Yes, it is time that again! The air is fresh, people apt to smile, as the holidays approach and for most companies, the work slowed during the year winds to an end.
End of the year is the perfect time for law firm administrators and managing partners, a glance at the practices of the enterprise from a macro-view, and the hardware, software, strategies and processes adopted by the company - or YETA.
Why do you need a YETA? First, it is always good, especially on the physical devices and processes in place in each company. There is always a good thing to understand how technology can improve or change over time and how best to position your company to exploit all opportunities, new technology presents.
For security risks of a false "OK" to a download, which is devastating to an entire corporate network, to stay in the loop on the abilities of each machine on which the business information is passed to a truly comprehensive backup plan , a YETA helps managers stay on top of everything. Additionally, a YETA can pinpoint where potential failures may occur long before a feared loss or injury of information.
When YETA, there are four areas of concentration:
• Hardware
• Software
• Office-Politics
• Work-flow
The completion of the hardware inventory is really quite easy with the free software from Belarc Advisor (www.belarc.com). Simply download the program and start it on every computer in your network. Belarc will give you a comprehensive diagnostic assessment of the actual hardware, and a list of software installed on each computer. Do not be surprised if this list is extensive. Many PCs are equipped with factory-installed software that you never use or even know was installed.
In any event, when it is finished, Belarc will present a report on the screen. Print the report for each computer, and label it with the name of the staff or location of the computer. Along with leadership, a copy of the report in a folder or IT Binder, a copy can be folded into an envelope and taped to the side of the machine or monitor. Make sure that all fans!
According to the legal IT specialist Michael Glasser from www.computer-unlimited.com any computer with a processor of less than 2 GHz, memory of 500 megabytes or less, or with Windows 98 or ME as the operating system should be the next candidate for replacement.
Next on the list is YETA software. Make a list of the most important or frequently used software in your practice (billing, case management, e-mail, word processing, etc). Then check the Belarc report to ensure that each computer has the applications installed and running, that all the same version.
It is very important that every application in your company within one or two versions of the current version. Most providers limit and in some cases, older versions of software security risks. You can use any software company's website to view the most current information. Without a doubt, make sure that any virus software is up-to-date for a company that computer has access to the internet!
The third step towards the completion of a YETA, politics or in the office, have the most impact on staff. To decide which office policy on the use of computers is difficult from a political standpoint. However, this is an important issue which needs to be determined and enforced.
Any policy should be introduced:
• Access to personal e-mail accounts (AOL, Yahoo, etc.)
• use of "instant messaging" programs (MSN Messenger, AIM, etc.)
• personal use of the Internet (paying bills, shopping during the lunch break)
• downloading from the Internet (all)
Some companies require employees an agreement in relation to the use of company computers and the Internet. If you want a sample agreement, please send an e-mail to: michael@computers-unlimited.com with "Free Sample Agreement" in the subject line.
The fourth and final step is to analyze the practice of work flow to see where improvements can be made or technology. For example, an easy to implement, upgrade to go from tape based to digital dictation. By making the band an electronic file, attorneys can work from anywhere and businesses can take advantage of the smart sourcing first drafts transcription, after hours and weekend work is a legal definition or virtual assistant, overtime is a thing of the past!
Together with the improvement of the actual processes, the steps to repeat that with each file and a client. Think about how Henry Ford - the more time you can from the drudgery of repetitive tasks, the more time that everyone has to focus on the important aspects of operational practice.
Before you close your YETA, you need to survey employees or brainstorm with the whole office on coffee, how they think they can be more effective, or if they are to improve. Not only will you gain valuable insights in the process and not just the employees will feel a part of the solution. At the end makes for much less resistance when the time comes to implement the actual changes.
What are you waiting for - 1 January is here before you know it!
Andrea Cannavina, Master Virtual Assistant and President / CEO of LegalTypist, Inc., helps all practitioners, law firms and companies providing services to the industry, its processes in the digital dictation to more with less (fewer staff, less equipment and less stress)!
To learn more visit: http://www.legaltypist.com While there, for the legal connection, Andrea newsletter, full, how to's, reviews and practical knowledge to work. You can also e-mail Subscribe subscribe@thelegalconnection.com.
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