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.

Editing Documents on a Phone or Tablet

More and more I hear from people who don't want to deal with carrying around their laptops with them.  Phones and tablets are much more nimble.  But we are also a document driven world. Working with documents on mobile devices can take some setup.

WordPerfect

First I have to say this is one big area where WordPerfect is a near total failure.  There is no good way to edit WP documents on a phone or tablet.  Corel has a WP Reader app that will let you read but not edit WP documents on your device, at a cost of $5.99.  Further, because so few people use WordPerfect anymore, no third party app I have found is compatible with WP documents.  To get around this problem, you can save a document in Wordperfect as another format.  I prefer RTF (rich text format) since it is a widely accepted default format that works across many different browsers and maintains almost all formatting).  Saving as RTF will make it easier to access from other programs.  You could also save as an MS DOC file or as PDF.

Most formats other than WordPerfect allow many options.  Various Microsoft documents, PDF, and a wide range of open source documents are supported by a great many apps.

WPS Office

My favorite is WPS Office (formerly known as Kingsoft Office).  This is a free app available both on Apple's App Store as well as Google Play. It does a very good job reading and editing all Microsoft documents as well as a host of others (including RTF).  It can also serve as your default PDF reader.  You can also connect to your Google Drive, Dropbox, or several other cloud based storage services. I make it my default document reader on all of my devices and heartily recommend it.

MS Office 

Microsoft also recently made an Android and IOS version of MS Office available as a free download.  Early versions only allows you read, but not edit documents.  The most recent free version does allow editing.  Still, the product is considered "freemium" meaning you can use the basic functions for free, but many advanced features require a subscription to Office 365.  For example, you cannot use the compare documents feature in the free version (although you can do this in the free WPS Office).

I am not a big fan of freemium products since it is typically the company's ultimate goal to get you hooked but then frustrate your experience until you fork over your money.  But if you prefer to use the basic version of MS Office rather than WPS Office, it is an option.  If you want to read more about the benefits and limitations, you might this article from PC World worthwhile.

Google Drive

The program I most commonly use on my mobile devices is the Google Drive App.  Again, this is a free download from the App Store and Google Play.  It gives me access to all of my documents stored in Google Drive and allows me to edit them.  I mostly work with documents in the native Google format, but you can also work with documents that you have uploaded in various Microsoft or some other formats as well.  My preference, however is to use WPS Office when working on non-Google files.  But since I keep almost all my key documents on Drive and in Google's native format, I get full functionality on the Google Drive App.

A major benefit of the Drive App, is that you can save a Google Drive document for offline use.  I like this on my tablet, which is not always connected to the Internet.  I can work on my Google Drive documents offline, then have it sync automatically back to my Drive when I am back online again.

Other Apps

There are several other pretty good free Apps, including Office Suite, Docs To Go, and Polaris Office.  Any of these will work well for most functions, but without going into lengthy explanations, I will just say that WPS Office remains my favorite of the bunch.

Options for Editing

Once you have decided on the App you like, you should also consider how you will edit these documents.  Typing a quick message on your screen is fine for a sentence or two, but not for a multi-page document.

You might want to consider investing in a Bluetooth keyboard for typing.  There are many different ones out there.  You will need to decide mostly if you want a full size device for maximum comfort, or want something smaller and lighter for easier mobility.

For me, the best option is dictation.  As with virtually all Android or IOS Apps, you can dictate directly into your device using the microphone that shows up on the pop-up keyboard on your device.  I find that the dictation is very accurate.  The big negative is that there are almost no voice commands for editing.  You will still need to do that with your thumbs.

Maps

There are lots of map programs available.  MapQuest is a favorite for many.  There are also Yahoo Maps, and Bing Maps available for use on the PC, although I haven't used them much.  Personally, I like Google Maps.  It is usually pretty accurate has many useful features, and I have gotten used to it over the years.  That will be my focus on this post.

Google Maps Desktop

Google Maps is handy on the desktop.  I can find an address, use Google Street View to see a picture of the location, get directions from another point, view current traffic, get a prediction on traffic at certain times or days of the week, etc.

I can also search an area for specific businesses or categories (restaurants, hotels, gas stations, etc.).  Aside from directions, I most commonly use the traffic feature to see if my planned router is having any problems. Overall, I find it quite helpful and that it has improved over the years.

Google Maps Mobile

Google Maps is also available on my phone.  Since we usually want to have a map when in the car or otherwise on the move, my Google Maps phone app gets used rather heavily.  With mobile, I can do most of what I get from the PC version.  One thing I like especially is that if I search a destination on my computer, when I get in my car can prepare to set a destination on my phone, Google the last few destinations on my computer right there, so I don't have to type it in on my phone.

I can also have it read me directions while I am driving, much like a GPS.  Of course it is not a good idea to mess with any phone apps while driving.  In fact, it is illegal in most States to be doing anything on your phone while driving.  But if you set up your directions before you start, you can have your phone read directions to you over the speaker without touching the device.  You can also get a dashboard mount for your phone so you can see the directions without touching it.

Hint: running the map for a long time will drain your battery pretty quickly,  You may want to plug your phone into your car adapter for long trips.

I find Google maps on my phone to be better than the GPS built into most cars.  It seems far more accurate.  In addition, I can get real time traffic information on my phone, unlike the GPS.

Waze

On a recent recommendation, I started using a new app called Waze.  Waze is an app available for both iPhone and Androids.  It has your traditional maps, but also receives information back from other users to give you real time information about traffic speeds, etc.  It allows users to report problems, such as accidents.  It also allows the to report police speed traps.

I have used it for a few weeks and find it interesting.  Like Google Maps, you can set up directions ahead of time and have it tell you when to make turns.  Waze provides much more detail as you are driving along.  It warns you of potential traffic issues such as an accident reported ahead on your route.  Sometimes it provides a little too much information, such as telling me every time there is a disabled car on the shoulder ahead.

 I don't know if it will replace Google maps for me, but you may find it useful when driving.  Particularly if you drive in high traffic areas, Waze's real time traffic information and its ability to provide alternative routes on the fly can make it very handy to find the best way through a jammed rush hour.

Laptops mobility vs. desktop replacement

Size Matters

For many years, the firm has purchased full size laptops with 15" screens for attorneys.  They are bigger and bulkier than many newer laptops available.  But as they were considered desktop replacements, many people wanted the larger screens and full keyboards.

We could purchase smaller and lighter laptops, but they have smaller screens, smaller keyboards, and most do away with CD/DVD drives.  Are these sacrifices worth the savings on size and weight?  I certainly welcome user feedback on this question.  If you wish, take my poll on laptops:

Take the Laptop Survey

See the Responses

Docking Stations

Another question I often hear is why the firm no longer purchases docking stations for laptops.  In the past, firm laptops came with special ports on the bottom of the laptop, so a user could easily connect to a docking station with little effort.  Newer laptops purchased by the firm do not have this docking, and have caused us to rely on USB port replicators or other devices for users who want to use various external accessories at their desk.  It also requires the user to plug and unplug more wires when taking the computer to and from the office.

The reason for this is cost.  A laptop with similar specs to what we are currently buying, but which also has the docking station port, costs around $500 more.  The docking station itself is another $200 or more.  Multiply that by more than 100 attorneys, on average going through a laptop every 2-3 years, and you have added roughly $35k to annual IT costs vs the nuisance of having to pull a few extra plugs when you take your computer home.

Lenovo has developed a new device called Onelink that allows you to connect multiple devices through your power connection.  This only works on the newer laptops with the rectangular power plugs.  If you have one with a circular tip, it will not work for you.  Onelink allows you to plug into your power cord, and immediately have your keyboard, mouse, monitor, and other external devices connected.  We are currently testing this device to see if it works as promised, but it may be available soon for those who regularly carry their laptops home and have multiple cables to reconnect.

Tablets Will Not Replace Laptops

I have also been asked whether tablets may eventually replace our laptops.  I am a fan of tablets for many features.  They are convenient for mobility as they are much smaller and lighter than laptops and have longer battery life. I much prefer the larger tablet screen, compared to my phone.  But I don't see tablets working as a laptop replacement any time soon.  For starters, most tablets run on IOS or Android.  These systems are simply incompatible with a  great many of our programs.  Some of this could be overcome with some solutions such as virtual desktop, but the cost to the firm to invest in such a system makes this unlikely in the foreseeable future.  Tablet screens are also much smaller than for laptops.  Lack of full size keyboards and mice also make them difficult to work with, unless you also want to carry around a bag full of accessories.

Tablets, in my opinion, are nice supplements to laptop or desktop computers, but not a replacement.  Typically, they are stripped down so that the memory and processing power is not as much as you would find in a laptop.  The OS is also not nearly as robust as you would find on a PC or laptop.  There will likely be more powerful tablets in the future, but this will then take away from what makes them useful.  They will demand more power and have shorter battery life, or they will become bulkier to handle a larger screen or more powerful battery.

Another real weakness is accessories.  You can attach a wireless keyboard or mouse, but a great many accessories will not work with a tablet.  Other things such as printers, flash drives, DVD drives, etc. do not easily connect to a tablet, at least not without buying special wireless accessories.  In short, there are many advantages to having a tablet in addition to a computer, but not as a replacement.  And the firm does not wish to pay the costs of providing attorneys or staff with both.

Price Remains Key to Adoption of New Features

Other newer laptop features such as touch screens, or solid state drives (which improve performance) will probably come to be used eventually.  But given the firm's focus on cost savings we probably will not see those on firm computers until the cost differential falls substantially.