Why MidwestIf You Bill It - Will They Pay?
How do you write a timesheet so that it accurately reflects what you are doing, and conveys the importance of the task? Clients are looking for value with the time that is charged to them. However, how do you calculate the savings, for example, of a litigation tracking system when the front end costs to establish it seem so high? On balance, how do you evaluate the savings provided because of that very costly database? Attorneys that utilize computer systems are more efficient, charge less attorney time and are more efficient with the results of their document review.
In the years before technology, the same work was done manually. Paralegals were asked to review documents and create witness folders – using the duplication of the paper to create subsets for attorneys to review. No one questioned the justification to bill these tasks or the paper produced by them. Even though, as described, the manual work was tedious, time consuming and never built a cumulative work product.
The inception of computers has created a new problem. We are doing the same work, but are doing it smarter, more efficiently and cheaper. Old rules of not charging clients for “clerical” work cannot be affixed to the sophisticated, value-based work that requires us to ….. (gasp!) type.
Timesheets are reflecting the “analysis” of documents to determine substantive information for database creation/maintenance. Translation… we are looking at the documents once. We are pulling the information once – and inputting into a system that will allow retrieval, manipulation, analysis and the construction of a work product that is a benefit to everyone on the case. It has been my experience that some firms bill for photocopies religiously – but not for prints from their laser printer? These same firms are willing to scan a document and then print it – for free. Huh? Upgrade your thinking, people. It’s billable, what’s the problem?
Law Firm Public Relations is the problem. Attorneys need to explain to the client the options of going each route. Highlight the advantages to the modernized process. Invite them to view a database – just once, and they will understand. If each client sat in on a trial – the most intensive, costly part of a case – and viewed a firm using technology and one that is not – they would be sold. The time charged would be gladly paid.
Midwest works with clients on a regular basis to explain what is happening and why it is happening. The clients receive bills and are educated on what they are getting and why it is to their best interest. Corporate clients should be included in the loop of the data extraction. It might be that the database created for a case could be used by the client for other purposes after the matter is closed, with the simple inclusion of another piece of data.
Explanations at the onset of a case, loop the client in on the process – always a good thing. The receipt of a bill should not be a launching point for the case management conversation. Billing for the technology advantages you are providing your client is the value added nature of the process. The investments in software, hardware and training of talented people to run both, is a revenue source – and a valuable one at that.
Midwest Assists At Trial
Midwest was hired at the start of the year to assist attorneys from three firms, located in three states, as they prepared for a Western District trial, in front of Judge Barbara Crabb. The process included setting up a database and transcript repository that could be shared on-line. The attorneys were trained on Summation by Shawn Olley and over the course of months, logged into Midwest to work with the discovery materials that had been funneled to Midwest. Karen Johnson, the manager of the Madison office, worked closely with the attorneys and client to prepare for all elements of an eight day trial. As the trial neared, the information that was tracked in the database was exported to spreadsheets for exhibit and witness lists. Timelines, slide-shows and all computer equipment to be used in trial was provided and managed by Midwest Paralegal’s paralegal and IT staff..
“Midwest was essential in trial preparation and proceedings. My only regret was that we did not retain Midwest much earlier. Their expertise and ability to prepare and organize the over three-thousand documents ensured a smooth presentation at trial. I would strongly encourage other legal entities to use Midwest Paralegal Services.” — Jay J. Schindler, MD, MS
Court Reporting - So Much More Than A Transcript
If you haven’t checked out additional services provided by court reporters lately, you should. The use of web based repositories has become all the rage. The repositories allow for you to check the established deposition schedules and resulting transcripts and exhibits. The launched resources are provided in a variety of download styles – including software specific and simple pdf versions. Downloading directions are clear and concise and the speed directly attributed to the speed of your internet connection. Most can be downloaded in seconds. Not only does the online function help maintain your files – it allows retrieval from firms that are geographically spread out. Most court reporting firms provide the on-line repositories at no charge – providing a password access to the client.
Transcripts can now come hyperlinked to deposition exhibits. Click on the reference in the transcript and the exhibit image will appear. Hyper linking comes at a cost and has its shortcomings. Since the reporters are using a tag word to search and create the hyperlinks (i.e. Search for the term Exhibit One, If the attorney conducting the questions doesn’t use the terms consistently, the hyper linking is compromised).
Many of the current databases will allow you to hyperlink your own files – a process that takes minutes. This may be more cost efficient then paying the per exhibit and bundle creation costs of the reporters.
It’s all about options. Gramann Reporting, Ltd. and Brown and Jones Reporting are at least two firms that provide these services.
15 Month Assignment
Midwest Paralegal Services, Inc. and it’s division, Midwest Imaging, had a record year in 2006. The focus of much of the business expansion was in the area of electronic discovery and imaging services. As the cases continue to get larger, the need for mechanical management increases. The paralegals on Midwest’s staff are adept at handling these cases and providing time-saving suggestions to clients as their cases evolve. Thanks to all our wonderful clients that made 2006 such a success.
Client Delivers 600 Boxes to Midwest
One of Midwest’s long-time corporate clients recently delivered 600 boxes to the Midwest Paralegal Site. The client is in the midst of a large production and is preparing boxes for attorney review. Since there was a need for a neutral location, Midwest offered to house the boxes in its expansive garage space.
“The Oak Creek location has given us the space to handle large cases – and to have the luxury of ample space to do it in” said Shawn Olley, owner
Midwest would like to welcome back Susan Wishaw to its staff. Susan left in 2001 to continue her career in Florida. She has decided to return now, and we are happy to have her back in the fold. Susan has extensive IP and Corporate experience. She will be working full time out of the Oak Creek office.
Midwest would also like to welcome Kris Opheim to the staff. Kris has her undergraduate degree from the University of Wisconsin – Stevens Point and her paralegal certificate from Minnesota Paralegal Institute in Minneapolis, MN. Kris has worked most recently doing legal document review for Thompson West. She has relocated to Madison and will be assisting in Midwest’s Madison office.
Legal Assistant Today did an article on Midwest Paralegal and its’ owner, Shawn Olley. It can be found in the March/April 2007 issue. Reference: www.legalassistanttoday.com/issue_archive/feature1_ma07.htm
Midwest extends it’s lease with Oak Creek Medical and Occupational LLC to 2008! Our tenants provide walk-in clinic medical care and handles sports evaluations for schools etc. Stop in, if you need this type of service.
Midwest signs a lease on new space in Madison. In order to expand our service bureau in the Dane County, Midwest needed to move to a site able to support the technological advancements.
The Wisconsin Field Archery Association State Indoor Tournament was held in Wisconsin Rapids on February 17th and 18th. Paralegal Kim Arndt ranked second in the Adult Female Traditional Division. In 2005 Kim ranked first place and set a state record in the same division. Kim and her family enjoy the hobby of archery and belong to Racine Instinctive Bowmen club since 2003.
Joanne Powers and Lori DiPietrantonio attended this years’ ABA Technology Show in Chicago, IL which was held in March.
Midwest extends a warm welcome to Susan Duchac. Susan will be taking over as Receptionist and Office Coordinator.
Felicia Lescow is also a new addition to the staff. Felicia has an undergraduate degree and Paralegal Certificate. Felicia lived most of her life out in Arizona and has been a transplant to Wisconsin in the past few years. Felicia will assist in Litigation full time.
Shawn was invited to speak to the paralegal class that was completing the program at Madison Area Technical College on May 24th. She discussed the job hunt process and resume writing.
Midwest welcomes Dana Huck to its staff. Dana brings with her some twenty years of paralegal experience to the table. Dana will serve as a Project Manager and IT Specialist and will coordinate assignments that come into Milwaukee and Madison.
Midwest Paralegal’s Trap Shooting Team is currently tied for first place in its Summer league.
