Tag Archives for " AutoText "

11

Why do lawyers resist document assembly?

This post was originally published in September, 2015.

If you have any interest at all in the intersection between technology and lawyering, you should really check out this week’s podcast over at Lawyerist, where Lawyerist’s Sam Glover interviews Dennis Kennedy of the Kennedy-Mighell Report. Some of the conversation goes where you’d expect—document review, artificial intelligence, technology versus offshoring, what really constitutes “lawyering”, etc.—but then around the 13:37 mark, the conversation turns to a subject near and dear to my heart; namely, document assembly (which Kennedy apparently has had extensive past experience with).

Although Sam’s not entirely convinced of its value (at one point protesting “I am perfectly capable of automating documents, but in my own practice, I almost never bothered, because it would have only saved me 30 seconds”), Dennis Kennedy responds with what I think are some critical insights:

I think you always have to have volume and … repeatability. And so the best thing is to identify where those things make sense. So I sort of have a couple of principles on document assembly I always think about, that have been part of my learning. I think when you say, ‘What I want to do is find a way to generate the finished document all at once,’ I don’t think you can win with that. So my goal was always to say, ‘Can I use document assembly in a way that generates a really good first draft?’ And by taking the standard to that [level], I think [document assembly] can be really helpful. Although you still have to have volume and repeatability.

Kennedy mentions using Word’s Quick Parts to assemble interrogatories, as an example:

Then I also think there’s this other piece of document assembly that in ancient days people used to call ‘point and shoot’ document assembly, where you’d say, ‘I have this clause file‘ (which, you know, a lot of lawyers think they have or have but they don’t really use) … and whether that’s using, you know, the smart insertion (I’ve lost the name of it off the top of my mind, in Word [Ed. note: Quick Parts]) or whatever where I can go, like, BOOM. I just use a hot key or I click a menu option and I pull those standard clauses in, and I can kind of assemble pieces of documents and other things on the fly to customize them because I do have repeatable components even if I don’t have repeatable documents. So if you said, ‘I’m using document assembly, say, for interrogatories or that sort of thing in a litigation practice,’ you can say, ‘Oh, I see how I can use document assembly for the container of those questions and if I could kind of point and shoot to the questions I want to include, then I’m going to have standard approaches, and that gives me that really good first draft that I can work with.’ And I know I have all the basic stuff, so then instead of saying, ‘Have I included all 30 of these questions or have I remembered everything that should go in here based on my memory,’ it’s all in there and you look through it and you say, ‘Oh, in this case, you know what, we need to ask this, we need to do this,’ and then I think you’re adding the value and turning it from a routine exercise into something that’s actually creative for you and helpful for the client.

At this point, Sam asks a pointed question: “So, why is that we’re still talking about this, though? Like, why isn’t it more widely used and why can’t we say, ‘Okay, it’s just a tool like any other, and yeah, of course lawyers should use it, and they are’?”

Sam and Dennis (starting at the 19:47 mark) take a stab at answering that question in their interview. But what do you think? Why do we see so little document assembly in law firms nearly three decades after that technology’s introduction? Do you agree that many lawyers’ resistance is rooted in a misguided expectation of what document assembly should accomplish (produce a final draft rather than a first one)? I’d love to hear your answers in the comments (click through to the full post here).

2

Using Autotext to deal with repetitive text

If you’ve ever typed a really long set of discovery answers/objections, you’ve seen language like this:

“[Party] objects to this request on the grounds that it is vague, ambiguous, immaterial, irrelevant, not reasonably calculated to lead to the discovery of admissible evidence …”

In fact, every attorney I know has his/her own boilerplate discovery objections — full paragraphs containing every possible objection one can make to a discovery request.

You don’t want to type that over and over and over again for 37 different discovery requests, do you?

Good.  I don’t want you to, either.  So I’m going to show you how to get out of it.  Without quitting your job.

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31 woman holding question mark

Reader Question: How to automatically number your discovery requests … in 5 keystrokes

If your law firm does litigation work, you’ve probably prepared lots of discovery. And you may have wondered if there’s any way you can (a) avoid typing the phrase “Interrogatory No. X” in Microsoft Word over and over again and (b) get that X to be an automatically incrementing number.

If so, the answer is, yes, you can!

One of the reasons I love reader questions is that the best ones get me flipping through my reference books, scouring the Internet, and testing, testing, testing, trying to find a solution to a problem I’ve been wondering about myself (but never got around to examining).

Such was the case with this reader question:

I’ve been searching for the best way to create auto numbering for discovery requests: dare I say in WordPerfect I had the most amazing macros that used “counter” and creating a set of discovery was a snap. I’ve struggled to find something workable in Word. Some people use Discovery Request No. X – Interrogatory; others use Interrogatories No. X, Requests for Production No. X, Requests for Admission No. X throughout a set of discovery. There has to be a way to do this in Word, and I’ve tried several different approaches, none of which worked out that well. Would you please steer me in the right direction? Thanks very, very much.

I tossed back a rather glib answer about using the AutoNumLgl field code to number the discovery requests, and she threw in this little wrinkle: her attorneys like to play mix-and-match with their discovery. In other words, they may put in a couple of interrogatories, then throw in a related request for production, then another interrogatory, then a request for admission that’s related to that interrogatory.

Um. Okay. So they’re going to need three numbering sequences operating independently. Back to the drawing board.

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1 Work smarter not harder

The 4 Biggest Time-Saving Microsoft Word Features You’re Probably Not Using

Learning Microsoft Word can seem a daunting task. So many features! Where’s the best place to start?

If you want to boost your productivity in Microsoft Word fast, you really need to master these four features first. Learning how to leverage these can shave seconds or even minutes off repetitive daily tasks, which adds up to getting more work done daily (or even leaving the office at a decent hour!).

Here are the four best areas for you to spend a little self-education time, before you’re subjected to one of those legal technology audits you keep hearing about.

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How to start an autonumber sequence at >1

Recently, I’ve gotten several questions from users who love the paragraph autonumbering technique illustrated at my post “How to automatically number your discovery requests … in 5 keystrokes,” but they need to start the numbering sequence above “1”.

So, I’ve updated my original post at the bottom to show everyone how to use the “/r” switch to start the numbering sequence at 2, 3, or whatever number you need.

Click here, then scroll all the way down to the bottom of the post to check out this new trick!

2 Guest Post @ Lawyerist: 5 Microsoft Office Hacks to Finish Tasks Faster

Want to move things from your inbox to your outbox a lot faster? It’s time you upgrade your skills in Microsoft Office to find faster ways of doing common tasks, like:

  • Speed-formatting your text with Styles (it’s a one-click operation!)
  • Using shortcut keys for speed typing
  • Employing templates to speed document creation for common forms
  • Accessing boilerplate text instantly with Quick Parts and AutoText
  • Getting one-click access to commonly used commands with the Quick Access Toolbar

Click here to get your learning on over at Lawyerist.

Guest Post @ Lawyerist: Sharing AutoText and Quick Parts with Others

If you’ve started building a library of boilerplate text in Microsoft Word using either AutoText or Quick Parts, you may have wondered to yourself whether you can distribute those to your assistant/paralegal or other attorneys in your practice area at your firm.

In response to a request from a Lawyerist reader, I’ve not only unlocked the secrets behind where these entries are stored, I’ve also detailed a method for storing and distributing these entries for others to use.

Click here to read this illustrated article over at Lawyerist.

1 Guest Post @ Lawyerist – Recycle text with Quick Parts and AutoText

Got a lot of texts you use over, and over, and over? Then you’ll be interested in my guest post over at Lawyerist entitled “Recycle Text with Quick Parts and AutoText.” In it, I show you exactly which feature is a better choice (answer: depends on what kind of typist you are, among other things), how to set these features up, and how to gradually build up a library of document building blocks you can use to instantly access those recycleable texts you love.

Click here to read the full article.

(Photo: http://www.flickr.com/photos/stevendepolo/5644838033/)

2 The Spike: It’s more than plain cut-and-paste

No, I’m not talking about a medieval torture instrument (sorry to those of you who are disappointed) — I’m talking about a cool “undocumented” feature in Microsoft Word.

The Spike allows you to gather up several different pieces of text into a holding area and paste them as a block into a document.

This could come in handy if you have, say, discovery requests you want to pick-and-choose from prior cases.  Just start going through your various old files, save each block of text into the Spike with CNTRL-F3, and assemble away!  Or use it to ease the editing of a document when the attorney is moving large blocks of text around.

So what’s the difference between this and the Clipboard?  The Spike allows you to work with multiple pieces of copied text at once, while the Clipboard only allows you to paste in the last piece of text you copied.

A caution, though: the Spike cuts text from your originating document instead of copying it and leaving the original text intact.  As long as you don’t save the altered original document, though, no harm done, right?

According to Lori Kaufman of HelpDeskGeek.com, “The Spike is a useful feature if you need to quickly and easily rearrange and move non-contiguous text or create a new document from pieces of another document.”

Use the Spike or just open up a new document window to assemble text?  It’s up to you.  But do head over to HelpDeskGeek.com and check out their tutorial before you decide.

(Hat tip to HelpDeskGeek.com via the ever-popular LifeHacker blog for the heads-up on this feature.)