Yes, Virginia, You Can Use a Mac in Your Practice

2015 WSSFC Technology Track – Session 5

Pyria Barnes, Atty Barnes LLC, Pewaukee James E. Lowe, Jr., Law Office of James Lowe, New Berlin Tison H. Rhine, State Bar of Wisconsin, Madison

About the Presenters...

Priya Barnes is a solo practitioner who runs her entire practice on a Mac system. With offices located in Pewaukee, Wisconsin, her law practice encompasses family and juvenile law, bankruptcy, estate planning and small business law in the greater Milwaukee area. Prior to hanging out her shingle, she founded and managed an advertising agency called Creatonomy in Milwaukee, Wisconsin. Culturally, the agency was less Mad Men and more Mac Cool. Priya was also adjunct professor at Marquette University’s Diederich College of Communication for over ten years. She has spoken frequently on marketing and technology topics at local and national conferences.

James Earl Lowe, Jr. is a Patent & Trademark Attorney, focused on providing personal service and lower cost intellectual property services to small business product manufacturers in Wisconsin. Jim previously served as Chief Patent Counsel at Joy Global (P&H Mining) and A. O. Smith Corporation, and as a patent attorney with Michael, Best & Friedrich and Godfrey & Kahn. Jim has a B.S.in Nuclear Engineering and a M.S. in Industrial Administration from Purdue University, and a J.D. from the Indiana University Robert H. McKinney School of Law. Jim recently published an article at BizTimes.com entitled “Are Your Patents at Risk?”

Tison H. Rhine is the State Bar of Wisconsin’s Practice411™ Law Office Management Assistance Program Manager and Practice Management Advisor. He received his B.S. in Economics and Engineering Science from Vanderbilt University and his J.D. from the University of Minnesota. Previously General Counsel for an Indiana based energy company, Mr. Rhine also has experience practicing in small firm and clinical settings. He now uses his diverse legal and technical background to help Wisconsin attorneys run their practices more effectively and efficiently.

Yes, Virginia, You Can Use a Mac In Your Practice . . .

WSSFC 2015 Materials

Priya Barnes James Lowe Tison Rhine

Background:

According to the 2015 Legal Tech Survey, conducted by the ABA’s Legal Technology Resource Center, 8.1% of respondents reported using a Mac in their practice, up from just 5.8% in 2014. The biggest users: solo practitioners and small firms.

Despite the trend, Windows-running PCs still dominate the legal landscape. Attorneys who decide not to go with Macs typically have the following concerns and questions:

1. There appears to be a relative lack of legal-specific software native to Macs.

2. Don’t Macs tend to cost more Windows-based PCs?

3. My existing IT department (or my third party IT service provider) is unwilling to support Macs. I’ve been using them for years.

4. My firm won’t let me. How can I convince them?

These concerns may have been legitimate in the past, but in 2015:

1. The software that lawyers use most (such as Microsoft Outlook, Word, and Excel, Adobe Acrobat, Google Drive, and Dropbox) all work on both PC and Mac. There are also better practice management options than in the past, some native to Mac, but many of them compatible with both Mac and PC.

2. The price gap between Macs and PCs is largely just in our heads, likely due to the wide availability of budget PCs. Sure, it is possible to get a budget PC for much less than a well-equipped Mac, but how long will it last? Apples-to-apples (no pun intended) hardware comparisons reveal that similarly equipped Macs and PCs also share similar prices.

3. When it comes to IT support, the emergence of cloud-based services has increasingly allowed attorneys (especially solo and small firm practitioners) to reduce their reliance on IT specialists by eliminating on-site Windows-based servers, as well as the setup and routine maintenance required to support them. This may be bad news for your IT service provider (of course they want you to continue to use PCs - that’s what they have been

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trained on, and those are the products that they sell!), but for attorneys, cloud-based options not only provide flexibility in choosing hardware and operating systems, but can also add flexibility and scalability to your overhead budget.

4. Finally, attorneys can be slow to change, especially when it comes to technology, but they also respond well to relatable examples. So, while you (or your firm) may currently be on the fence about whether it is possible (or better yet, advisable) to use a Mac in your practice, we hope that, after being exposed in this seminar to what practicing with a Mac really looks like, you will have gained confidence that yes, you can use a Mac in your practice . . .

Genesis of a Mac Lawyer:

Why are some lawyers drawn to Mac computers, and what does a Mac user’s computer background look like?

Case 1: Priya Barnes

I started using a Mac when they first came to Marquette’s College of Communication’s desktop computing lab back in the late 80s. And have been hooked since. Before I became a lawyer, I worked in advertising, which has always been a Mac-dominated field. It was one of the first fields to also be revolutionized with the advent of personal computing. So being using a Mac, deploying it to whatever I needed came naturally. Using a PC did not come naturally at all! Although I did use PCs for 10 years or so when I worked in the corporate sector.

When I started my law practice in 2011, there was no question in my mind about using a Mac vs. PC. For me, the question became what kind of Mac setup I should have to be the most efficient lawyer I can be.

Case 2: James Lowe

Hi. My name is James Lowe, and I have been using a Mac in my law practice since the original Mac conception. I was originally drawn to using Mac because of the ease of use of the computer. And I still think this is its most compelling feature. No matter what problem might come up, I can usually find a solution quickly. This reduces my need for IT support.

I also liked how Apple included a software product one could use to manage information. I am a patent lawyer, so I need to manage my active patent and trademark files. Apple had a product called HyperCard, and I used it to manage this data. HyperCard is now gone, but it has been replaced by a product called FileMaker.

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Case 3: Tison Rhine

I grew up on a Commodore 64 and an IBM PS/1, but did use some of the Apple II series in school in the early 90s (mostly typing and Oregon Trail). Other than that, my computer time was mostly spent with Compaq’s and Packard Bell’s until late ’98, when the Apple G3 was going strong and the first iMac was released. I enjoyed the user experience, so in college, following a year of mandatory Dell laptop use for my engineering program, I broke down and bought a beautiful, aluminum G5 tower and a 23” Apple Cinema Display HD – a decision I admit was largely due to the fact that it looked awesome, but also because of the simplicity of OSX and the existence of easy-to-use creative software.

I was then forced to buy another mandatory Dell, this time for law school, but continued to use my G5 (which lasted years), as well as an iBook I bought in 2005, at home. I actually liked this Dell, and during those days, my firm and clinic experience was also on PC, but when I became in-house counsel, and was given a choice, I chose to use my own money to supplement (okay, triple) my computer budget so that I could buy a Macbook Pro and a 27” Apple Cinema Display (a great display which made contract drafting in particular, so much easier). I managed to integrate into the formerly all-PC office just fine (only rarely needing to use virtual Windows machines on my Mac), but when I moved to the State Bar (which supports windows only), I started using PCs again professionally (I had kept up with Windows in the meantime for gaming).

Long story short, I now use both Macs and PCs, almost interchangeably, and actually like them both. Hopefully, I can provide a balanced view.

What types of equipment do Mac lawyers use?

Case 1: Priya Barnes

Hardware: Mac Pro Quad Core running OS X Yosemite and OS X Server, Apple Cinema Display, Fujitsu ScanSnap S300M, Xerox Phaser 7760GX, Brother HL5250DN, iPad 2, iPhone 5S.

Case 2: James Lowe

In my home, which is also my office, I have two iMacs, a Mac laptop, a Mac mini, an iPad and an iPhone. I use the Mac Mini as a server, and depending on where I'm working, I use either the iMac or my laptop. I also have an iPhone. I also have a land line, but I forward it to my cell phone. One of the Mac only features I really like is how I can lay my iPhone down, but if the call comes in, I can pick up that call from either my iMac or my laptop or my iPad, depending on what I am using. It's a very handy feature, allowing me not to have to carry my cell phone around everywhere. If I had an iWatch, I could also pick up the call Dick Tracey style, if I wanted.

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Case 3: Tison Rhine

At home, I currently have a 2012 13” Macbook Pro and 27” Apple Cinema Display, an iPad Mini 2 Retina, and a self-built PC (which I connect to the Apple display or a TV). In the past, I’ve also had the aforementioned G5 tower, an iBook, a 27” iMac, a couple of iPads and several iPhones (the original, a 3G, a 4, and a 5). I have since switched to Android (Moto X 2014), in large part because Apple won’t let me choose my default browser and maps app.

At work, I have an HP laptop connected to the State Bar’s server, three older displays (two 22” HPs and one 19” Dell), a ScanSnap iX500, and several networked printers. I also have a Macbook Pro that I use as a sandbox to test programs off of our internal network, which I do for both OSX and Windows 10 (which is run on the Mac using Boot Camp, a multi-boot utility that is included in OSX and helps install and run Windows, directly on Macs, using a separate hard drive partition).

What software do mac users use to run their law practices, and how does this affect collaborating with others, producing documents, and sharing information?

Case 1: Priya Barnes

FileMaker Pro 13: This is the backbone software of my practice. Overcoming obstacles to get started and ease of use questions I spent a good part of my first 3 months setting up my FileMaker app to create essentially my own law practice management setup. I use the FileMaker app for word processing, including legal document creation, storage, and management; timekeeping, expense reporting, and billing; client and contact management; engagement tracking; CLE reporting; litigation management; and asset management.

The only major function within my practice that I don’t run on FileMaker is accounting. (I use QuickBooks for that.) Invoicing is fully within FileMaker, but after that all financial management functions are run on QuickBooks.

Many of the files I create are sent to other lawyers who probably use PCs, but I have never had file compatibility issues come up. Documents that I create within the app are saved out as Acrobat files, which are readable on any platform. Since all my legal documents are created within the FileMaker app, one issue of compatibility that I have run into is that sometimes, in order to create editable documents for the recipient, I have to recreate them or convert them to Microsoft Word.

My equipment has been in use for a while, longer than since 2013. I’ve cobbled my system from what I had and have added very little, so some of the cloud based apps for running Word or Acrobat for instance, I don’t use. At some point, I will have to consider these options, but I will not go there until I absolutely have to.

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Other Software Used: Microsoft Word for Mac 2011, Excel for Mac 2011, PowerPoint for Mac 2011, Apache OpenOffice 4, Apple Mail, Apple Calendar, Adobe Acrobat X, Intuit QuickBooks 2015 for Mac, FastTrack Schedule 10, and Mozilla Firefox.

Case 2: James Lowe

FileMaker is a wonderful product I use to manage all kinds of aspects of my law practice. If you are comfortable creating your own layouts, and doing a little bit of computer program, you too would love using FileMaker. I use FileMaker for time and billing, and practice management. And QuickBooks for my accounting.

FileMaker is not a Mac only product. There is a Windows version, but I find the Apple version to be easier to use. Another nice thing about FileMaker is that if you sign up for a developer license, you get to use FileMaker server. This allows me to run the server on my Mac Mini, and access any of my FileMaker files on any of my equipment. This is very useful.

Besides FileMaker, I also use the latest version of Word and Excel. Since the files are interchangeable with Windows users, if I send any files to clients using Apple's mail program, I never have any problems with the clients opening those documents.

I am also very happy with dictation using Dragon for Mac. I use it to either do new work on my equipment, or to save recordings for transcription at a later time. Both work quite well. Another thing I have found that I like is, when switching between my equipment, I can open documents I've saved in iCloud on any of those different computers. Although I've also looked at other cloud solutions, most my work is done at home, so I have no need to access documents outside of my office.

If I ever find I need to use a Windows only product, it has worked well for me to do that using a virtual machine product known as Parallels. One product I sometimes use is Microsoft Visio. It is a Windows only product. So when I need to use it I just use Parallels.

Case 3: Tison Rhine

Now, as a law practice management consultant, rather than focusing on a small number of particular Mac or PC programs for use in my own practice, I try and keep up on a variety of options that Wisconsin attorneys may be interested in. I am currently noticing a trend in cloud- based products that are operating system agnostic, meaning they can be used on both Mac and PCs – products like Clio, MyCase, Xero Online Accounting, Microsoft Office365, and a number of Google products – but the legal industry is relatively slow to change, and I am still seeing a large number of Windows-based servers. Though the on-site server systems are more customizable, providing larger and more specialized firms the ability to tweak their setup a little more than they could with cloud-based services, the cloud based services are flexible in their own way, allowing attorneys to use whatever device they want, from wherever they are.

Another thing I am seeing is that, though most attorneys still use PCs, a lot of them use other Apple products in their practices, like iPhones and iPads. So, while many legal software

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developers may still focus on Windows, they are also focusing on iOS, which of course integrates more seamlessly with Macs.

Regardless of your OS preference, most attorneys are using Microsoft Office products such as Word and Outlook. There are exceptions of course, with some Mac attorneys using programs like Pages and Google Docs for word processing, but Microsoft still dominates. The good thing is that now, more than ever, you do not need a PC to use these popular Office products. The Mac versions of these programs are now nearly identical to their Windows counterparts, and for the things that do absolutely require Windows, the workarounds now more reliable – solutions like the above-mentioned Parallels, its similar competitor VMWare Fusion (both virtual machine software), and the less convenient but free Boot Camp option.

What are your favorite features when it comes to using a Mac in your Practice? What do you not like about using your Mac?

Priya Barnes:

Favorite features:

1. Being able to access my FileMaker app on my iPad when I’m out of the office. This is a very useful feature when you’re in court and you have to look up something that’s buried in a file somewhere or you need a phone number from your contact database.

2. Having all aspects of my practice run through a single app that’s setup just the way I like it is a HUGE asset. I don’t believe I could be managing the caseload and work that I’m doing without an assistant. I can print envelopes at the click of a button, and print letters and other documents in just the time it takes to mentally compose them.

3. My Mac setup runs very smoothly, knock wood. I’ve never felt the need to contact an IT help desk to help me because I couldn’t get something to work. I do remember that when I used a PC in the corporate world, some of those guys at the help desk became my closest friends because of how often I would see them. That is just not my experience with Macs.

4. My widescreen display that allows me to view two or three full size documents at once.

5. The superfast speed, design and stability of my Mac system.

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What I wish I had:

1. I don’t have calendars integrated into my FileMaker system but someday when I’m smart enough or rich enough to hire a real FileMaker developer, I’d like to integrate a calendar into my app.

Tison Rhine:

Favorite features:

The attributes I like best in Macs are their stability and longevity (both in use and design). Apple keeps a tight control over its ecosystem, which ensures that for the most part, Macs just work. Now, they aren’t perfect – I have encountered glitches and crashes here and there over the years – but I don’t think I have ever wanted to smash a Mac against a wall in complete frustration. This is something that, sadly, I cannot say about my PCs. I have also found Apple hardware to be designed to last, both when it comes to durability and aesthetics – I have had PCs that lasted only a couple of years, but I tend to keep my Macs for 4-7 years and am still able to sell them for decent money afterwards.

Things I don’t like:

Lack of freedom. The same tight ecosystem control that contributes to a Mac’s stability also means that users have less control. This makes it a little harder to tinker with the system and tease out wanted customizations. However, unlike iOS (which won’t even let users’ choose default apps), OSX’s relative lack of openness has thus far not reached the extent that it would be a deal breaker for me. Security and stability are not positively correlated with openness, and though OSX’s balance is a little too skewed toward the former for my liking, I cannot argue with the (lack of computer on wall smashing) results.

What about the so-called “Mac Tax” – the belief that Mac’s cost more?

James Lowe:

As far as any possible Mac tax is concerned, I've never found this to be true. I like decent computer equipment, and I found that comparable equipment has had a comparable price. Further, my current Mac equipment has lasted me in excess of six years. I did not find that to be true with any Windows equipment.

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Commonly used software in Mac-based law practices:

Document Management Software:

• DocMoto (native to Mac) • Dropbox • NetDocuments • Box • Google Drive • Microsoft One Drive

Legal Specific Practice Management:

• Clio • MyCase • Rocket Matter • Firm Central • Amicus Cloud • LexisNexis Firm Manager

Non-legal Specific Practice Management

• FileMaker • Daylite

Time and Billing / Accounting

• Bill4Time • Xero • Timesolv • Time59

Litigation Support

• Lexbe • Logikcull • Nextpoint • CS Disco • Everlaw

Other Software / utilities:

• Microsoft Office / Office 365 • Adobe Acrobat Pro

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• TextExpander – easily insert habitually used standard phrases, signature pages, etc. • 1Password – password manager • Streak – email power tools for Gmail, including client relationship management • OmniFocus – task/project management • Trello – task/project management

Notes:

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Priya Barnes Mac Presentation Speaking Points

Background on how you started using the Mac and why I started using a Mac when they first came to Marquette’s College of Communication’s desktop computing lab back in the late 80s. And have been hooked since. Before I became a lawyer, I worked in advertising, which has always been a Mac-dominated field. It was one of the first fields to also be revolutionized with the advent of personal computing. So being using a Mac, deploying it to whatever I needed came naturally. Using a PC did not come naturally at all! Although I did use PCs for 10 years or so when I worked in the corporate sector.

When I started my law practice in 2011, there was no question in my mind about using a Mac vs. PC. For me, the question became what kind of Mac setup should I have to be the most efficient lawyer I can be.

What is your equipment Hardware: Mac Pro Quad Core running OS X Yosemite and OS X Server, Apple Cinema Display, Fujitsu ScanSnap S300M, Xerox Phaser 7760GX, Brother HL5250DN, iPad 2, iPhone 5S.

Software that you are using for running your practice ( and how this affects collaborating with others, producing documents and sharing information):

Word processing Practice management Time and billing File synch and sharing Filemaker Cloud products Playing nice with Windows and Window users when you need it.

Filemaker Pro 13: This is the backbone software of my practice. Overcoming obstacles to get started and ease of use questions I spent a good part of my first 3 months setting up my Filemaker app to create essentially my own law practice management setup. I use the Filemaker app for word processing, including legal document creation, storage, and management; timekeeping, expense reporting, and billing; client and contact management; engagement tracking; CLE reporting; litigation management; and asset management.

The only major function within my practice that I don’t run on Filemaker is accounting. (I use Quickbooks for that.) Invoicing is fully within Filemaker, but after that all financial management functions are run on Quickbooks.

Many of the files I create are sent to other lawyers who probably use PCs, but I have never had file compatibility issues come up. Documents that I create within the app are saved out as Acrobat files, which are readable on any platform. Since all my legal documents are created within the Filemaker app, one issue of compatibility that I have run into is that sometimes, in order to create editable documents for the recipient, I have to recreate them or convert them to Microsoft Word.

Other Software: Microsoft Word for Mac 2011, Excel for Mac 2011, Powerpoint for Mac 2011, Apache OpenOffice 4, Apple Mail, Apple Calendar, Adobe Acrobat X, Intuit Quickbooks 2015 for Mac, FastTrack Schedule 10, Mozilla Firefox.

Favorite Features

1. Being able to access my Filemaker app on my iPad when I’m out of the office. This is a very useful feature when you’re in court and you have to look up something that’s buried in a file somewhere or you need a phone number from your contact database. 2. Having all aspects of my practice run through a single app that’s setup just the way I like it is a HUGE asset. I don’t believe I could be managing the caseload and work that I’m doing without an assistant. I can print envelopes at the click of a button, and print letters and other documents in just the time it takes to mentally compose them. 3. My Mac setup runs very smoothly, knock wood. I’ve never felt the need to contact an IT help desk to help me because I couldn’t get something to work. I do remember that when I used a PC in the corporate world, some of those guys at the help desk became my closest friends because of how often I would see them. That is just not my experience with Macs. 4. My widescreen display that allows me to view two or three full size documents at once. 5. The superfast speed, design and stability of my Mac system.

What I Wish I had

1. I don’t have calendars integrated into my Filemaker system but someday when I’m smart enough or rich enough to hire a real Filemaker developer, I’d like to integrate a calendar into my app.

YES, VIRGINIA, YOU CAN USE A MAC IN YOUR PRACTICE....

Article URL

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