cloud planet evernote - legal productivity
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Cloud PlanetA Lawyer’s Guide to Evernote
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®
Copyright © 2013 Rocket Matter, LLC. All rights reserved. Certain materials have been reproduced with the permission of their copyright owner.
Evernote ® is a registered trademark of Evernote Corporation and used under a license.
This book is for your personal use. No part of this book may be reproduced in any form, nor licensed, sold, or otherwise redistributed by any means
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CONTENTS
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What is Evernote?
Power Your Paperless Office With Evernote
Evernote Security Issues For Lawyers
5 Great Everyday Uses for Evernote
How to Increase Blogging Productivity with Evernote
8 Tips for a More Productive Evernote Experience
Build a Firm-Wide Knowledge Center with Evernote for Business
What is Rocket Matter?
About the Author
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What is Evernote?
Evernote is a robust note-taking application that lawyers and legal professionals can use to help manage their paperless, or, more accurately, “less paper” office. Evernote is a one-stop repository for capturing ideas as they occur, recording voice memos, planning projects and presentations, managing receipts, tasks, and to-do lists, and storing pictures, webpages, and links.
Mobile lawyers take note: Evernote syncs across web browsers, desktop applications, and mobile devices, so it's available whenever and wherever you need it.
This compact E-Book explores some of the many ways lawyers, and anyone, really, can use Evernote at home, in a law office, or on the go.
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Power Your Paperless Law Office With EvernoteAs lawyers and legal processes shift from paper to digital, cloud-based applications for creating, storing, and managing information have kept pace. Evernote, the note taking and archiving application that syncs across your computer, browser, and mobile devices, is one of the best.
Getting startedFirst, download Evernote to your Mac or PC. The first time you launch the Evernote application, you will be prompted to enter a username and password. Go ahead and create a free user account so you’ll have access to your documents and notes on all your devices and from any Web browser.
Next, download the app on your phone and tablet and login using your new username and password. Now anything you create in Evernote on your phone, computer, or on the web will be synced automatically.
Notes, notebooks, and tagsEvernote is organized into notes, notebooks (a.k.a., folders) where the notes
reside, and tags, which are used to further organize your notes. Click “New Note” in the top menu bar and start typing. Just like that, you’ve created your first note.
You never have to manually save the note as it automagically saves as you type.
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If you forget to organize your notes into notebooks or by assigning tags, Evernote’s robust search feature allows you to quickly locate what you need.
Store research materials for articles and presentationsSure, Evernote is great for storing and organizing text-based notes, but you can also grab webpages, photos and screenshots, PDFs, emails, video and audio clips, word processing documents, and spreadsheets – and drag them into a note.
Now, when you’re ready to work on that article or presentation, your research materials are all set. And since it’s synched across devices, you can work on your iPad during your morning commute or on a laptop in the office.
Evernote is free with a premium option for $5 per month or $45 per year. The premium option gets you super sized uploads, larger note storage, faster image recognition, note history, and more.
If you're interested in learning about more cloud computing tools for your office, take a look at our free e-book covering Dropbox, Google Calendar, and Rocket Matter! Check out “Productivity Tips for the Discerning Cloud Computing Lawyer”
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Evernote Security Issues For LawyersOn March 2nd, 2013, Evernote users were alerted via email that the company had discovered an attempt to hack the network. The network security team was able to block the suspicious activity, but not before intruders gained access to Evernote user information, including usernames, email addresses, and encrypted passwords.
Users were instructed to login to their accounts on Evernote.com, reset their passwords, and update their logins on all synced desktop and mobile apps.
What does this mean for you, an avid Evernote user?Even though password information was accessed, it’s protected by strong, one-
way encryption. In technical terms, the passwords were hashed and salted, which renders them completely inscrutable and unusable. This means that the passwords retrieved by the intruders were scrambled, preventing the intruder from accessing user accounts, including yours.
Content stored in Evernote was not stolen, as noted by the company: “In our security investigation, we have found no evidence that any of the content you store in Evernote was accessed, changed or lost.” So, any client-confidential data you added to Evernote was not compromised.
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Furthermore, for those of us who have a Premium account, Evernote assured that there was no evidence that any payment information for Evernote Premium or Evernote Business customers was accessed.
What about lawyers and client-confidentiality issues?In addition to current security measures and others in the works, Evernote offers the ability to encrypt data contained within notes, so lawyers can use this feature to protect sensitive client information.
The data is password-protected, and Evernote does not receive a copy of your password. Unfortunately, this means that if you forget your password, Evernote can’t recover your data. And neither can you.
What is Evernote doing to remedy the situation?Even though Evernote’s password encryption measures are robust, asking all users to reset their passwords provides an additional measure to ensure your personal data remains secure.
Evernote also announced that they are accelerating plans to adopt two-factor authentication, similar to Dropbox, Facebook, and others.
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What can you do to protect your data?Evernote provided the following steps to ensure that your data in Evernote and other sites is secure:
Avoid using simple passwords based on words found in a dictionary.Never use the same password on multiple sites or services.Never click on “reset password” requests in emails – instead go directly to the service by typing the address into a browser address bar or using a bookmark.
We’ll add another tip: Change the email address associated with your Evernote account. The intruders did get 50 million email addresses and can use that to spam you at a later time with fake password-reset emails.
If you’re having trouble keeping track of your passwords across all of your cloud services, we encourage you to take a look at 1Password, which can help you manage your security.
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5 Great Everyday Uses For EvernoteHow great is Evernote? It’s the one application I have open all day, every day on my computer. I open it in the morning when I power up my computer, and it’s the last thing I shut down.
Here are some of the ways Evernote helps me to – and can help you - get through the day more productively:
Content creation – If you blog, write articles, send out newsletters, or create other content, Evernote makes your job much easier. Create a “newsletter” or “article” notebook and as ideas occur, compose a note for each. When you come across related images, links, or references, add them to the note. You’ll never be at a loss for topics to write about.
Meeting notes – Before a Skype, GoToMeeting or in-person meeting, open a note in an Evernote “Meetings” notebook and start typing. No more unrecognizable scrawl or lost slip of paper. Notes can then be sorted by date created, date updated, or title, and searched by keyword.
To-do lists – There are so many great to-do list applications out there, but who has the time to conquer yet another app? Since you’re already in Evernote, create a “to-do” folder which can have a “daily” note, “bucket list” note, “to read” note, and so on.
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Evernote has a great checklist option, so you can add checkboxes to your to-do lists and check them off as you go along.
Project management – Creating folders in Outlook or dumping them into a big “archive” folder means that they will probably never be read. Instead, create a “projects” folder in Evernote and forward related emails directly to the folder with the unique email that Evernote provides. Find a few related websites? Use Evernote’s Web Clipper or import browser bookmarks into the project notebook.
Expense reports – Going on a business trip? Use Evernote to capture your receipts as you get them by snapping a picture with the built-in camera. Add notes and email the completed report to your accounting department, right from Evernote. I now do this on my way back from luncheons, meetings, and business trips. Never miss another business reimbursement. If you own your business, it’s great for when tax time rolls around.
Get some more ideas on how to best operate and manage your practice with our free e-book, “The Law Firm of Tomorrow”.
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How To Increase Your Blogging Productivity With EvernoteThe benefits of blogging are many but it can be a time consuming effort. Evernote eases the burden. It can be used to store blog post ideas, links, images, quotes, and drafts of posts., whenever, and wherever inspiration strikes.
Create a blog notebook in Evernote – Create a “blog” notebook for your blog post ideas. Come across an interesting blog post or article, Twitter update, or Facebook conversation you’d like to expand upon? Inspired while reading a book, watching television, or having a conversation? Open your laptop or phone, create a new note in the “blog” notebook, create a working title, and quickly capture your idea. Before long, you’ll have dozens of ideas waiting to be explored.
Add research materials to post ideas – Some of us take a bit longer to research and compose a post. Add web pages, links, and text to your blog notes as you come across them. Add images too, as searching for the perfect one can often be a time consuming process.
Compose a draft post – Write the first draft of the post in Evernote without regard for formatting. When you transfer the post to your blogging platform of choice, such as WordPress, you’ll format and edit. Remember to copy and paste the Evernote draft into WordPress’s HTML editor and not the WYSIWYG window.
Evernote has become the most productive blogging tool.
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8 Tips For A More Productive Evernote ExperienceAs you increasingly use Evernote to store information and organize your daily life, finding efficient ways to use it makes for an even more productive experience.Here are a few tips:
Clip only portions of webpages – Firefox’s and Chrome’s extensions for Evernote are great for clipping content from across the Web right into the app. But you may be interested in only a portion of the page. To clip just the part you want, simply highlight it, then click the Clip Selection option.
Encrypt sensitive information – You probably won’t need to encrypt blog post ideas, but client information, login credentials, and financial data can be encrypted. To do so, highlight the text to be encrypted, then right click (control + click on a Mac), and choose “Encrypt Selected Text.” Enter a password and hit enter. An option to select a password recovery hint appears. I’d include a hint, as Evernote does not store your password. The text you selected is now encrypted and shows up as dots with an arrow indicating that you can enter a password to access the text.
Streamline the dashboard – Among the columns in the dashboard that you can view at a glance are: Author, Created, Notebook, Size, Sync Status, Title, and Updated. Unclutter your dashboard by unchecking all but Created, Title, and Updated columns. That’s all you’ll need.
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Quickly share your notebooks by connecting to Gmail – Evernote allows you to share notes with your friends using Facebook, Twitter, and email. So connect Evernote to your Gmail account: it makes the process of sharing notes much more efficient.
Use the voice recording feature – This feature is handy when you’re on the road and need to drop a thought into Evernote but don’t have time to type. Hit the microphone icon and start talking.
Share notes on social media – Share notes directly from within Evernote to Twitter, Facebook, and LinkedIn by clicking on the arrow in the note panel.
Checklists – We love checklists. Although Evernote has a checklist option in the tool bar, you had to insert checkboxes line by line. Now you can highlight the entire list and checkboxes will be inserted at the beginning of each list item - a time saver for checklist lovers.
Switch between accounts – Switch between professional and personal accounts from the menu. This feature is available for premium accounts only.
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Build a Firm-Wide Knowledge Center With Evernote For BusinessSure, Evernote is great for note taking, storing information, and recording the chapters of your life, but until now it hasn’t been so great for collaborating with friends and colleagues or building accessible, firm-wide knowledge centers.
That all changed with Evernote for Business, which introduced two new concepts. First, there’s Business Notebooks that allow you to store and share company information, as well as collaborate with coworkers. Then there’s Business Libraries, a collection of Business Notebooks containing policies, documents, forms, and other commonly needed information, made easily accessible to all employees running the Evernote standalone or web app.
Create a company account and add employees using their work email addresses. A few simple dashboards help you manage users, notes, tags and billing information. Administrators can view and manage Business Notebooks created by members of the firm.
Personal Notebooks and Access to Data In Evernote Business, organizations have the right to access, use, manage, and modify any Business Notebook and its contents. Your personal notebooks, however, are completely private, but the user has the option to share them with anyone in the company.
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Firm-wide Business Library The Business Library is a collection of Business Notebooks that are available to all team members; a place where employees can share, discover, and leverage the collected knowledge of their colleagues.
This is where the magic happens with firm-wide access to meeting notes and recordings, HR documents and forms, presentations, research, and much more. Over time, the Business Library becomes a robust resource center for current, and especially, new employees.
Cost is $10 per user per month.
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What is Rocket matter?
Rocket Matter is the leading web-based practice management and time and billing application for small to mid-sized law firms.
When we launched in February of 2008, we were the first legal technology available for running a law firm online. We were surprised at the number of attorneys who immediately joined our service, looking to manage their matters, clients, and invoicing from any computer at any time.
Since then, amazing mobile devices, such as the iPhone®, iPad®, and Droid®, have transformed attorney access to information. Rocket Matter built it’s own native iPhone app that makes the lives of lawyers a whole lot easier.
In addition, the global economy has declined, putting new pressures on the operational efficiencies of law firms and altering the makeup of large, traditional law firms.
In that time, via the Rocket Matter product, plus our blogging, video, Rocket Academy, webinars, ebooks, and contributions to legal trade publications, we’ve helped law firms navigate these new waters.
We’ve introduced new ideas for marketing, operations, and technology to help legal professionals adapt to the ever-changing professional environment. So, please enjoy this book and become part of our cutting-edge community if you’re not already! Follow us and spread the good word!
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About the authorTim Baran is the community manager for Rocket Matter. From serving as a law firm librarian to starting a continuing legal education venture, he has spent years getting to know the unique needs of those working in the legal profession.
Tim is now part of an awesome team delivering Rocket Matter content via the Legal Productivity Blog, Rocket Academy videos, webinars, and other channels including Facebook, Twitter, and Google Plus.
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