A Law Firm Management Checklist: Stay Healthy, Be Pro-Active

If you haven’t done so already, reduce density:
– Close offices or at least reduce density to allow social distancing.
– Enforce a ‘no guest’ / ‘no client’ policy for the office until the pandemic is over.
– Communicate with cleaning services to step up the level of daily cleaning of the office environment, with a focus on deep cleaning of shared surfaces (desks, tables, doorknobs, kitchen appliances, bathroom door locks, etc.). Provide hand sanitizer in multiple locations.
– Upon their return to the office, remind employees to clean laptops, keyboards, screens, computer mouse and telephones with disinfectant wipes often (do not use cleaning products directly on these surfaces).
– If an employee reports cold/flu symptoms or if an employee is in a high-risk group, advise them to stay home and to follow up with their healthcare provider. Deep clean any impacted area where there may have been contact. Identify those who have been in contact with them so that they can self-isolate and monitor their own health.

Preparing to Work Remotely
– Communicate an emergency plan: Create a written emergency plan that outlines how employees should communicate with managers; where they can receive updated information about employee policies and expectations; how to secure corporate assets and respond to customer inquiries, and more. Distribute a written plan and give your staff the opportunity to address any specific concerns.
– Test and deploy remote work options: confirm staff can access data and applications concurrently and securely.
– Employ cloud-based collaboration tools, such as Zoom and Slack, work for everyone.
– Confirm telephone solutions that include inbound call coverage and the ability to forward calls to staff.
– Provide clear guidance on what is expected from remote workers.

Best Practices for Making Distributed Teams Work
– Proactively communicate. Send short, proactive progress updates to your teams even when daily meetings aren’t required. By sending these short updates throughout the day, you keep your staff in the loop with regards to what you’ve been doing.
– Assume people are working asynchronously. Consider using the chat program Slack to communicate, which ensures all communication is documented and searchable for coworkers who might be checking on things later in the day.
– Be patient. Unless a decision needs to be made immediately, give people time to respond to queries because they might be working on a different schedule or caring for children who are not in school.
– Keep records. After meetings, what’s discussed and decided should be summarized into issues and notes for those who were not present or just to keep a record for the future.
– Maintain work hours. Ensure the whole team has at least five hours of overlap in their working hours to allow people to be in touch at least part of the day and prevent slowdowns on critical issues.
– Share screens frequently. Zoom has screen-sharing capability.
– Have face-to-face meetings at least once a week. Especially at a time when people are feeling so isolated, it’s important to communicate expressively and give non-verbal cues via video conferencing. It fosters stronger connections and helps to be more responsive.
– You may want designate a “scribe” to keep notes in a Slack to summarize team meetings.
– Have everyone one on board. Everyone needs to use the same tools and processes and commit to documenting work in the same way.
Client Service
– More than ever, give the best service possible to your clients. Reassure clients that you are operating and will deliver on projects, goods and services. Do not assume your clients know your availability or capability to continue to provide service.
– Discuss any adjustments to timelines with clients. Even if you don’t know what to expect, communicate your plan and let them know you will stay in touch as deadlines approach.
– Ask clients whether they want to communicate via phone, email, text or instant message so that you are on the platform they are using. Offer video conferencing too.

– Understand your essential monthly operating costs. Understand what expenses will decrease in the current environment.
– Develop an aggressive and conservative cash flow schedule based on receiving 80%, 50%, or 30% of revenue and of what is currently owed to the business.
– The federal tax deadline has been extended by 90 days. This will provide you with additional liquidity for several months.
– Don’t make impulsive decisions about what you think will happen in a year from now. We just don’t know. Do stay abreast of the latest epidemiological and economic outlooks.
– Consider reduced hours or offering reductions in pay to “protect the good of the group.”
– Various government agencies will be providing bridge loans and other financial instruments to support small businesses while the navigate the near term impact of the pandemic.

– Be honest: No one knows when we can go back to work.
– Be compassionate: Acknowledge that people are afraid for their own health, their families and the community at large. Acknowledge that working from home (and, for many, now with kids at home) creates a new rhythm for everyone. All this change is stressful.
– Show leadership: Consider a positive message about staying in the moment, adapting to change, preparing for the future.
– Be available: Encourage staff members to reach out to you directly if they have questions or suggestions.
– Stay focused: Make sure the team knows what their priorities are/should be.
– Use the downtime wisely: Take the opportunity to get to things that are always on the back burner. Clean house (i.e. update contact information, organize finances, review and clean up document libraries and billing systems).

Now is the time to prepare your law firm for the growing Corona virus epidemic.
In response to the current public health emergency, state and local governments across the country are requiring employees to work remotely to reduce the spread of the Corona Virus. Soon, this will be the case in South Florida too.

Legal Computer Consultants can help your law firm develop an emergency plan that includes technology solutions for remote access and communication strategies to ensure your employees, partners and clients have the essential information and tools they need.

How to prepare your law firm:

    1. COMMUNICATE an emergency plan: All businesses should have a written emergency plan that outlines how employees should communicate with managers, where they can receive updated information about business hours and employee expectations, how to secure corporate assets and respond to customer requirements, and more. The plan should be distributed, giving staff the opportunity to address any specific concerns.

    2. TEST remote work options: Consider off-premise collaboration tools for employees. Employ telephone solutions that include voice, video conferencing and messaging to keep employees working effectively. In addition, provide managers the training they need to manage their teams remotely and clear guidance on what they should expect from remote workers. Confirm your entire staff can concurrently access information they need to respond to customer demands remotely, including encrypted data.

    3. SECURE your network and backup data: Responding to an emergency highlights the importance of implementing strong cybersecurity solutions and training your staff on ways to protect company data and assets.

    4. DEPLOY collaboration and communication tools: Improving remote work abilities is possible with the help of cloud-based collaboration tools. Whether team members use a tablet, mobile devices or desktop computers, employees can continue to stay connected and remain productive even when they’re not in the office.

    The time to act is now!
    Contact Legal Computer Consultants today to discuss how we can support your emergency planning efforts.

    Stay safe and let us know if LCC can help prepare your law firm.

    Peter Rabbino
    Mobile: (954) 937-4528
    Dade: (305) 371-4522
    Broward: (954) 680-3760
    WPB: (561) 296-4522

    Legal Computer Consultants (LCC)provides comprehensive technology solutions exclusively for South Florida attorneys and their staff.

Legal Computer Consultants can help you manage your Azure costs in several ways. In this post we will discuss how snapshots of your servers can unexpectedly cause an unanticipated increase in your storage costs.

Best practices dictate that you manage snapshots carefully to avoid extra charges. Microsoft recommends that you manage snapshots in the following manner:
Delete and re-create snapshots associated with a blob whenever you update the blob, even if you are updating with identical data, unless your application design requires that you maintain snapshots. By deleting and re-creating the blob’s snapshots, you can ensure that the blob and snapshots do not diverge.
If you are maintaining snapshots for a blob, avoid calling UploadFile, UploadText, UploadStream, or UploadByteArray to update the blob, as those methods replace all of the blocks in the blob. Instead, update the fewest possible number of blocks by using the PutBlock and PutBlockList methods.



For more information see this Microsoft support article:   Understanding How Snapshots Accrue Charges.

Call Legal Computer Consultants at (800) 646-9199 to speak to an Azure engineer to help your firm reduce costs on Microsoft Azure.



Microsoft announced the public preview of Windows Virtual Desktop on Microsoft Azure. Windows Virtual Desktop is a desktop and app virtualization service that runs on the cloud rather than on your Windows 7 or Windows 10 computer. Law firms can migrate case management, time and billing, accounting and other software to any type of device while maintaining the look and feel of a Windows desktop.  Firms can leverage the built in security, compliance and Windows desktop functionality configured directly by Microsoft.

This is a dramatic change for Microsoft which previously did not license Windows desktops on any public cloud, including Amazon Web Services and its own Azure Cloud.

For Windows 7, Microsoft is extending support for 3 additional years after the current January, 2020 end of support date.

Public preview is a precursor to general availability which is expected to be in the latter half of 2019.


Azure Sentinel is a cloud-based security information and event management (SIEM) service.  SIEMs normally require a substantial upfront investment in hardware, software and infrastructure costs.  With Azure Sentinel there are no upfront costs, you only pay for what you use.  Azure Sentinel uses the power of artificial intelligence to ensure you are identifying real threats quickly and eliminates the need to spend time on setting up, maintaining, and scaling infrastructure.  

Azure Sentinel provides intelligent security analytics at cloud scale for your entire Law Firm. Azure Sentinel makes it easy to collect security data across your entire firm from devices, to users, to apps, to servers on any cloud.  For more information see video below .  



Office 365

New Tasks module in Outlook on the web as an updated Office 365 feature

We are excited to announce the new Tasks module in Outlook on the web as an updated Office 365 feature. We’ll begin rolling this feature out in mid-March.

This enhancement is related to Microsoft 365 Roadmap ID 34338.

Office 365

How does this impact me?

Customers who opt-in to the early version of the new Outlook on the web will see a newly redesigned Tasks experience, powered by Microsoft To-Do. We’ll be gradually rolling this out to Targeted Release customers in March, and the rollout will follow the general release timeline of the new Outlook on the web.

This rollout is excluded from Office 365 subscriptions in GCC.

What should I do to prepare for this change?

If you white-list or block domains that can be accessed by your users – Please note that the new Tasks experience powered by To-Do uses the “to-do.office.com” domain, so you might wish to whitelist domains accordingly for your users to be able to use the new Tasks experience.

If you don’t white-list/block any domains, you don’t need to do anything, but may consider updating your user training, and notifying your helpdesk.

Citing the ABA, lawyers are adopting cloud solutions at an impressive rate, but still behind most other industries. Due diligence and attention to new security paradigms is important.

American Bar Association on Cloud Hosting for Law Firms

Contact Legal Computer Consultants to make sure your firm migrates to the cloud safely.

Federal Courts may require your firm to submit PDF files in a PDF/A compliant format.  PDF/A is type of PDF file that contains all the elements of the document ‘embedded’ in the document versus having links to content in the document.  This is important for long term archiving and subsequently preferred by the courts.

Here are two ways to convert PDF files to PDF/A compliant:
1.  Print PDFs to the PDF printer driver;  Choose, [File][Print] in the PDF and choose the PDF printer driver as the printer to create the output.  This is fast and simple, but the markups and other features like digital signatures, embedded content and encryption will be removed from the file.  This is usually OK for legal professionals submitting files to the courts.
2.  Using Adobe Professional, creating PDF/A files requires a few extra steps, but this method preserves the markups and other features.  Choose PDF/A-1b for Federal Court Filings:

Do not hesitate to email or call me to review PDF/A


Peter Rabbino

Mobile: (954) 937-4528



Legal Computer Consultants (LCC)provides comprehensive technology solutions exclusively for South Florida attorneys and their staff.