Yes, it is that time again! The air is crisp, people more apt to smile as the holidays approach and for most firms, the work load is slowing down as the year winds to a close.

Year end is the perfect time for law firm administrators and managing partners to take a look at their firm’s practices from a macro view and assess the hardware, software, policies and company processes utilized by the firm – or YETA.

Why do you need a YETA? First, it is always good to stay attuned to the physical equipment and processes in place at any firm. It is also always a good thing to understand how technology can improve or change over time and how best to position your firm to take advantage of any opportunities new technology presents.

From security risks of one wrong “OK” to a download that can wreak havoc on an entire company’s network, to staying abreast of the capabilities of the actual machines on which the company information is routed; to a truly comprehensive back up plan, a YETA helps managers stay on top of it all. Additionally, a YETA can pinpoint where likely failures will occur, long before any dreaded loss or breach of information occurs.

When conducting a YETA, there are four areas of concentration:

• Hardware • Software • Office policies • Work flow


Completing the hardware inventory is really quite simple with the free software from Belarc Advisor (www.belarc.com). Simply download the program and run it on each computer within your network. Belarc will provide you with a comprehensive diagnostic evaluation of the actual hardware, as well as a list of the software installed on each computer. Do not be surprised if this list is extensive. Many PCs come with pre-installed software that you may never use or even know was installed.

In any event, when it has completed, Belarc will display a report on the screen. Print the report for each computer and label it with the name of the staff member or location of the computer. Along with keeping a copy of each report in a folder or IT binder, a copy can be folded and placed in an envelope taped to the side of the machine or monitor. Be careful not to cover any vents!

According to Legal IT Specialist Michael Glasser of www.computers-unlimited.com, any computer with a processor of less than 2 Gigahertz, memory of 500 Megabytes or less or running Windows 98 or ME as its operating system should be the next candidate for replacement.

Next on the YETA list is 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 make sure every computer has those applications installed and that all are running the same version.

It is very important to keep each application used at your firm within one or two versions of the most current release. Most vendors limit support and in some instances, older versions of software have security risks. You can visit each software company’s website to learn the most current release information. Without a doubt, make sure that any virus software is up-to-date for any firm computer which has access to the internet!

The third step to completing a YETA, or office policies, will have the most impact on staff. Deciding what office policies are with regard to computer use is tricky from a political standpoint. However, this is an important issue which needs to be determined and enforced.

Any policy put into place should consider:

• accessing 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 lunch) • downloading from the internet (ANYTHING)


Some firms require employees sign an agreement with regard to the use of firm computers and the Internet. If you would like a sample agreement 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 practice work flow to see where improvements can be made or technology applied. For instance, one easy to implement upgrade is to go from tape based dictation to digital. By making the tape an electronic file, attorneys can work from anywhere and firms can take advantage of smartsourcing initial drafts transcription, after hours and weekend work to a legal transcription service or Virtual Assistant, making overtime a thing of the past!

Along with improving the actual processes, identify the steps that repeat themselves with each file and client. Think like Henry Ford - the more time you can save from the drudgery of repetitive functions, the more time that everyone has to concentrate on the important aspects of running the practice. Before you can conclude your YETA, you need to poll the staff or brainstorm with the whole office over coffee as to how they think they can be more efficient or where they see areas for improvement. Not only will you gain valuable insight, being included in the process rather than merely directed makes staff members feel a part of the solution. In the end this makes for much less resistance when the time comes to implement the actual changes.

What are you waiting for – January 1 will be here before you know it!

Andrea Cannavina, Master Virtual Assistant and President/CEO of LegalTypist, Inc., helps sole practitioners, law firms and companies which service the legal industry upgrade their dictation processes to digital in order to get more done with less (less employees, less equipment and less stress)!

To learn more visit: http://www.legaltypist.com While there, subscribe to The Legal Connection, Andrea's newsletter, full of how to’s, reviews and insights to working virtually. You may also subscribe by emailing subscribe@thelegalconnection.com.