Using Zoom for Video Conferencing

I love Zoom, but like any tech, there are potential vulnerabilities for new users.

Protect your Zoom account and avoid Zoombombing (aka hacking) by following these suggestions:

  • Be wary of links. Login at Zoom directly rather than using the meeting link. Enter the provided meeting ID to join a meeting.
  • Set screen sharing to host only. Doing so prevents your meeting from being hijacked by a hacker.
  • Use the waiting room feature to prescreen and approve attendees.
  • Try Zoom webinars instead (this is the method I use for all my CLEs). Webinar settings offer advanced controls, including several approaches to prescreening attendees.

Read more about these safety tips here.

Are Zoom Conferences Recorded?

Webinars

When I conduct Zoom CLE webinars, I record them. This is a setting I activate as host. It isn’t automatic.

Meetings

Zoom meetings are recorded by default. Zoom help explains this and instructs hosts on how to change settings. This is one area where the USA Today article is misleading. For information on Zoom encryption, see this.

Give Others a Heads Up

No matter what you do, it is common sense to give clients and others a heads up on how your video meeting will be conducted. Advise if you plan to record. Let attendees know if your conference is listen only, whether they can raise their hand, or submit questions.

Documenting Your File

Recordings have their place. For example, preserving the meeting as part of your file. Advanced settings in Zoom allow you to include all participant names, add a time stamp, save chat files, and automatically transcribe audio.

All in all, Zoom is a pretty terrific tool.

All Rights Reserved 2020 Beverly Michaelis

How to Work Remotely

For those of you struggling to figure out how your business can adapt to the age of COVID-19, here’s the good news: it can be done!

The keys, according to Washington Lawyer Jordan L. Couch, are:

  • Setting up a VPN & Remote Desktop
  • Grabbing What You Need from the Office
  • Taking Online Signatures
  • Using Cloud Storage
  • Scheduling Video Conferences and Investing in VoIP

Read more at the link below.

via How to Work Remotely as a Lawyer: An Innovator’s Guide to Law in the Time of Coronavirus — NWSidebar.

My two cents?

VPN and Remote Desktop

Remote access allows you to get to all your office files from home. Learn more by reading this post.

Grabbing What You Need at the Office

Plan before you go. If you have staff, ask for input then make a list. Find a cardboard box, sacks, or anything you can use to carry office supplies and the like – ideally virus-free and ready to go. If you’re not sure whether the carriers you’re using to bring stuff home are good to go, then disinfect. Be prepared to do it again or to “quarantine” carriers when you return home.

  • If you were last in the office four or more days ago – everything you bring home is virus-free. This assumes no one else has been in your space and had access to files or items in your workspace.
  • If you were in the office more recently, prepare to disinfect what you bring home or quarantine it for three days. The virus lives on plastic for three days and plastic is EVERYWHERE in our offices – keyboards, mice, phones, etc. Read more here.
  • Protect yourself. If you are in a firm, office share, rent space, or pay for custodial services, assume someone has been in your space and protect yourself according to CDC guidelines.

Digital Signatures

I first wrote about digital signatures in 2012. I’m a big fan. See the heading Digital Signing Apps in this post for recommendations.

Cloud Storage

If you already have Microsoft Office 365, use OneDrive. If you have Google Apps, use Google Drive. Mac user? Why iCloud of course. Otherwise, think about Box or Dropbox Business.

Phone conferencing

VOiP isn’t essential. If you use your cell phone for business, you’re already set. If you rely on an office landline, contact your provider about call forwarding. Minimally change your outgoing message so clients know you’ll be monitoring and returning calls remotely.

Video conferencing

I love Zoom for video conferencing! All my webinars are conducted through Zoom.

All Rights Reserved 2020 Beverly Michaelis

Properly Redact Your Documents

Quote

Improper redaction has been in the news repeatedly over the past few years, thanks to the revelation of confidential information in a handful of high-profile cases by way of failure to redact completely. Redaction is not a complicated process if you’re using the correct software, but you do have to know how to use it correctly. “How To…Properly Redact Your Documents” takes a look at this process in Adobe Acrobat DC Pro. Watch it to make sure you don’t wind up the next headline!

via Properly Redact Your Documents — CBA Law Practice Management & Technology

Excellent advice from our comrades at the Chicago Bar Association! For newbies, let me add a few thoughts:

How redaction works in Acrobat Pro DC

Redaction permanently removes visible text and graphics from a document. To begin redaction, open a PDF in Acrobat Pro DC and choose Tools > Redact. In the redaction toolbar, select Mark for Redaction > Text & Images. You may also redact entire pages or search for content to redact. To remove the marked items, click Apply in the redaction toolbar, and then click OK.

Quick Pointers

  • Redaction is permanent, no joke. You can’t undo it once your document is saved. If this is your first attempt, make a copy of your document and experiment.
  • Best practices are to save a before and after copy of your PDF (unredacted and redacted). This should be easy enough as Acrobat will automatically save the redacted version of your file as [original file name]_redacted.pdf unless you overwrite the file name.
  • When content is removed, you get to choose what appears in its place – redaction codes, custom overlay text, a colored box, or nothing at all. These settings are controlled using the properties tool in the redaction toolbar. Before you start set redaction properties. If you aren’t sure what you want, make a copy of your document and test different property settings.

More Resources

For complete step-by-step directions on how to redact or remove hidden sensitive information, see this post from Adobe.

All Rights Reserved 2020 Beverly Michaelis

Streamline, Organize, and Improve Your Office

Be more productive

What if you could improve workflows? Leverage technology and automation to save time? Overcome procrastination? You can with Practical Time Management. This CLE offers over 30 ideas and strategies to help you take control of your workload, manage your busy schedule, focus on your priorities, and make your workday more productive. Accredited by the Oregon State Bar and available in audio and video format here.

Harness best practices

Not sure whether your firm is applying best practices to key office operations? Learn about automating client intake, documenting representation, modernizing the engagement process, and more in Best Practices for Client Intake, Engagement & Workflow. Combine this program with Best Practices for Docketing, Conflicts, Disengagement & File Retention to cover your bases.

Watch each CLE over lunch and earn 1.0 General/Practical Skills MCLE credits. Available now at On Demand CLE..

Get jiggy with eCourt

Understand common eCourt mistakes and master electronic service with eCourt Malpractice Traps and Oregon eService. Topics include: relation back of filings, UTCR amendments, upgrades to Odyssey eFile & Serve software, 12 common eFiling errors, key eCourt resources, using eService, service of process in the eFiling world, identifying eService exceptions, service contact issues, service by email, and courthouse dos and don’ts.

Trust Accounting – basic and advanced

From managing bank charges and avoiding impermissible cushions to reporting overdrafts and addressing client fee disputes, Trust Accounting Fundamentals covers all the basics of how to properly operate your lawyer trust account.

Want to delve deeper into the ethics of IOLTA? Advanced Trust Accounting will show you how to safely manage wire and EFT transfers, use layaway payment plans, collect “first and last month’s rent,” manage evergreen retainers and hybrid fee agreements, receive third party payments, barter legal services, pass on credit card transaction fees, handle unclaimed funds, respond to garnishments and liens, disburse settlement proceeds if your client is missing, and more – believe it or not!

Lucky 13

You’ll find 13 programs and a free eBook at on demand CLE. If it concerns law office operations, you’ll likely find it covered here.

Details for the detail minded

Q:  What does my on demand CLE purchase include?
A:  MP4 (video file), M4a (audio file), written program materials with presentation slides and resources, answers to polling questions addressed during the live CLE, MCLE Form 6 for self-reporting of MCLE credits.

Q:  How are the video and audio files delivered?
A:  Digital files are delivered instantly at checkout with your purchase confirmation email (look for the link). Download, stream, save to your Dropbox account, or send files to your mobile device or desktop computer.

Q:  How much do CLEs cost?
A:  On demand CLE programs are $25. The eBook, Tips for Improving Client Relationships, is free.  All transactions are handled by Selz and protected with industry standard security, including encryption. The Selz platform is also PCI compliant. Visa, MasterCard, American Express, and Discover accepted.

All Rights Reserved 2019 Beverly Michaelis