Press "Enter" to skip to content

Seven Tips on Decluttering Your Office

0

With warmer days approaching, April is the perfect time to clean and work on office organization.

Here are seven tips to help you declutter your office in honor of National Records and Information Management month.

  1. Start small. Don’t look at the overall big picture. Instead, divide your office into areas or stations (Example: mail station, printing station, filing station, etc.) and look at organizing one area at a time. An office area might be as small as a drawer, bookshelf, or corner.
  2. Start with you. Before you touch anything: think about what environments, what scenarios, what systems make you the most productive. For example, establish an environment that mimics those thoughts.
  3. Three-Part Declutter system. A system can start with a To-Go pile (donate, trash, return), a Keep pile (frequently used items), and a Put Away pile (files, etc.). Physically place items in each pile and move items to the appropriate location. If the new location involves an area you haven’t organized, place to the side until you can get to it, but set yourself a deadline so you won’t procrastinate.
  4. Time to Spring Clean. Clean all surfaces including drawers, keyboards, computer vents, monitors, phone, mouse, light fixtures, blinds, window sills, baseboards, chairs, office accessories, floors, ceiling fans, desks, countertops, etc. In addition, untangle wires and cords, purchase a new battery backup surge protector for all equipment, and install open shelves in areas where you need more storage but not more clutter.
  5. Purge, purge, purge. If you haven’t thought about this already, consider donating excess or unused office supplies. Throw out broken items, manuals you can find online, and old magazines or catalogs.
  6. Your Work Area.
    1. Place the most frequently used items on your desktop.
    2. Use drawer organizers to place desk accessories and keep supplies discoverable in drawers.
    3. Label and organize supplies keeping only what you expect to use in the next year.
    4. Use systems such as colors, numbers, and the alphabet to help you sort and organize items quickly.
  7. Reach Out for Resources. 
    1. Check out the Managing Your Practice page from the South Carolina Bar for additional office organization resources.
    2. Visit the South Carolina Bar Lending Library. There are several practice and management guides to help you organize your practice.
    3. Contact pmap@scbar.org for a free consultation.

Assessing Online and Offline Tech-Integrations

0

Does your firm website integrate with social media and your practice management system?

How long has it been since you reviewed user agreements, third-party apps, permissions, privacy settings, products, devices and services?

The recent Facebook data breach is an excellent reminder for law firms to evaluate not only where digital traffic is going but also where the data might end up. For information on how to secure your privacy via social mediathird-party apps and more visit the Identity Theft Resource Center or StaySafeOnline. Also, check out the security resources via the Practice Management Assistance Program.

Contact pmap@scbar.org for assistance.

Understanding Encryption…

0

Does your firm require full-disk encryption on every work-purpose mobile device or laptop?

Do you know if your client’s information is safe and confidential?

If your computer or mobile device is password protected but not encrypted, it may not be protected as this article from The New York Times points out. Don’t be intimidated: encryption is not difficult to achieve.

If you do encrypt, it is important to understand which form you have, as encryption comes in many forms (depending on the device). Some examples include full-disk hardware encryption, operating system encryption, third-party software encryption, external drive encryption, email encryption, mobile encryption and cloud-storage encryption.

Evaluate the technology you use and make sure all possible areas are protected as well. Contact pmap@scbar.org for free assistance if you have questions.

Three Quick Tips on How to Reduce Spam Telemarketing

0

Are you the victim of annoying telemarketing, spam or robotic phone calls?

Did you know that there are several ways to reduce spam calls?

First, add your phone number to the national “Do Not Call” registry. Educate your firm on frequent fraud such as the “Not Your Neighbor Calling” scam.

For mobile phones, consider using caller id and call blocking apps in the Apple or Google Play stores such as HiyaMr. Number and RoboKiller.

Also, research your phone and carrier settings to see if any built-in call-blocking options are available.

For additional ideas on how to block unwanted calls, click here. Contact pmap@scbar.org with questions.