Docking Station
Technologically proficient attorneys utilize the maximum potential of their laptops, and one of the best ways to do that is to set up a docking station. A docking station allows you to turn your laptop into a makeshift desktop computer, which allows you to utilize things such as additional screens and external input devices, increasing your productivity.
Generally, “docking stations” can be divided into two categories. The first, ironically, isn’t technically a docking station. Nearly any laptop that meets the parameters discussed in the previous section has the ability to support an external monitor. Accordingly, a simple “docking station” can be desk space with nothing more than an external monitor ready to plug into your laptop.
While that approach may be cost-effective, it still constrains you to (1) sitting directly in front of your laptop to perform work, which means staring down at your laptop screen (which can lead to eye and neck fatigue); (2) typing on a non-ideal laptop keyboard, which can be especially tedious on those long days when you draft documents or respond to emails the entire day; and (3) scrolling with a trackpad, which offers less control than a mouse.
Thus, the second type of docking station, which is more suited for a practicing attorney, contains a “hub” called a docking station, one or more external monitors, a keyboard, a mouse, and the necessary cables for those devices to communicate with your laptop. For PC users, every major manufacturer plus a number of third-party manufacturers make a docking station, and they may be cross-compatible with several brands and models of computers. However, often the smartest move is to limit your choices to a docking station made by the manufacturer of your laptop and, before purchase, ensure that your laptop model is on the list of compatible devices for that docking station.
For MacBook users, Apple does not manufacture a docking station, but there are a number of third-party docking stations with Thunderbolt connections that work well with MacBooks, including those made by reputable peripheral manufacturers such as Kensington, Corsair, Anker, Belkin, and iVANKY.
Docking stations range from $100 on the low end to $350 or more on the high end. Typically, the more expensive docking stations possess more connectivity options (e.g., the ability to connect two or three external monitors instead of one), modern connectivity options (e.g., USB-C or Thunderbolt), and a higher-voltage charger to keep up with the power demands of top-end models produced by a given manufacturer.
Once you have selected a docking station, you can add a monitor (or two or three), a keyboard, and a mouse. Monitors are a personal preference and can run anywhere from under $100 for budget options to well over $1,000 for large-format, curved monitors. There are two things to note on monitors. First, most name-brand monitors are reliable and have multiple connectivity options, so it’s unnecessary to match the monitor to the brand of laptop and docking station you purchase. Watching sales at Newegg.com, Amazon.com, Best Buy, and other tech outlets, alongside scrutinizing reviews and customer ratings, can yield high-quality monitors at a good price point. Second, if you’re a three-monitor person, make sure that both the laptop and docking station you’re considering support more than two screens. Some very popular PC models support only two external monitors.
A hub-based docking station also needs an external keyboard and a mouse. A number of IT folks prefer corded options because a docking station will typically have connectivity for those devices, and wireless keyboards and mice require batteries (which seem to go out right before a big deadline). Having said that, plenty of folks are happy with (and swear by) non-Bluetooth wireless keyboards and mice, so choose what you feel comfortable with.
Finally, if you are launching a firm and anticipate that the firm will have more than just you as an employee—including non-attorney staff—you should consider adopting a standard laptop (and its corresponding docking station) for your firm. The benefits of this approach abound: (1) whoever manages IT can focus on one system; (2) any docking station in the office (or at an employee’s home) will work with any laptop in the office; (3) the onboarding process is easier because new employees are working with technology everyone else already uses and understands; and (4) reappropriating technology is easier if an employee leaves.
Printer/All-In-One/Copier
Over the last two decades, the practice of law has become increasingly less reliant on paper. However, most practices are not completely paperless, and almost every solo or small firm will need to print, copy, and scan documents. Like other pieces of hardware, there are a few options to consider depending on your use case.
The first major decision is whether you need a large-format, “traditional” copy machine that serves as your office’s central hub for printing, scanning, and copying or whether a smaller “all-in-one” printer that performs those tasks will suffice. You should consider several factors when considering this hardware. First, even large, international law firms outsource hefty print jobs, so if you have access to a quality, affordable print service where you practice, you don’t necessarily need the ability to print large volumes of documents in-house. Second, these options aren’t mutually exclusive. If you are launching a small firm with five or more attorneys and staff members, it may make sense to have both a centralized large-format copier for big jobs and smaller printers for specific attorneys or staff.
On the large-format side, Konica Minolta, Sharp, Canon, Ricoh, Toshiba, and Xerox make dozens of models with every feature imaginable. The purchase price of those models can vary widely, from the low four figures to the price of a luxury car. However, those purchase prices shouldn’t prohibit you from considering an office-grade, professional copier because many are sold via lease-to-own arrangements with affordable monthly payments (and built-in maintenance contracts). If you are launching a solo or small firm, it is definitely worth reaching out to a local dealer (or a few local dealers) to explore your options.
On the small-format side, there are numerous high-quality, affordable, brand-name all-in-ones that are capable of lasting years and printing tens or hundreds of thousands of pages, including printers manufactured by Brother, HP, Canon, and Epson. Those worth considering start at around $100 and can climb into the low four figures, with several high-quality options in the $200 to $300 bracket. Options to consider here include color printing (which is more expensive both to purchase and to maintain), duplex capability (the ability to print on both sides of a sheet of paper, which can save paper), wireless connectivity (so that everything can communicate through your office WiFi network), and fax capability (if you’re in a practice area that still requires faxing).
Videoconferencing Technology
The COVID-19 pandemic has changed the practice of law in many ways, and even when the pandemic ends, some of those changes will remain. If you are a solo or small firm practitioner launching a firm, you should consider the reality that a number of court hearings, depositions, interviews, client calls, and team meetings will continue to occur in the virtual world even after the pandemic ends.
This reality warrants supplementing your laptop’s built-in features with external hardware that will enhance both your own virtual experience and, more importantly, the experience of those on the other end of your call. Nearly every laptop that meets the criteria in the section above will have the necessary hardware to participate in a videoconference on Zoom, Microsoft Teams, Skype, Webex, or other platforms. However, a laptop’s built-in camera and microphone may impose limitations on your ability to look and sound as professional as possible.
Let’s start with the camera. A good videoconference setup should place the camera at the presenter’s eye level. That’s not an issue if the sole task for your laptop during a meeting is to transmit your image and sound during the meeting; you can place your laptop on a stand, a stack of books, or a box at an appropriate level. However, if you need to use your laptop during the videoconference—for example, to follow your outline while taking a deposition or share documents during a client meeting or court hearing—the camera will be several inches below eye level and likely pointed up at your neck and chin (and office ceiling) instead of horizontally at your face and the backdrop behind you.
The built-in microphone, even on high-end laptops, fares no better and can make your voice nearly unintelligible if you have an echoey office. Even worse, you may not realize that your voice sounds faint or that other people on the call are having trouble understanding you during the call itself. Accordingly, it is worth looking at three pieces of external hardware to improve the videoconferencing capability of your laptop: an external camera, a ring light, and a headset.
External cameras typically attach to your laptop via a USB cord, and they can be placed anywhere the cord can reach, allowing you to position the camera in a convenient location that is eye level. High-quality external webcams range in price from $20 to well over $100. The best setup for such a camera, especially in a two-monitor environment, is to place the camera on top of the same external monitor where you will be watching the videoconference so that it appears that you’re “looking at” the other people on the video call when you’re actually looking at them on your monitor.
The second item to consider is called a ring light, which is exactly what it sounds like: it is a small, ring-shaped light. Small ring lights start at $15 and can substantially enhance your appearance on camera by directly lighting your face. Given their low acquisition cost, a ring light should be considered essential hardware, especially if you have poor lighting in your office or your backdrop is an external window that will make your head appear as a featureless silhouette on camera.
Finally, for video calls, consider utilizing a headset that has headphones and a microphone. Nearly any external microphone—even the microphone on a $10 pair of headphones—will substantially increase the quality of your voice on the call. There are thousands of choices for a headset. Many attorneys utilize Bluetooth-enabled devices such as AirPods or other devices that sync with their phones. Others use headsets with microphones that were originally designed for the gaming community but work superbly for videoconferencing.
Notwithstanding these advantages of external audio devices, be careful. As many folks learned early in the pandemic, video calls can be riddled with endless feedback caused by a participant not having his or her computer audio configured correctly. The problem rarely occurs if the microphone and the speakers share the same hardware: that is, the participant is using the laptop’s built-in microphone and built-in speakers, or the participant is using a single external device that contains both a microphone and headphones, such as AirPods or a gaming headset. The problem typically occurs when a participant uses an external microphone with the computer’s native speakers (or vice versa) because those devices aren’t synced with each other, causing a feedback loop. Thus, unless you’re confident in manipulating your computer’s audio settings, be sure that any videoconferencing audio components you add contain both a microphone and headphones.
WiFi
The next piece of essential hardware is hardware to connect to the Internet. Fortunately, most Internet service providers (ISPs) will provide both a modem (which creates a connection between your office and the Internet) and a WiFi router (which allows multiple devices to connect wirelessly to that Internet connection) with your monthly Internet service, either as a built-in part of your subscription package or as add-ons that will cost extra (akin to having an extra cable box in your home). Because those options can be delegated to your ISP, this article does not recommend buying a modem or a router unless and until your ISP technician tells you to do so.
Phones
Finally, phones round out the analysis of essential hardware for launching a solo or small firm. The first (and most obvious) decision is whether your new firm will have a landline. If you’re sticking with your cell phone, then the problem is solved. If you’re adding a landline, then look for phones that are sufficient for the number of lines or extensions you will have in your office. For a small firm that desires to give each employee his or her own extension, it’s worth talking to the phone company and having an external phone contractor set up your office’s phone system. In addition, consider utilizing an answering service for a landline, especially if you are a solo practitioner or run a small office without administrative staff. Those services can be affordable and offer 24/7 remote staffing of your landline.
The next issue of GPSolo magazine will present Part 2 of this series: the essential productivity software you need to run a law practice.
