{"id":36422,"date":"2014-04-10T12:48:02","date_gmt":"2014-04-10T11:48:02","guid":{"rendered":"https:\/\/loopup.com\/resource-center\/\/conference-calls-online-meetings-essentials-lawyers\/"},"modified":"2019-09-12T14:33:16","modified_gmt":"2019-09-12T13:33:16","slug":"conference-calls-online-meetings-essentials-lawyers","status":"publish","type":"post","link":"https:\/\/loopup.com\/us\/resource-center\/blog\/conference-calls-online-meetings-essentials-lawyers\/","title":{"rendered":"Conference Calls and Online Meetings: 6 Essentials for Lawyers"},"content":{"rendered":"

Lawyers, perhaps more than any other business professionals, spend a lot of time on conference calls.  And as they so often deal with sensitive, confidential subject matter, they have a specific set of requirements above and beyond those of many everyday conference callers.  To consider whether their needs are being best looked after, here are 6 conferencing essentials for lawyers \u2013 with some thoughts on how LoopUp can help.<\/p>\n

1. Security, Security, Security<\/h2>\n

Security surely ought to be the cornerstone of legal conference calls and yet it\u2019s all too common to hear a series of \u2018boodoops\u2019 on regular dial-in conference calls and not know exactly who\u2019s joined.  At best, your call is disturbed as you ask the classic question, \u201cWho just joined?\u201d  At worst, nobody replies and your call is now arguably insecure. Then what to do?  Carrying on would seem an unacceptable risk if you\u2019re discussing sensitive information.  Getting everyone to drop and rejoin is flawed as there\u2019s nothing to stop them simply staying on and staying quiet.  Even with roll call switched on \u2013 whereby everyone is prompted to say their name when they join \u2013 there\u2019s nothing to stop someone ignoring the prompt.<\/p>\n

\u201cThe mobile workforce can compound this problem,\u201d says our General Counsel, Robert Baugh.  \u201cSo many times I\u2019ve heard conference access details shouted out by someone taking a call on a train or in a caf\u00e9 \u2013 hardly secure but, from a human point of view, understandable.  One executive even told us he\u2019d joined some random call that way just to relieve the boredom of his journey!  You need a way to counter this risk.\u201d<\/p>\n

How LoopUp can help<\/b><\/h4>\n

LoopUp gives lawyers an easy and real-time way of knowing who\u2019s on their conference calls at all times.  As host, you receive an alert to your smartphone and desktop as soon as your first guest joins, and with one click, you\u2019re guided you to a live readout of who\u2019s on and who\u2019s speaking.<\/p>\n

2. Effective Scheduling Tool for Assistants<\/h2>\n

Lawyers often have their conference calls scheduled on their behalf by their assistants.  All too often, however, assistants have no easy way to manage this and end up storing invitation details in spreadsheets or copying and pasting old invitations for each new meeting.<\/p>\n

How LoopUp can help<\/b><\/h4>\n

LoopUp\u2019s add-in for Outlook \u2013 and our browser invite tool for customers who don\u2019t use Outlook-  gives assistants a quick and easy way to select one of the lawyers whose calendars they manage and automatically insert their  conference details into a calendar invite, all in a couple of clicks.<\/p>\n

3. Value-added LinkedIn Context of Your Clients and Counterparties<\/h2>\n

While it\u2019s all too common not to know who\u2019s on your conference calls at any given moment, it\u2019s even less common that you have further contextual information about your guests.  Legal conference calls are very often external in nature with clients, counterparties, and counterparties\u2019 lawyers.  The traditional round of introductions at the start of the call is the most common practical means for gaining some context for the meeting ahead, but this can often get lost during the call as further people join or as you lose track of exactly who\u2019s speaking from time to time.<\/p>\n

How LoopUp can help<\/b><\/h4>\n

With LoopUp, in addition to always knowing who\u2019s on the call and who\u2019s speaking, you\u2019re also able to view guests\u2019 LinkedIn profiles (on an opt-in basis), which provides valuable contextual information about their roles, experience and responsibilities.<\/p>\n

4. Visual Confirmation That You Are Indeed Muted!<\/h2>\n

We\u2019ve heard so many horror stories about inappropriate remarks on conference calls, where the person is under the false impression that their line is muted.  This can be particularly important for lawyers, who may be in the same room as a colleague or client and want to discuss the progress of the meeting or a particular negotiation point.<\/p>\n

How LoopUp can help<\/b><\/h4>\n

LoopUp not only gives participants the ability to mute their lines, but critically gives them visual confirmation that they are indeed successfully on mute and therefore reassurance that their offline conversation is not being overheard.<\/p>\n

5. A Simple Means to Share Visuals<\/h2>\n

There are a number of web conferencing tools on the market \u2013 products such as WebEx and GoToMeeting for example.  However, all too often, lawyers (and many other professionals alike) feel uncomfortable using them, as they can be quite complex, and there\u2019s apprehension that they may be responsible for \u2018user error\u2019 in the middle of an important client meeting.  User training on these tools may solve these issues, but generally lawyers have neither the time nor the inclination to attend training on a conferencing product.  An additional issue can be that certain web conferencing tools require downloads. With external client participants, you can\u2019t necessarily be sure that they\u2019ll be permitted to do so on their company-issue machines.  A common response can be to \u2018email out the document\u2019, but this may lead to loss of control of the meeting and, indeed, materials being out in the open that the lawyer would prefer were not.<\/p>\n

How LoopUp can help<\/b><\/h4>\n

LoopUp facilitates simple screen sharing without the need for any user training.  During any conference call \u2013 with just one clear, unambiguous click \u2013 the call host can share their screen with guests.  Our General Counsel recently wrote a post on how he uses screen sharing as a lawyer<\/a>.  He uses it to draft \u2018live\u2019 on the call, allowing everyone to see contract markups in real time, and share background material, spreadsheets and relevant websites to bring people onto the same page, all while retaining control of the flow of the meeting.<\/p>\n

6. Tracking Matter Codes<\/h2>\n

Most laws firm like to \u2013 or indeed insist upon \u2013 allocating matter codes to a conference calls for client time sheets and\/or disbursements.<\/p>\n

How LoopUp can help<\/b><\/h4>\n

Like some other remote meetings products, LoopUp enables the host to allocate a matter code after entering the conference access code.  However, LoopUp also offers other flexible ways to achieve the same end.  At the end of every conference, the host and their assistant each receive a conference call summary by email, letting them know who was on the call and for how long.  This email also contains a matter code link, which lets the assistant assign the matter code post call.  Furthermore, if appropriate, LoopUp allows the assistant to set up dedicated \u2018meeting rooms\u2019 for each client matter.  In that way, the matter code can be pre-assigned to the conference and there\u2019s no need to worry about matter codes during the course of that client engagement.  This is also integrated into the Outlook add-in tool for invitations, as mentioned above.<\/p>\n

That\u2019s it \u2013 6 ways that LoopUp helps its many legal clients.  If your conferencing service is missing any \u2013 or perhaps most \u2013 of these capabilities, it may not be the best fit as a remote meetings service for your lawyers.  Please do get in touch<\/a> if you would like to learn more about how LoopUp can help.<\/p>\n","protected":false},"excerpt":{"rendered":"

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