Wisconsin
Lawyer
Vol. 81, No. 12, December
2008
Technology
How to Carry Your Office in the Palm of Your Hand
Technology offers a plethora of
solutions that make working remotely a reality. And these days you don’t
even need to endure the hassle of toting a laptop computer when you’re
on the road. With the right gear you can fit practically your entire
office into the palm of your hand.
by Brett Burney & Dominic Jaar
Sidebars:
Most lawyers today know what BlackBerrys and equivalent smartphones
are, but the vast majority ignore the possibilities inherent in these
devices. Most use only the basics that come bundled with the device:
phone, email, calendar, contacts, a game or two, and maybe some cheesy
ring tones. A BlackBerryTM, though, is really a computer!
True. RIM and other smartphone makers don’t provide you with
everything you need to really use your smartphone like a PC, but third
parties have created amazing applications that do the deed. Here are
pointers on getting what you need.
Tips for Getting the Right Gear
1) The Smartphone. Think of a smartphone as a cell phone that
includes the general functions of a personal digital assistant (PDA) for
checking email and keeping track of calendars and contact information.
The most well-known smartphones run operating systems from Palm,
Microsoft (Windows Mobile), RIM (BlackBerry), and most recently Apple
(for the iPhone). Each device has its pros and cons, so before
purchasing one – whether it’s your first or an upgrade
– take a few moments to contemplate why you need the device. Will
you use it for Web browsing, wireless email, text messaging, editing
documents, watching videos, or something else? Also consider what
options it offers in terms of Wi-Fi, Bluetooth, keyboard, and memory
cards.
2) Memory Cards. You can add storage capacity to most
smartphones by inserting a Secure Digital (SD) memory card. The
original, standard SD memory card is about the size of a postage stamp,
but today there are miniSD and microSD cards that are as small as your
pinkie fingernail. These memory cards can store audio, pictures, and
documents, which can all be transferred to your desktop computer with a
USB memory card reader or moved straight from your smartphone with a USB
cable or Bluetooth.
3) Bluetooth Headsets. Blue-tooth headsets wirelessly
“pair” with your smartphone so that you can talk hands-free
while you’re moving around your office or elsewhere. They’re
also much safer for driving, of course, since you don’t have to
hold a phone to your ear when your hands should be on the steering
wheel. Just double-check to make sure the Bluetooth headset you are
buying is compatible with your particular smartphone. There are myriad
options on the market today.
4) Portable Keyboards. Although most smartphones have tiny
keyboards built right into the device, it’s tiresome to type
lengthy emails on them. For greater ease, buy a folding, portable
“full-size” keyboard that connects wirelessly to your
smartphone via Bluetooth or infrared. If everything is set up correctly,
you simply unfold the keyboard, prop up your smartphone next to it, and
start typing like you do with a computer.
5) Battery Power. Most smartphones drain battery power
quickly and require a recharge every night. To reduce the need to
recharge, consider purchasing a second battery for your smartphone, so
you can swap out batteries when necessary. Some smartphones will also
handle bulky “extended” batteries that keep the device
ticking for a longer time. But you might be better off just purchasing
an extra power cable to keep at the office or a car charger for your
daily commute. Also consider a USB charger so that you can charge
directly from your laptop when a wall outlet may not be available.
Tips for Successful Software Selection
1) Mobile Office Suite. Most lawyers would have a pretty tough
time getting through the day without the critical applications in their
office suite – and with the right software, you can have them on
your smartphone, too. You are not limited to just viewing documents,
either. You can edit and save emails, word processing documents,
spreadsheets, presentations, PDF files, and so forth.
One good choice for BlackBerry users is the eOffice suite from
Dynoplex, which allows you to work with a range of document and image
formats. It comes bundled with most of Dynoplex’s software (like
eFile, Masterdoc, eSpell, and eZcase) for the super-reasonable price of
$99. It basically recreates the classic Windows Explorer so you can deal
with documents and folders. It even permits you to access an online
database where you can archive your documents. You can also modify
attachments received by email, and then return them to the sender with
comments and additions. If you have a Palm-based smartphone, consider
the DocumentsToGo office suite from DataViz. Version 10 now supports
Office 2007 files.
2) Remote Desktop Software. Remote access to your desktop
is a must for the mobile lawyer. There are a range of product options,
but if you don’t have the time to learn how to use new software,
try Shape Services’ RDM+, a remote-access client that helps you
connect to your desktop from your BlackBerry in real-time. It has an
easy-to-use interface. In fact, if someone is working at your computer
while you’re working remotely, you will see what that person does,
and vice versa. eOffice permits you to remotely access your computer
files as well. One caveat: Remember that a BlackBerry screen is very
small (particularly if you’re accustomed to working with dual
screens).
3) Dictation Software. Most lawyers still like to dictate
documents, either using older tape recorders or newer digital ones. If
you want to dictate on the road without carrying two or three different
machines in your suitcase, try VR+ (also from Shape Services). It
transforms your BlackBerry into a digital DictaphoneTM. You
simply need to press the Record button and dictate your letter, and then
– voilà – you can email it to your assistant for
transcription. It is well integrated into the email client, so you can
use it to reply to emails, too. This is particularly helpful with longer
messages that you otherwise would spend an hour typing with two
thumbs.
And voice recognition users out there will be pleased to learn
that the recording quality is sufficient for having Dragon
NaturallySpeaking transcribe your recordings in seconds.
4) Fax Capability. It’s very helpful to be able to
send and receive faxes via email to your smartphone when you’re
out of the office. (And in the province of Quebec, where one of the
authors practices, the only legal means to serve documents on opposing
counsel is by fax, so a remote solution for those last-minute pleadings
can be critical.) One option is the online service eFax, which is
terrific for what it does. A cheaper solution for the BlackBerry,
however, is the previously mentioned eOffice, which also offers fax
capabilities. By the way, if you have trouble reading documents on your
smartphone’s little screen, here’s a special tip: Use the
fax capabilities to send the document you want to a fax machine near you
for a printed copy.
Also, ScanR is a nice free solution for those with a camera on
their phone. You simply take a picture (make sure it is focused), then
send it to one of ScanR’s email addresses and include the
recipient’s fax number in the Subject line or the body of the
message.
5) Telephony Services. If you want to save a few voice
minutes, and have an unlimited data plan, you should get your hands on
mobile VoIP software. There are many solutions out there, geared to
different types of mobile handhelds and operating systems. One good
choice that works with many of the major devices is iSkoot. It offers
easy access to your Skype account, with most of its features.
Beware the Dangers of Web-based Applications
In the Web 2.0 age, there are plenty of free applications to help you
when you’re on the road, and many of them work fine with
smartphones. However, always read the terms and conditions before using
Web-based apps – and be particularly cautious when privileged
material is involved. Big Brother or someone else could be watching you.
For example, Google Mobile offers email, calendar, RSS feeds, search
capabilities, and even picture support for smartphones, but remember
that the Google servers read everything that goes through your account
… so be careful!
Now with that said, you’ll find that with the right
hardware and software (and a little common sense), it is easy to take
your office on the road in the palm of your hand, get some work done,
and have some fun – all at the same time.
Wisconsin
Lawyer