Technology Tips

Every administrative professional needs a procedures manual.

Procedures are documented processes that explain exactly how to complete a task. They help you provide consistent customer service, make it easier for you to delegate tasks, and showcase the value you bring to your organisation.

When I talk about procedures, most people think of a physical binder sitting on a desk or bookshelf. And you should absolutely have one of those. It’s easy to grab your binder, look up a procedure or refer to a checklist, and get on with your day.

But from a disaster preparedness standpoint, only having a physical binder is risky. What happens if there’s a fire? Or a pipe bursts and floods your office? Or you have to work from home?

If you don’t struggle with managing your inbox, stop reading now.

If you do struggle, I’m right there with you.

Many people have a love-hate relationship with their inboxes. They like them for quick communication, but they hate trying to manage the overload of messages and information coming at them. I can completely relate!

Those lucky enough to work remotely at the start of the COVID-19 era were able to keep themselves and their companies going, despite the intense pressures of that challenging time. 

This shift to remote work fundamentally changed how we use IT. Use of Zoom increased by 30x in April 2020 as meetings moved online. Slack workspaces proliferated. And corporate spending on cloud services grew by nearly 40%.

It increasingly seems that many of these changes will remain in place, as the pandemic continues and organisations appreciate the benefits of keeping at least a partial remote footing.

If I asked you to estimate how many passwords you have, what would your guess be? 20? Maybe 30?

Chances are you’re underestimating. According to research by NordPass, the average person has 100 passwords.

If you’re supporting multiple executives, chances are that number is even higher for you.

Think about it. You need a password to boot up your work computer, log in to your network, access your office intranet, open your project management software and access your cloud server. That’s five passwords before you can even start your workday!

Do you work with sensitive material? Your files are probably password protected. Do you handle your executive’s inbox? There’s another password.

How many emails do you have in your inbox right now? 20? 50? More than 100? If your number is anything higher than zero, I have some tips for you!

For most admins, email is a major pain point. In the time it takes you to read one email, three more pop up. Add that to all your other administrative duties, and the thought of a clean inbox seems almost laughable. But these simple strategies can make inbox zero a reality!

Change your mindset

Think of your inbox as a processing facility rather than a warehouse. The “package” (the email, in this case) is sent to the “facility” (your inbox) to be dealt with, not stored indefinitely.

Law firms and government departments have been using new technologies to provide legal services for years. It could be argued that anyone working in the profession who does not already recognise themselves as a “technology” lawyer should get comfortable with the idea that he or she will need to become a technology “geek” in the years to come. This article will consider some of the latest IT innovations affecting the profession.

The term “lawtech” is used to describe technologies that aim to support, supplement or replace traditional methods for delivering legal services or administering the operation of justice systems. Lawtech covers a wide range of tools and processes, such as:

• Document drafting

• Automated legal research

• Client/due diligence checking

Audio typing is a valuable skill for those wishing to improve their professional abilities as a Legal Secretary. There are a number of jobs that list audio typing as a stipulation, and although it is not a skill that is always required, it may enable you to welcome better job prospects.

We have put together a list of the best online resources for Legal Secretaries looking to improve their audio typing skills.

Typing.com

Podcasts are one of the most rapidly growing media forms of the 21st century. In 2020, an estimated 15.6 million listeners tuned in, with more than £33 million being spent on podcast advertising as businesses sought to capitalise on this boom.

For those with very little spare time on their hands – such as legal professionals – podcasts are an excellent way to digest information while going about everyday life. You can listen to a podcast while walking, running, commuting or cooking, and take in new and fascinating information in the process.

There is a plethora of excellent legal podcasts available in the UK, so it can be hard to know where to start. We’ve compiled a list of our top six legal podcasts to get you started.

UK Law Weekly

Prodigy Learning has recently announced that it has added even more Microsoft Office Specialist (MOS) courses to its website. As ILSPA Members receive an exclusive 50% discount on these courses, we want to take a moment to explain what is available, how these courses work and why now is a great time to improve your Microsoft Office skills.  

Remote working, video meetings, online systems and digital appointments are now standard parts of the daily working lives of legal professionals. Due to the pandemic, people have had to turn to online and digital alternatives for many aspects of their work. This is also true for other areas of our professional lives. Networking, professional development and career progression are still required, even though conventional face-to-face events, interviews and conferences are on hold. One of the best online resources available in this respect is LinkedIn.