Would you like to save time while typing out routine emails? For phrases or sentences that are used frequently, use a shortcut:

1.  Open a new email.
2.  Go to Tools/AutoCorrect Options.
3.  Click on the AutoCorrect tab at the top.
4.  In the "Replace" box, type your shortcut name (example, "tyf").
5.  in the "With" box, type your phrase (example, "Thank you for allowing Legally Large to serve you!").
6.  Click OK.
7.  In the body of the email, type the shortcut name, then Enter (example, "tyf/enter").
8.  The phrase will appear!

This tip can also be used in Word and WordPerfect. This is ideal for short sentences; anything longer than that will need a macro. And I'll send out a tip on that next week!

End of Year Clean-Up
For Administrators...

For most of us, December is a slower time of the year (thank goodness, right?).  Take advantage of the extra time and clean up a few things. A few suggestions:

1.  Go through the attorney's CLE files and ensure that all classes were reported to the State Bar of Texas.

2.  Make files for 2007 (don't wait until you need them and then rush to do it).

3.  Clean out old administrative files and send to storage (2005 & previous billing/timekeeping, payables/receivables, etc.)

4.  Review the year's cases and close out any files you can. Catch up on all the filing, cull through the file and get rid of all those extra copies and unneeded drafts, ensure that all bills were paid and there are no outstanding expenses. Prepare the file for the attorney's review (and after review is complete), and archiving.

Resource for Texas Supreme Court Opinions
For Attorneys...

If you're looking for an excellent summarization of the latest Texas Supreme Court opinions, go to The Weber Report, a compilation written by Andrew Weber. He served as Clerk of the Supreme Court from 2002-06. I met him when he was presenting CLE based on his experience in his various capacities at the Court. Not only was he informative, but he was also entertaining.

In the following weeks (and with his permission), I'll share some of the tips he graciously gave to the group.

Do that pesky Bates numbering an easier way by using the Label function in Word (also works in Casemap and Summation). Here's how:

Pull up a blank Bates label document by going to Tools/Letters and Mailings/Envelopes and Labels. Choose Options to designate label size. Then click on New Document.  

Place the cursor in the first label. Then choose: Format/Bullets & Numbering/Numbered. Pick one of the choices, then click on Customize. Click OK. (Notes on Numbering: Key to getting the Bates series correct is to place the cursor before the shadowed area in the number format box, then type your prefix and number, i.e., CAM 00001. Also, when you get to 10, you have to go back into your customize and take out a 0 and start with 10.)

Your first number is in your first label. Move to the next label to your right and use your automatic numbering button (in the button bar). Because of the spacing between labels, you will have to tab over to the next label each time before clicking on the automatic numbering button. Once the first page is complete, all the hard work is done.

To continue numbering to the next page: Place the curser in the last label of the first page and just hold down the Tab key until the entire next page is complete. You can continue this for as many Bates labels pages as you need. (HOWEVER, you'll notice that there is now one extra row at the bottom of each page that won't print properly. So before you print, highlight the bottom row of each page and hit the automatic numbering button to turn the numbering off for the last row.)  Now you can print.

Thanks to Macel Haygood of Boyar & Miller, who participated in our recent Houston seminar and shared this tip with our Yahoo Networking Group.

One Ringy-Dingy...
For Administrators...

Adopt a written firm statement of policy concerning telephone calls. It could include:

• No client calls will be ignored.
• We will return all client calls as soon as possible, preferably within 2 hours.
• Client calls received before 3 pm will be returned the same business day. After 3 pm, clients will be advised that the call may not be returned until the next day.
• Telephone communication is essential and critical part of the firm's commitment to quality service.
• Allegations of nonreturned phone calls are usually present in complaints to the state bar's disciplinary committee.
• All voicemail and email messages are to be reviewed daily to determine if responding is necessary.

The Dozen Do's for Setting Fees
For Attorneys...

Summarized from "How to Start & Build A Law Practice" by Jay G. Foonberg (5th Edition, Revised & Updated), pp. 321-323.

1.  Be firm. If you're uncertain, clients will rapidly lose confidence in you.
2.  Use words like "Per my standard fee" or "The standard fee" or "In cases like this". Instill confidence in the client.
3.  Don't ask the client what the fee should be. This is one way to guarantee the client finding another lawyer.

To be continued next week...

Scan the documents into a PDF format. Pull up the PDF document and click on "Document", then select "add headers and footers". Fill out the information needed. (It gives you various styles of numbering and even lets you add the date if you want.) When you click on "OK" it automatically stamps your scanned documents. If you want to change it up, just redo your footer and override what it did the first time. When you have it the way you want it, "Save As" the name of the file. The copy is already scanned into your file. All you have to do for the opposing counsel is print off your documents. There you have it! No stamping -- no stickers. All in the blink of an eye.

Would you like to make calls from your cell phone but don't want your number showing up on caller i.d.?

It's easy. Press *67 and then the number. That should block their caller i.d. from displaying your number.

Bookkeeping and Taxes
For Administrators...

Only 50% of meals and entertainment expenses can be claimed on your taxes. However, networking expenses are 100% deductible. So if the meal is included as part of a networking event, the cost for the meal and meeting are 100% deductible.

If you'd like to know more, contact me.

The Dozen Do's for Setting Fees
For Attorneys...

Summarized from "How to Start & Build A Law Practice" by Jay G. Foonberg (5th Edition, Revised & Updated), pp. 321-323.

7.  Don't be tempted by the Client who wants you to take a case at a reduced fee with the promise of more cases later. There won't be any later cases. Tell the client that in your office, every piece of work has to stand on its own and pay its own way.
8.  Be sure you bring up fees at your first meeting (meeting, not call, email or letter). Try to limit your first meeting to one hour. After 40 minutes, ask the client "Would this be a good time to discuss fees?" Don't wait until the end of the meeting - you may need to modify work based on the client's willingness or ability to pay.
9.  Use the number "5" in quoting fees. Professional marketers have determined that people prefer odd numbers such as 3, 5, 7, and 9 over even numbers when setting prices. $195/hour is more acceptable than $200/hour.

To be completed next week...

To automatically place the filename and path into your word processing documents, follow this shortcut:

Word: Insert, AutoText, Header/Footer, Filename & Path. The filename and path are automatically inserted into the footer.

WordPerfect: Insert, Other, Path & Filename. The filename and path are automatically inserted wherever the curser is placed in the document.

IRS Announces 2007 Mileage Rates
For Administrators...

The Internal Revenue Service issued the 2007 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes. Beginning Jan. 1, 2007, the standard mileage rates for the use of a car (including vans, pickups or panel trucks) will be:

48.5 cents per mile for business miles driven;
20 cents per mile driven for medical or moving purposes; and
14 cents per mile driven in service to a charitable organization.

The new rate for business miles compares to a rate of 44.5 cents per mile for 2006. For more information, go to IRS Announces 2007 Standard Mileage Rates.

The Last of the Dozen Do's for Setting Fees
For Attorneys...

Summarized from "How to Start & Build A Law Practice" by Jay G. Foonberg (5th Edition, Revised & Updated), pp. 321-323.

10.  Suggest, when appropriate, that the Client borrow fees from a credit union or relative. If the Client doesn't want to go to relatives, be wary. They may not intend to pay.
11.  Suggest, when appropriate, that the Client give you collateral or security for payment of fees. This may be important when the client may be defunct, bankrupt or jailed if the case is lost.
12.  Suggest the Client use a credit card. The credit card can belong to the client or a friend/relative. Get written approval for future charges by your authorization.