By Julie Fowler

Organization is a foreign concept to me. Early on in my practice, I notoriously missed filing deadlines, forgot about appointments and generally floundered under the weight of my disorganization. I was operating a solo practice without assistance and I was stressed.

One time I hired a friend to come in on a Saturday to do some light secretarial work for me. My friend was so appalled at the disarray of my office that she spent the entire day organizing my desk, shelves and filing system, but never did any of the secretarial work. Five years later I am still organizationally challenged, but I have discovered some technological tools to assist me in managing my cases and time, which has also decreased my stress level and helped me to enjoy practicing law.

There are plenty of devices and software claiming to improve your effectiveness as a lawyer, free up your time and increase revenue. However, the tools I find most useful are things I already own.

One type of software that you probably have is Outlook through Microsoft Office. Outlook manages e-mail, calendar, tasks, contacts and much more. My practice improved significantly when I started using the calendar in Outlook. I am able to set reminders for days, months and years in advance. These reminders help me to schedule adequate time to work on projects and avoid missing deadlines.

Additionally, I use the Outlook program to make detailed notes about appointments such as location, client’s telephone number, topic of discussion and documents needed. If set up properly, Outlook also allows support staff to make changes to your calendar from their own computers.

Another valuable feature of Outlook is the tasks list. Upon entering a task, you can note its priority status, set a completion deadline, write progress notes and set reminders. You can assign the task via e-mail to someone else and monitor their progress.

An added bonus to using your desktop software to manage your schedule is that most desktop programs are compatible with handheld devices, including your cell phone. Synchronizing your desktop computer information with a handheld electronic device is a huge timesaver. You avoid the double duty of writing the same notes in two places. Whether you own a PDA or a regular cell phone, the device should have calendar and contact features that, with the push of a button, synchronize your handheld and desktop information.

If you do not have Outlook, chances are you have another calendar program on your computer that offers similar benefits. Many people do not utilize all of the software already installed on their computers, relying instead on desktop calendars, paper to-do lists and a filofax to manage contact information and schedules. Effectively using the resources you already have can save you time and money.

For example, part of the Microsoft Office software package is the Excel program. I have case management software that allows me to do quick conflict checks and look up case numbers and opposing counsel, but for day-to-day management of my cases I prefer using an Excel spreadsheet.

A brilliantly organized paralegal that used to work for me created a “work in progress” spreadsheet on Excel. Daily, I can review and update the case status summary of my clients. I color-code the cases, red for family law and blue for estate planning, etc. I use yellow to highlight projects that need urgent attention and gray shade for matters that are pending without immediate action.

This spreadsheet has revolutionized my practice. At a glance, I can plan my day’s work activities. I also avoid client complaints because I can monitor how long a case has remained inactive and update the client accordingly.

For more advanced technological capabilities, I recently purchased a Smartphone. The Smartphone combines the technology of a PDA and cell phone, with benefits. I have the capability to surf the Internet, download documents, music and videos, text message and take pictures.

When I first purchased the phone, I worried it would be a little too much technology for me. But as I familiarized myself with it, I discovered just how useful it is. While talking on the phone (hands-free with an earpiece), I can scroll the menu and operate other programs such as the task list.

I have downloaded my office documents onto the Smartphone and can work on them while I am away from my desk. Back at the office, a push of a button beams, literally, no cords attached, the document back to my desktop computer in its new form.

The fact that my phone carries my contact information, e-mail and calling capability and documents makes it indispensable. I can work on briefs while I wait to be called on in court, answer clients’ e-mails and set new appointments. If I am home sick, I can look up my client information and reschedule a matter without calling in to the office first. The Smartphone is arguably smarter than I am, but surprisingly easy to use. I feel cool using it, too.

While a Smartphone may be a little more than you want or need, consider the possibilities of what you do have that can streamline your practice. Remember, even your cell phone has calendar and note-taking capabilities that can synchronize with your desktop computer. If you don’t know how to do it, go into your cellular service storefront and ask them to walk you through it.

If you want to look technologically advanced without the hassle of learning new software or devices, I recommend purchasing a flat-screen monitor and wireless keyboard and mouse. You haven’t experienced freedom until you’ve scrolled quickly through your documents with a wireless mouse. You left-handed people know what I’m talking about.

In addition to the comfort and speed at which I can use a wireless mouse and keyboard, my posture has improved. Word to the wise though, make sure your computer is compatible with a wireless keyboard and mouse. Windows 98 probably is not, and I know many of you are still using it.

Another helpful device for the technologically unsavvy is a portable data storage device no bigger than your thumb known as a flash drive. The flash drive can be used in place of a floppy disk. In my opinion, they are easier to use and transport and there is less of a risk of losing data by damaging the disk.

I use my flash drive to download documents I need to work on at home and throw it in my purse. I can leave the client file and my briefcase at the office. If you keep your eyes open or know a friend at Microsoft, you can probably get a flash drive for free. If not, they are inexpensive to purchase and are available virtually anywhere that electronics are sold.

I know there are many folks out there who subscribe to the philosophy that if it ain’t broke, don’t fix it. You know who you are. Your computer monitor takes up half of your desk and you still use an analog cell phone. T-Mobile is running ads right now making fun of you and your uninspired ring tone.