Tag Archives: Office Systems

Using Zoom for Video Conferencing

Posted on by
Reply

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

Breaking News: eFile & Serve Upgrade Postponed – Webinars Coming on UTCR Amendments Allowing Remote Hearings and Expanding eSignatures

Posted on by
Reply

Register here for the Webinars and pass on this news!

Advice for Oregon Lawyers Amid COVID19 Closures and Postponements

Posted on by
Reply

With COVID19 news changing daily here are some suggested guidelines for keeping clients informed. This list first appeared on March 17. Modify as needed to comply with Governor Brown’s anticipated Executive Order of March 23 and Chief Justice Walters’s coming update to CJO 20-006.

Keeping Clients Informed Amid COVID19

  • Post notices on your website.
  • Keep your outgoing voicemail message up-to-date.
  • Send an “all client” status email.
  • Post reduced hours or closures at your office.
  • Limit or suspend in-person client visits.
  • Conduct appointments by phone or video conference.
  • Work at home if you can. If you can’t, follow CDC recommended health practices like washing hands frequently and sanitizing surfaces.
  • Prioritize client files. Follow-up with clients whose matters are now postponed or those with upcoming court dates.
  • For specific client outreach, use your phone, not email. Why? Clients will have lots of questions. If you persist with email the likelihood is you’ll be bouncing back and forth for some time addressing all their concerns. You will save time by calling and clients will be reassured when they hear your voice. If calls are running long politely explain you have other clients anxious to hear from you.
  • Use staff to spread the load. They can be a huge help reaching out to and responding to clients.
  • Get virtual help if you need it. To avoid being overwhelmed by calls, consider services like Ruby Receptionist who can help you remotely.
  • If you feel overwhelmed, call the confidential Oregon Attorney Assistance Program. They are available to take your calls and emails.
  • If you are worried about potential legal malpractice claims, reach out to the PLF by email.
  • For ethics questions, see this FAQ. Bar counsel’s office is available by phone or email or you can reach out to private ethics counsel. Keep in mind this is a living document which bar counsel continues to update.
  • Practice patience and kindness – especially toward yourself

Staying On Top of the Latest News

Visit the Oregon State Bar home page frequently for what applies “today.” Current restrictions, closures, and postponements may change.

All rights reserved 2020 Beverly Michaelis

Your Constructive Comments Needed on Court Operations

Posted on by
Reply

By now you’ve likely read the following email:

Submit your suggestions by email to pubaff@osbar.org. Deadline: Sunday, March 22 at Noon.

Keep in Mind

We know what slows the spread of COVID-19. Flattening the curve by social distancing and cancelling or postponing activities. Court operations require many people to be present – cleaning staff to wipe surfaces, security, judicial staff, lawyers, parties, and for some cases jurors and jury pools.

If we persist as if nothing has changed, we aren’t social distancing and COVID-19 will spread.

The Role of Technology

Can technology come to the rescue? Maybe. Hearings by phone come to mind. It may also be possible to resolve some matters by video conferencing.

Priorities

But are the matters eligible for disposition by phone and video the most important judicial need? Perhaps. Perhaps not. We need time. Time to assess and time to make arrangements. Slowing things down gives us that.

The Snowball Effect

Believe me, I get it. Postponing matters set for March or April affects everything down the docket. Please be patient. We have one of the best court systems in the country. Look at your calendar. What can you juggle or free up? Talk to clients. The measures laid out in the Chief Justice’s Order are meant to save lives and spare illness. With a spirit of cooperation we can work this out with judges, judicial staff, and opposing counsel.

Parting Thoughts

Day-to-day life has changed. Courts must also change. So must our practices. Acting fast and acting now will shorten the impact of COVID-19 and will benefit us all in the long run.

Stay safe.

All Rights Reserved 2020 Beverly Michaelis

Court Operations Restricted, Statewide Postponements, OSB and PLF Closures

Posted on by
2

Trials and hearings statewide are postponed, with a few exceptions. Visit the Oregon State Bar home page for full details. Here is the announcement:

Oregon State Bar and Professional Liability Fund

The OSB Center, including the Professional Liability Fund, is CLOSED to visitors until March 31 and operating with reduced staff.

Going Forward

Status of state offices, administrative hearings, etc. are changing daily. Plan for reduced hours, reduced staff, and likely closures. Do what you can online and call or visit websites frequently for updates.

Keeping Clients Informed

  • Post notices on your website.
  • Keep your outgoing voicemail message up-to-date.
  • Send an “all client” status email.
  • Post reduced hours or closures at your office.
  • Limit or suspend in-person client visits.
  • Conduct appointments by phone or video conference.
  • Work at home if you can. If you can’t, follow CDC recommended health practices like washing hands frequently and sanitizing surfaces.
  • Prioritize client files. Follow-up with clients whose matters are now postponed or those with upcoming court dates.
  • For specific client outreach, use your phone, not email. Why? Clients will have lots of questions. If you persist with email the likelihood is you’ll be bouncing back and forth for some time addressing all their concerns. You will save time by calling and clients will be reassured when they hear your voice. If calls are running long politely explain you have other clients anxious to hear from you.
  • Use staff to spread the load. They can be a huge help reaching out to and responding to clients.
  • Get virtual help if you need it. To avoid being overwhelmed by calls, consider services like Ruby Receptionist who can help you remotely.
  • If you feel overwhelmed, call the confidential Oregon Attorney Assistance Program. They are available to take your calls and emails.
  • If you are worried about potential legal malpractice claims, reach out to the PLF by email.
  • For ethics questions, see this FAQ. Bar counsel’s office is available by phone or email or you can reach out to private ethics counsel.
  • Practice patience and kindness – especially toward yourself.

All rights reserved 2020 Beverly Michaelis