grow 10-fold in just a few years? Dale Morgado at Feldman Fox & Morgado aims to find out. His aggressive growth model requires the firm's litigators to collaborate on case files with a few clicks from anywhere in the world. A year ago, Morgado realized that the firm's traditional practice management software would not further the firm's ambitious growth plans so Morgado replaced it with Themis Solutions' Clio, a Web-based (SaaS) practice management system. How well has Clio performed over the past year? Find out in today's issue of SmallLaw.

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Topics: Accounting/Billing/Time Capture | Coming Attractions | Online/Cloud | Practice Management/Calendars | SmallLaw

SmallLaw: The Top Eight Personal Hygiene Mistakes That Turn Off Prospective Clients and Referral Sources

By Lee Rosen | Monday, September 27, 2010

Originally published on September 20, 2010 in our free SmallLaw newsletter.

It's lunchtime again here at SmallLaw. My goal for today is to help you prevent an unsuccessful outcome when taking a prospective client or referral source to lunch. The topic is personal hygiene. Personal what? Before you assume that this column does not apply to you — stop! Recognize that you might be the last person to know that something about you is off — way off — especially if you have surrounded yourself with people who won't tell you the truth.

It's imperative that you know whether you're making a hygiene faux pas. We all form judgments. If something looks wrong, smells wrong, etc., it distracts us from absorbing further information. We simply stop. That's a natural reaction. Thus, when your referral source notices something amiss at lunch with you, he or she might be too polite to mention the problem, but you can be absolutely certain your source has stopped listening and isn't going to refer business to you.

It's easy to make a hygiene mistake. We can all remember someone making one of the mistakes I've outlined below. Not only do we remember the mistake, but it's what we most remember about that person. You can check some of these issues yourself, but some will require the assistance of a trusted advisor. You'll want to skip consulting anyone who has adjusted to you (your spouse) as well as those financially dependent on you (your assistant). Find someone you can rely on who will tell you the truth — maybe your sibling or your law partner (both are usually willing to say something mean to you).

The Top Eight Personal Hygiene Mistakes

Hair in all the wrong places. Don't have hair growing out of places it shouldn't. Trim your eyebrows, ear hair, and nose hair. Do it yourself or pay someone to take care of it for you (your hair stylist).

Stench. Don't stink. Use deodorant. Wear cologne or perfume if necessary. If you have an evening outing, go home and shower beforehand so you'll be fresh.

Bad breath. Brush your teeth, try breath mints, and see your dentist or doctor if the problem persists. No one wants to tell you about your breath, and no one will. There is no question that your smelly breath will cost you business. It's just the way the world works.

Smoking. Don't smoke. If you need to smoke, do it outside of the presence of referral sources. Avoid smoker's breath. Make sure your clothes don't reek of smoke. Smoking is at its lowest levels among highly educated, affluent people. It's not an appealing habit.

Bad hair every day. Get rid of the dated haircut. If you're sporting the comb-over, it's time to leave the 1970s behind. If you're sporting the same haircut you had in college, it's time for a refresh. Get a decent haircut. It's hard to miss a bad haircut, and people make judgments about you when you've got it wrong.

Smeared, gaudy makeup. Get your makeup right. If you're going to wear makeup — and there's no requirement that you must — get it right. Misapplication of makeup is worse than no makeup at all. I'm certainly no expert on makeup, but I'm told that it's fairly easy to receive instruction on proper application of these products in the cosmetics department of many stores.

Oily, greasy hair. Wash your hair daily. Don't waste that nice haircut by failing to shampoo away the dirt. Keep your hair clean and shiny. You might be cleaning your hair properly but using a product that doesn't work for you. Consult your haircare professional.

Creepy fingernails. Keep your fingernails trimmed and clean. Weekly trimming of your nails is essential. Don't let them get too long, and don't chew on them to manage their length.

These hygiene mistakes are not trivial issues. Prospective clients and referral sources understand them much better than the legal mumbo-jumbo you're spewing about. Get your personal appearance under control, and you're going to find it much easier to get the business you seek. Get them wrong — even one of them — and you're wasting your time at lunch.

Written by Lee Rosen of Divorce Discourse.

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Topics: Law Office Management | SmallLaw

SmallLaw: How Yoga Can Add a 25th Hour to Your Day

By Christa Avampato | Monday, September 13, 2010

Originally published on September 6, 2010 in our free SmallLaw newsletter.

Do you work in a small law firm? Do often you feel like you don't have enough time for all your tasks or to attract new clients and increase your income? I feel your pain. For a long time, I wished for a 25th hour in the day. Then I discovered something that made me more productive, creative, and efficient, which is just as good as finding extra time. In this special Labor Day SmallLaw column, I'm going to share my secret with you.

Eleven years ago I discovered yoga and have added minutes to my daily clock ever since. My yoga practice has also helped me manage all of the turmoil these last few years stemming from the economy and the erratic job market. In truth, I'm not sure how I would have coped without yoga as a constant source of reassurance and resilience. Sometimes I would show up on my mat with a heavy heart, but with every session I left a bit lighter. Ironically, I didn't just survive the past few years, but absolutely thrived in unprecedented ways — and I have yoga to thank for that. In fact, I became such a believer that I now teach yoga to busy professionals.

Why You Don't Currently Practice Yoga

Working in a small firm gives you a million reasons to put off adding yoga to your life:

You need to drum up new business and manage a lean operation — opportunity is everywhere and you need to seize the opportunity before someone else does.

You need to make the most of every waking moment because you have finite resources, and a lot to accomplish in a short period of time.

The last thing you want to do after a long day at the off is something that feels like work.

You have to spend time with your family, friends, dog, etc.

You need some time to just unwind and do nothing so you can gear for another busy day tomorrow.

Your body's just not flexible.

The list goes on and on. I know these excuses well because I lived them for a long time. When I first started to practice yoga 11 years ago, a co-worker of mine, an ashtanga yoga instructor, told me I could really benefit from yoga. The stress of working in a small organization where I had a lot of responsibilty weighed heavily on me. It was making me old beyond my years. I told him I had no time, and then he said he'd fit the classes into my hectic schedule. Then I told him I had no money to pay him, and he said he'd give me the classes for free. In short, he countered every excuse I could think of until I ran out of excuses and gave yoga a whirl just to get him to stop nagging me. I was such a brat — I wasn't looking a gift horse in the mouth. I was kicking a gift horse right in the teeth.

Yoga Is Not a Miracle Drug, But a Rejuvenating Tool

Finally I stepped onto that mat and something in my body opened up. I thought I actually heard an audible "click." The more I practiced, that same click happened in my mind and my heart. Before I knew it, life started falling into place in a much better way than it had before yoga. It helped me cross the chasm from the life I had to the life I really wanted. I had to put in the work, and if I could commit to that, yoga assured me of gifts beyond anything I could imagine. I stand taller and breath easier now, literally and figuratively, because of it. Yoga takes time, but it also gives us time back by helping us be more productive, creative, and efficient.

Yoga is not magical or miraculous. It takes work and dedication. You have to want to change. There are always setbacks and disappointments in yoga practice as in life. That's part of the journey. Yoga doesn't prevent these challenges from arising, but it helps make them easier to learn from and manage.

A consistent yoga practice helps change your perspective, offering a new path forward through your current professional roadblocks. While yoga often helps improve your body, its real benefit lies in the calming and focusing of your mind. It also boosts your creativity and curiosity. Once you change your mind, you can change anything.

Written by Christa Avampato of Christa in New York: Curating a Creative Life.

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Topics: Law Office Management | SmallLaw

SmallLaw: Nine Ways to Nurture Your Referral Relationships

By Lee Rosen | Monday, August 30, 2010

Originally published on August 23, 2010 in our free SmallLaw newsletter.

The success of your practice depends on a core of solid, reliable referral sources. You count on these people to send you business in good times and in bad. They know you, like you, and trust you. You can't live without them. You've got to create and nurture these relationships, or you're dead. In this column, you'll learn how to do so and have fun at the same time — nine tips in all.

The Secret to Lawyer Referral Relationships

How do you feel about your next referral source meeting? Are you excited, or are you dreading it?

You won't develop referral source relationships if you don't enjoy the process. You're a lawyer, and one thing I've learned about lawyers is that they won't do anything they don't want to do.

You've got to have fun building referral source relationships, or you're going to put them on the back burner. That's a fact I've learned to accept. If you aren't having fun, you're going to find a way to skip out on this essential part of building your practice.

1. Like Them or Ditch Them

Don't get involved with referral sources you don't like. When you meet a contact for the first time, make a decision. If you don't like your contact, then scratch him or her from the list. Cut the meeting short and go back to work. Only keep people you like on the list. If you can't get jazzed about seeing a person again, leave him or her for someone else to cultivate.

2. Find an Activity in Common

As you get to know your contact, listen for activities you have in common. As soon as you find something you both enjoy, get off the coffee/lunch train and do the activity. Take your contact to a baseball game, play golf, bowl, or enjoy the ballet together. You already enjoy the activity — now you're sharing it with your new friend. As a bonus, most activities are better for your waistline than eating and drinking.

3. Bring Them Home For Dinner

Dinner at your house is more fun than a business lunch. You'll all relax, have some wine, and get to know your spouses, significant others, and possibly children. A home visit takes your relationship to the next level and gives you both insight into the other person's life. Of course, dinner at your house leads to dinner at your contact's house. The relationship becomes closer and closer.

4. Learn From Them

Figure out what your referral sources know — their expertise. Ask for help and advice. Get engaged in the subject matter of their expertise. Is he a motorcycle restoration expert? Do you have some interest? Ask to help so you can see how that vintage Harley works firsthand. Does she speak Spanish? Would you like some help learning conversational aspects of the language? Ask.

5. Help Them in Business

Don't miss a chance to help your contacts with their business. Refer business to them, but go further and do more. Offer your vendors if they might be of assistance. Look for products they might find useful. Keep their needs top of mind as you move through the day, and you'll find ways you can help. Helping others feels good.

6. Ask for Advice

Ask for advice and you'll receive some good ideas and, better yet, foster a positive feeling in your referral source. Everyone likes being asked for and giving advice. It makes us feel special, and we get that same good feeling you get from helping others.

7. Be a Friend

Life is filled with unexpected twists and turns. When your referral source encounters a problem, make yourself available to help. It might be covering childcare when a medical problem arises. It could be transportation for a child when a schedule conflict pops up or helping out at an event your contact is hosting. Be there when the need surfaces, and you'll cement the relationship.

8. Shop for Them

Keep your referral sources top of mind when you're out and about. Buy them a gift while you're visiting an exotic vacation destination. Pick up a pie for them while you're at the farmers' market. If you truly know your referral sources, you'll know when you've stumbled across the perfect gift. It feels better to give than to receive, right?

9. Friend Them

Be sure to friend or follow your referral sources on Facebook, LinkedIn, Twitter, and Plaxo. Talk to them about any other networks they're involved in and join them. Share your interests and life via the Internet. Post pictures on Facebook, post business developments on LinkedIn, and tweet to your heart's content on Twitter.

Conclusion

These nine actions can have unexpected results. The next thing you know, you're having fun with your referral sources. Your relationship becomes economically beneficial and enhances your life. Don't hold back with your referral sources. Go all the way and you'll build a practice that supports you financially and emotionally for years.

Written by Lee Rosen of Divorce Discourse.

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Topics: Law Firm Marketing/Publications/Web Sites | SmallLaw

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