Tablets and Firm Resources

The firm is re-thinking the way we do mobility.

At the Partner Retreat last week, I discussed how IT is taking a look at new document management, case management, and time and billing systems.  Critical to any of these new systems is the ability to do most, if not all of your work on just about any device.

Traditionally, the firm has focused on supporting Windows computers.  This was fine when Microsoft held a virtual monopoly on your devices.  Now that we do more of our work on cell phones and mobile devices, the firm needs to transition in order to accommodate a range of other devices.

To make all this work, most of our computing will be moving to the cloud.  The "cloud" is essentially an industry term to mean using a server outside of our own office on some remote location accessible over the Internet. Over the next few years, I hope that not only our data will be stored on the cloud, but most of our computing will be done there as well.

On our existing network, we have our PCs do most of the computing work.  We grab a document, then use software on the PC to work on it.  In a cloud computing environment, we can work on the document through a web browser or an app.  The work is being done on some large server far away. Your computer is simply showing you the changes you are making on that far away server.

The big benefit of this system is that you do not need a powerful computer to do much of anything.  All the work is being done outside of your device.  As a result, you can have a much smaller, lighter mobile device to do much of your work.

With that in mind, the firm is testing the use of iPads as a mobile device for attorneys.  Rather than carry around a laptop everywhere.  Attorneys could have a desktop PC in the office and use an iPad to work on files, enter time, and check email when out of the office.  Not only would this  be much smaller and lighter, it would allow attorneys to have Internet access anywhere, using a Verizon 4G connection, the same technology your cell phone uses.  No more hunting for open WiFi networks!

We are beginning a feasibility study to see if these tablets really can serve as a viable alternatives to a full blown laptop when outside the office.  Hopefully, I'll have more good news to report on this soon.

Google Chats, Video Calls, and Phone Calls

Lately, Google has been putting a great deal of work into Google Hangouts making it much more friendly for the enterprise.

Many of you likely have never used Hangouts.  It is a very simply way to make phone calls, video calls or hold quick text messaging chats on your computer.  When you have Gmail open, you see your labels (i.e. folders) on the left side of the screen. At the bottom of that list, you will see an option to start a chat with someone:

If you do not see this, you may need to go into your email settings, look for the "Chat" tab, and make sure your chat is turned on.

The first icon that looks like a person allows you to bring up a list of chat contacts.  You can use the + sign to select a new contact.  The talk bubble with quotation marks allows you to look at prior conversations.  The phone icon lets you call a phone number.

If you select a person to chat, or open an old chat, you get a chat box:

At the bottom, where it says "Send a message" you can simply type in a quick message to the person. It will then pop-up on their computer, assuming they have Gmail open.  This is a quick and easy way to chat back and forth with someone in the office, or anyone using Gmail.

You can also set up a group chat with multiple people.  This can be much easier for an interactive conversation with several people than sending an email and having everyone have to reply all to each message.  Gmail will also keep a record of the chat, unless you delete it, meaning you can refer back to conversations if needed.

You may notice there is also an icon of a video camera on the upper left corner.  You can use that to have a video conversation with someone. Since I have a "face for radio" I'm not a big fan of video chats.  However, one nice feature is that rather than showing your face, you can show the desktop of your computer.  This can be a convenient way to show people something you are working on, or how to do something.  Of course, using the feature requires that you have speakers and a microphone, as well as a camcorder if you want to have face to face video.  Our laptops all have these items, but some desktops do not.

You may also use the phone option built into Gmail.  You are able to call any US number.  However, the caller ID will show up as some different number.  This may cause some people not to pick up your call.

If you would like to use more advanced features, you may want to install the Google Hangouts extension on your browser.  You can do this by clicking on the three dots in the upper right hand corner of your Chrome Browser.  Select, SETTINGS then click on EXTENSIONS over on the left side of the screen.  Click on the link for "Get More Extensions" and do a search for "Google Hangouts".  From there, you can add Google Hangouts to your Browser.  This extension is not necessary, but gives you more control and features when chatting or making video and audio calls.

Auto-Replies in Gmail

The firm has a strict policy against attorneys using auto-replies for clients.  We never want to leave a client with the impression that we are not available.  Therefore you should never set up a general auto-reply to be out of the office.

If there is some reason an attorney is unable to access email from home, their phone, or just about any other Internet connected device  for an extended period of time, we can make arrangements to have a partner monitor your mail.

Gmail, however, has an option in its auto-reply to send auto-replies only to other people within the firm (i.e. to anyone who emails you from a margolisedelstein.com address).  This usage is permissible and can be an easy way to let people know you are out of the office when they are trying to contact you.

To set up an internal auto-reply, open your Gmail settings, toward the bottom is a box for "Vacation Responder."  Turn the Responder on.  Enter the dates you want it to be active and the message you want sent.

BE SURE to check the box that says "Only send a response to people in Margolis Edelstein."  We only want this message to respond to internal emails, not to clients.  Save changes and you are done.  Below is an example:

The auto-reply will automatically kick in on the "first day" you selected and will automatically turn off on the "last day" selected.  So once configured, there is no need to mess with it again until you want to change it to a new set of dates.