The Automatic Law Firm

Text & Brief WritingAutomationErnie Svenson

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Text & Brief WritingAndrew Legrand & John Mayer



The Automatic Law Firm

PresentersJohn Mayer: @johnpmayerAndrew Legrand: @LawByLegrand

www.techshow.com #ABATECHSHOWPRESENTED BY:John MayerExecutive Director - CALI (Center for Computer Assisted Legal Instruction)Developed A2J AuthorAutomated Over 1,000 Legal Aid FormsNot a Lawyer, Computer NerdInspiration: Huge need for legal aid, not enough lawyers, and help for the self represented


www.techshow.com #ABATECHSHOWPRESENTED BY:Andrew LegrandSmall Business Attorney, New Orleans2011 Graduate, What Jobs?Tech NerdInspiration: Program a computer, rather than pay an assistant


www.techshow.com #ABATECHSHOWPRESENTED BY:Ernie Svenson

PaperlessChase.comAuthor, various ABA publications and articles and ebooks.Commercial Litigation: 25 yrsin Big Firm; 6 yrs as soloSmallFirmBootcamp.com


www.techshow.com #ABATECHSHOWPRESENTED BY:ErnieTipsTextto # 33444




www.techshow.com #ABATECHSHOWPRESENTED BY:Online Course

The Modern Law Firm


www.techshow.com #ABATECHSHOWPRESENTED BY:Orientation




www.techshow.com #ABATECHSHOWPRESENTED BY:A Traditional Firm isPaper-dependent: key files are all (or mostly) in paper form. No attempt to automate any aspect of their common workflows.Location-dependent: people have to go to office(s) to access key files, and to do work. (e.g. use a traditional fax machine)Collaboration-handicapped: People cant easily collaborate unless everyone is in the same room at the same time. Not able to hire smart, virtual workers with specialized skills (available for very affordable cost)Uses ineffective or costly marketing: relies on face-to-face networking; has no website, or a completely ineffective one. Has no clear marketing strategy; believes in copying other lawyers who use ineffective or unprofessional strategies (and pays too much).



A Modern Firm isDigitized: not dependent on paper documents; able to use digital tools like email. Can find key information easily.Cloudified: all documents are available to lawyers from any internet connected device: laptops, tablets, phones.Virtualized: everyone able to collaborate from anywhere, easily and skillfully. Able to hire skilled part-time assistance at low cost.Market-savvy: automatically lure and nurture prospective clients online via an effective website and steadily follow up with well-crafted email autoresponders.


www.techshow.com #ABATECHSHOWPRESENTED BY:Systematize




www.techshow.com #ABATECHSHOWPRESENTED BY:Road MapAutomation OverviewSystemizing AutomationBest Tools & Software


www.techshow.com #ABATECHSHOWPRESENTED BY:Automation Overview


www.techshow.com #ABATECHSHOWPRESENTED BY:What is automation?automation - noun - the use of largely automatic equipment in a system of manufacturing or other production process.



Example




www.techshow.com #ABATECHSHOWPRESENTED BY:What is automation?automation - noun - the use of largely automatic equipment in a system of manufacturing or other production process.The use of computers & software to do tedious, but necessary, tasks usually done by non-attorney employees, secretaries paralegals.


www.techshow.com #ABATECHSHOWPRESENTED BY:Main Goal of AutomationHelp lawyers create better documents faster, by supplying intelligence in the form of built-in document structure, logic, and clauses generated from a checklistCalculatorsProduce consistent decisions



JohnNot Just DocsDecisions, paths, approaches, numbers

History of Automation














www.techshow.com #ABATECHSHOWPRESENTED BY:Systemizing Automation


www.techshow.com #ABATECHSHOWPRESENTED BY:Why Should Lawyers Systemize?Speed & Efficiency: save time by inserting text fasterCost savings: saving time usually lowers overheadProfit: spend less time on low value, commoditized processes, which allows more time for high-value work (that you charge more for!)Reliability: automated processes create perfect output every timeReduce Stress. Let machines do the mundane


www.techshow.com #ABATECHSHOWPRESENTED BY:Book Recommendation


www.techshow.com #ABATECHSHOWPRESENTED BY:Key PointsWe are built for novelty and excitement, not for careful attention to detail.You want people to make sure to get the stupid stuff right.Checklists provide a kind of cognitive net. They catch mental flaws inherent in all of us flaws of memory, and attention, and thoroughness.Trained, hard-working, dedicated professionals regularly and frequently make avoidable mistakes. The solution may seem ridiculous in its simplicityUse a checklist!


www.techshow.com #ABATECHSHOWPRESENTED BY:How do you determine which documents to automate?


www.techshow.com #ABATECHSHOWPRESENTED BY:Difficultyof creatingthe DocHardEasy

Frequency of ProductionRarelyOften

To be discussed later


www.techshow.com #ABATECHSHOWPRESENTED BY:Creating a System for Document Automation(Figure out the checklist part first)


www.techshow.com #ABATECHSHOWPRESENTED BY:The ProcessBreakdown long, multi-step processes into smaller steps (using pen & paper)Create a process tree (using pen & paper)Record comments (i.e., citations, cases names, statutes) and changes to the document in place where others can easily access, anytime (e.g. cloud)


www.techshow.com #ABATECHSHOWPRESENTED BY:Store the ProcessGoogle Docs: Free, robust commenting and version trackingGoogle Sites: An internal Wiki for your teamSweetProcess: online repository for common processes, easy to capture screenshotsURL: bit.ly/SweetProcessMindMaps: Plenty of Software Options


www.techshow.com #ABATECHSHOWPRESENTED BY:What kind of documents should lawyers automate?Pleadings: appellate briefs, & district court filings, affidavitsForm contracts: estate planning docs, business formation docsInternal Docs: engagement letters, tax forms, employee docs, trial and deposition prepClient letters: common advise that changes based on circumstances


www.techshow.com #ABATECHSHOWPRESENTED BY:Practice SpecificExamples


www.techshow.com #ABATECHSHOWPRESENTED BY:Estate PlanningPower of AttorneyLiving WillLast Will and TestamentHIPPA AuthorizationTrusts


www.techshow.com #ABATECHSHOWPRESENTED BY:Insurance Defense LitigationRequest for Extension of TimeAnswer, with option and common exceptionsRequest for Notice of TrialInitial DiscoveryLetters of RepresentationMedical Releases


www.techshow.com #ABATECHSHOWPRESENTED BY:Business FormationArticles of OrganizationInitial ReportOperating AgreementSS-4 for EIN Application


www.techshow.com #ABATECHSHOWPRESENTED BY:Uncontested DivorceCustody/Visitation Enforcement PetitionCustody/Visitation Modification PetitionSupport Enforcement/Violation PetitionSupport Modification Petition ProgramPaternity PetitionPeticin de PaternidadPaternity Petition in SpanishSafe Deposit Box PetitionSmall Estate AffidavitGuardianship Article 17AAdult Name Change PetitionChild Name Change PetitionAdult Name Change PetitionChild Name Change PetitionVacate Default Judgment in a Consumer Debt CaseNonpayment PetitionLicensee Holdover PetitionSquatter Holdover PetitionSmall Property Owner Nonpayment PetitionSmall Property Owner Licensee Holdover PetitionRoommate Holdover ProgramTenant Vacate Default JudgmentNonpayment AnswerPrograma de Respuestas para Demandas por Incumplimiento del Pago del AlquilerTenant Affidavit to Vacate a Default JudgmentAffidvit de un Inquilino para Anular un Fallo en RebeldaTenant Affidavit to Restore Case to Calendar


www.techshow.com #ABATECHSHOWPRESENTED BY:How to AutomateYour Documents


www.techshow.com #ABATECHSHOWPRESENTED BY:Important KeysYou'll need to develop a sensible systemYou'll have to get everyone to commit to using itsome people will help create the automated documentsalmost everyone will be using the system


www.techshow.com #ABATECHSHOWPRESENTED BY: So how do you decide which documents to automate?(Lets ask Barron Henley)


www.techshow.com #ABATECHSHOWPRESENTED BY:Barron Henleys MatrixDifficultyof creatingthe DocHardEasy

Frequency of ProductionRarelyOften



Barron Henleys Matrix

Difficultyto createthe DocHardEasy

1. High ValueStart Here2. Then Here3. SimpleTemplates4. Probably notworth itOftenFrequency of ProductionRarely

Opportunity to develop a niche?


www.techshow.com #ABATECHSHOWPRESENTED BY:The Automation Process


www.techshow.com #ABATECHSHOWPRESENTED BY:OverviewAnalyze the structure of the documentDetermine the documents formattingDetermine the proper style of writing


www.techshow.com #ABATECHSHOWPRESENTED BY:Before we StartSome Key ObservationsYes, creating the system is front-loaded, in terms of effort, time, and costOnce built, however, it's 95% self managed (only 5% effort in tweaking)Dont obsess about perfection; just start by keeping track of drafts (and then fine-tuning them).Periodic Audit


www.techshow.com #ABATECHSHOWPRESENTED BY:Analyze the StructureWhat is the documents logic?What are the commonly encountered variables?Other factors that need to be considered in drafting the document? (Formatting, Style, etc) (Figure this out with pen & paper)


www.techshow.com #ABATECHSHOWPRESENTED BY:Standardize the FormattingTypography for Lawyers - Matthew Butterick


www.techshow.com #ABATECHSHOWPRESENTED BY:Typography for LawyersType CompositionText FormattingFont RecommendationsPage LayoutSample Documents


www.techshow.com #ABATECHSHOWPRESENTED BY:BOLD AND ALL CAPSas told by ButterickDont capitalize whole paragraphs. This habit is endemic to lawyers, but its especially common In contracts. Many layers seem to think that capitalization communicates authority and importance. Hey, look here, Im a lawyer! I demand that you pay attention to this! But a paragraph set in all caps is very hard to read. And its even harder to read if its bold. as the paragraph wears on, readers fatigue. Interest wanes. How about you? Do you enjoy reading this? I doubt it. but I regularly see capitalized paragraphs in legal documents that are much longer than this. Do your readers a favor. Stop capitalizing whole paragraphs.


www.techshow.com #ABATECHSHOWPRESENTED BY:AlternativesChange Page Layout and BordersAdd a Heading labeling it ImportantIncrease the Point Size



Sample DocumentsCaption PagesMotionsResearch memosLetterhead & Business CardsResumesGrids of numbersContracts


www.techshow.com #ABATECHSHOWPRESENTED BY:Consider styleWho is the document being written for? Draft accordingly.Eliminate unnecessary legaleseWriteClearly.org (for Lawyers)Readability-Score.com (aim for an 8th grade Level)


www.techshow.com #ABATECHSHOWPRESENTED BY:WordRakeWhat problem does it solve?Every unnecessary word detracts from the words that actually convey meaning. When you remove the unnecessary words, the reader will more readily understand.


www.techshow.com #ABATECHSHOWPRESENTED BY:WordRake


www.techshow.com #ABATECHSHOWPRESENTED BY:Keep the System UpdatedCreate a change logWhat changed?Who changed it?Why was it changed?Listen to Lawyerist podcast with Barron Henley for more info (The 5% you have to keep refining)


www.techshow.com #ABATECHSHOWPRESENTED BY:Best Tools and Software


www.techshow.com #ABATECHSHOWPRESENTED BY:AgendaFormattingStructure & LogicSnippets of textVariable text input, at fast pace


www.techshow.com #ABATECHSHOWPRESENTED BY:1. FormattingMicrosoft Word Styles: more than fonts; includes auto-numberingCreate a Style Sheet for each doc typeRead Typography for Lawyers (Matthew Butterick)Get training on use of Styles




www.techshow.com #ABATECHSHOWPRESENTED BY:More SuggestionsBriefs: learn to create a Table of Authorities & Cross-ReferencesContracts: learn to create Table of ContentsPrint to PDF: with document structure & bookmarks will auto-generateGet training on these skills - lynda.com


www.techshow.com #ABATECHSHOWPRESENTED BY:2. Structure & LogicTheFormTool: simple, easyURL: bit.ly/FormToolTheFormTool - FreeFormToolPro$89 one-time licenseDoxseraForm Sets - $129/year PC Only




www.techshow.com #ABATECHSHOWPRESENTED BY:More SuggestionsHotDocsIndustry Leader, $$$UltradoxIntegrates with Google AppsWebmergeIntegrates with ClioMacSimplePrompterhttp://www.wordsite.com/products/sp.htmDifferent Price Points, Uses, and Integrations


www.techshow.com #ABATECHSHOWPRESENTED BY:ScrivenerFor complex documents (Books, Appellate Briefs)Mac and WindowsFree to try for 60 days$45 one-time licensebit.ly/Scrivener4Lawyers




www.techshow.com #ABATECHSHOWPRESENTED BY:3. Text SnippetsHotDocs: Powerful but complex software; save this for laterThe FormTool: simple, easyURL: bit.ly/FormToolTheFormTool - FreeFormToolPro - $89 one-time license


www.techshow.com #ABATECHSHOWPRESENTED BY:3. Snippets of Text

Mac/iOSPC


www.techshow.com #ABATECHSHOWPRESENTED BY:Key FeaturesTextExpander and Breevy are Compatible, so work across platformSync across devices and share with teams using DropboxWorks in all your desktop softwareEliminate Typos


www.techshow.com #ABATECHSHOWPRESENTED BY:Bluebook PerfectionxlarsLa. Rev. Stat. Ann. xlaccpLa. Code Civ. Proc. Ann. art. xlaccaLa. Civ. Code Ann. art.


www.techshow.com #ABATECHSHOWPRESENTED BY:What does Andrew use most often?Email AddressYour fax numberFirm nameAddressEIN (and a dropbox link to my W-9)Email SignatureLouisiana Secretary of State


www.techshow.com #ABATECHSHOWPRESENTED BY:Dropdown Options and Dates


www.techshow.com #ABATECHSHOWPRESENTED BY:iOS snippet option



iOS device has snippet expansion built

Other snippet options?



Quick Part gallery in Word - Great, but youre using something that only works in one place (i.e Word)

Common, Default AdviceI've received this question so many times that I've created a default answer: pay it and avoid any additional penalties. The ticket is a non-moving violation, so it will not be reported to your insurance company.You can try to challenge it, but based on discussions with other attorneys, you'll probably lose and have to pay the fine anyway. You can also appeal that decision to Civil District Court, but the filing fee is about $400. And on the off chance that you win, you still won't get that filing fee back. So unless you want to just fight the good fight, that's not a financially viable option.If you do not pay the fee, the city may boot your car, then add on extra penalties. Eventually, they'll send it to collections, and it could even affect your credit. If you've received more than one ticket, I recommend you contact the city attorney and attempt to negotiate a lower payment.Yeah, that sucks. The most effective thing you can do? Write your city council member (http://www.nolacitycouncil.com/) and complain.


www.techshow.com #ABATECHSHOWPRESENTED BY:4. Variable Text Input


www.techshow.com #ABATECHSHOWPRESENTED BY:Text automationusing your voice




www.techshow.com #ABATECHSHOWPRESENTED BY:bit.ly/DragonPCHome

bit.ly/DragonMacWindowsMac


www.techshow.com #ABATECHSHOWPRESENTED BY:Difference between Siri and Dragon?



Time Elapsed Typing - 3 mins 58 seconds



Time Elapsed - 1 mins 55 seconds


www.techshow.com #ABATECHSHOWPRESENTED BY:Wrap-Up Thoughts


www.techshow.com #ABATECHSHOWPRESENTED BY:Text-RelatedAutomation is Everywhere


www.techshow.com #ABATECHSHOWPRESENTED BY:The traditional documentfeatured little automationi.e. email


www.techshow.com #ABATECHSHOWPRESENTED BY:Modern Lawyers must embrace document automation(or clients will embrace it without them)




www.techshow.com #ABATECHSHOWPRESENTED BY:Dont wait for clients to automate your documents for you






www.techshow.com #ABATECHSHOWPRESENTED BY:ErnieTipsTextto # 33444







SAVE THE DATE! March 17-19, 2016



The Automatic Law Firm

Small Business & Entrepreneurship

Transcript of The Automatic Law Firm