Hi-Tech Texas Paralegal

Email Etiquette - My Own Pet Peeve

When discussing technology issues, email communications generally fall into the Top 10 List of things to think about, plan for (especially in e-discovery discussion), and be mindful of. One of my own suggested tips is this: when returning from vacation, a lengthy trial or hearing, or any of the myriad of reasons that may have taken you away from your email, you undoubtedly are inundated with possibly hundreds of emails that were sent during your absence -- (1) sort your emails by subject; (2) read each and every email within that subject; and (3) then decide to which you should respond first, if at all. Why? Because there are few things that frustrate people more than receiving a response to an email sent, by way of example, a week ago, where one of the recipients to the email was absent, and is now responding to the emails as he/she comes to them in chronological order. No doubt some (or all) of the issues raised, questions asked, or input requested has been covered by the other recipients to the email - making the "late arrival"'s response to the conversation moot, or uninformed because he/she obviously didn't take the time to read the entire conversation that transpired during his/her absence before responding.

After returning from lunch today, I did something I generally don't do -- committed one of my own pet peeves!! I logged in, looked at my Inbox, and saw that I had received 20 emails over the lunch hour, and began responding without sorting by subject. Admittedly, I got caught up in the subject of the conversation (and in attempting to solve the problem), and began responding to the first email received on the subject (instead of reading the entire thread). And I'm confident those who received my email thought to themselves, "Gee whiz, Kristine, it's too bad you didn't read the whole conversation before you responded, because if you had, you'd know that we've already resolved the issue."

So, I reiterate my pet peeve ...... (1) sort your emails by subject; (2) read each and every email within that subject; and (3) then decide to which you should respond first, if at all. It may be that you only need to respond to the last email sent on the subject by saying, "Looks like you guys have this all resolved, but if you need input specifically from me, please let me know." Or, you can also use one of the best, but often least used (these days away) "tried and true technological inventions" -- the telephone. When I returned from vacation recently, I read the emails on a specific subject, and then picked up the phone to buzz my associate and asked if she wanted my input because it appeared that the issue has been successfully resolved. And I wasted no keystroke or effort in preparing a futile response.

Learning lessons from oneself -- brilliant!

And Speaking of E-Learning

As a current graduate student whose core curriculum is taught through distance education, I understand the benefits - and challenges - of e-learning.   I could talk about the benefits, get very education-geeky by talking about a constructivist approach to teaching and how it impacts how one learns, and how for many, technology increases one's interest in learning, especially if the learner is a self-proclaimed techno-geek (like me); but, what I'd rather do is focus on the challenges. 

Looking at e-learning from the teacher's perspective (of which I will be at some point in the future), my challenge and the challenge for all who teach from a virtual lectern, will be -- as I read in Vincent Wade of Trinity College Dublin and Helen Ashman of Nottingham University's Guest Editors' Introduction entitled, "Evolving the Infrastructure for Technology-Enhanced Distance Learning" in the May/June 2007 issue of IEEE Internet Computing -- "providing active, stimulating, and authentic learning experiences that support learner collaboration, construction, and reflection remains key to successful distance learning technologies."  [IEEE Internet Computing May/June 2007 issue].    Likewise, continuing legal education providers who have leapt onto the webcast/ podcast/online-CLE-seminars bandwagon with all their might must find ways to make their e-learning seminars stimulating in order to be/remain successful.   

As a frequent speaker at CLE events, my challenge always has been finding ways to maintain attendee attention.  I suspect it may be less of a challenge in person that it may be though non-video e-learning modes.   From my experience, while there are always those techno-attendees who either bring their laptops along with their Internet air cards and have the ability to surf the 'net, check email, or post to their blogs, or those who remain steadfastly focused on their PDAs (I'm guilty on both accounts) while pretending to absorb and digest all that the speaker has to say about the topic du jour, the ability to successfully convey one's message to a group of people who have little else to focus on other than the speaker at the lectern is far easier than trying to compete with all of the other myriad of attention-grabbers, e.g., cell phones, email, telephone, people, that come into play in an e-learning environment.   

Those seminars that engage not only the brain but also the senses, I believe, will have greater success.  Meaning, those online seminars that stream video along with either a virtual or interactive whiteboard or webcast a PowerPoint presentation, for example, touch the visual and aural senses while simultaneously providing a written presentation may see improved survey results from attendees compared to those seminars that provide audio or written materials alone.

This week's "Hi-Tech Quote of the Week" by Bill Gates certainly comes into play in this instance -- "Never before in history has innovation offered promise of so much to so many in so short a time."  From the time I graduated with my bachelor's degree to the time I applied for admission to graduate school (a span of 13 years), the manner and method of teaching at the post-secondary level has changed exponentially.     And, it's given me, and so many others like me, the ability to work on my master's from the comfort of my own home -- or during this time last year while in trial in Houston for four months, the comfort of my own hotel room -- rather than driving 38 miles one-way during rush hour Dallas traffic to attend one or two classes a week.   And for a self-proclaimed techno-geek, I not only appreciate it but I love it!

Need Some Hi-Tech Legal Education?

Well, NFPA has it! Hundreds of paralegals are expected to gather in Pittsburgh, Pennsylvania this July (July 19-20, 2007 at the Omni William Penn Hotel) to attend the inaugural Tech Institute hosted by the National Federation of Paralegal Associations, Inc. (NFPA). As one of the co-chairs of the planning committee, I can tell you that NFPA has garnered some terrific speakers to talk on hot technology topics.

Our keynote speaker is Monica Bay, the Editor-In-Chief of Law Technology News, is slotted to speak on Friday. I'm really excited to hear her presentation, and to talk to her -- she has her own blog called The Common Scold, which is terrific!

Some of the topics at the NFPA Tech Institute include: E-discovery Project Management; Computer Forensics; Integrating the IT and Legal Personnel Team; Technology Affects on the Federal Rules; and a roundtable discussion on Comparison of Software. These are but a few of the topics available. Of course, I will be attending the topic on A Legal Professionals Primer on Metadata (and not only because I need those ethics credits) and Tom Goldman and William Mulkeen's presentation on "What You Need to Know about Technology." And, I'd be silly if I didn't plug my own topic - "Trial Presentation Programs."

The Honorable Joy Flowers Conti, United States District Judge for the Western District of Pennsylvania, Pittsburgh Division, will be presenting her topic on "Courtroom Technology" and I will be very interested to hear her speak, and hopefully she's give us some great tips to consider when preparing for our federal court trials - and what our federal judges want from our trial teams.

Be sure to check out NFPA's Tech Institute website for more detailed information: www.paralegals.org/techinstitute. The schedule, registration and accommodation information, and of course, more specific information about topics and speakers can be found there. Check it out!