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GAZETTE
APRIL 1985
Operate Your Own Word
Processor
by
John Turley, Solicitor
T
HE purpose of this article is to explain to readers the
system which operates in our firm whereby the
solicitors, law clerk and apprentice ("Fee Earners")
operate word processing equipment themselves and thus
have allowed the firm to dispense with secretarial staff.
The article seeks to explain how we arrived at this
situation and to point out certain advantages and
disadvantages attaching to it.
For the benefit of any readers who may still be unsure
as to what exactly a word processor is or readers who may
be confused between the functions of a word processor
and a personal or other computer, a word processor is a
specialised type of computer specifically designed to
handle large volumes of typing and to permit very easy
editing of text. It has a normal typewriter style keyboard
but unlike a personal computer has a series of additional
keys which make it very easy to perform the text editing
functions. It can, for example, correct spelling, make right
hand margins even and allow the user to juggle
paragraphs and change wording quickly, all the time
displaying the text on a television style screen. The final
wording can be printed out and/or stored in the memory
of the machine for repeated later use on a continuing
basis.
We are a small practice based in the Midlands. At
present we have four fee earners and one secretary/
receptionist. We decided to embark on word processing
about three years ago. We had three fee earners then and
our decision to operate the equipment outselves was
based primarily on the theory that it would complement
our existing office arrangements. We had previously been
experimenting with manual systems involving standard
letters, photocopying, etc. Each fee earner was doing his
own filing with a view to reducing to a minimum any
backlog of dictation tapes with typists.
The move from this to word proceessing seemed,
therefore, to be the most logical thing in the world — our
only initial worry being our lack of typing skills, only one
of our number having at the time reasonable typing
ability. This, however, proved to be a very minor irritant
as our speed gradually increased and, because of the
capacity and capabilities of word processors, typing speed
is not such a big factor, except for the " one - o ff letter or
document. We have managed to limit such typing as
much as possible.
Our original equipment consisted of one Central
Processing Twin Disc Drive Unit with one Visual Display
screen. Floppy discs hold all the information including
precedents. A keyboard attached to the Central Unit and
with a one-line text display was placed on each fee
earner's desk. One printer was placed in a central area and
was shared by all three. As we were all sharing the one disc
drive problems arose when someone wanted to change a
disc in order to recall an earlier precedent. It meant that
the others would have to stop their work and, as we all
know, there are enough interruptions in a solicitor's office
without adding to them. A far more serious problem
arose when a breakdown occurred with one of the shared
items — usually the disc drive. Unfortunately for us we
were plagued with breakdowns from the beginning and
we quickly realised that our only hope of success with this
experiment was for each of us to have an independent
work station with disc drive, Visual Display Screen and
Keyboard, sharing only a printer with the others. We even
had a stand-by printer. This is what we eventually had to
do and of course the capital outlay for the additional
equipment was quite substantial.
In addition to the above equipment each fee earner's
desk area (work station) is equipped with an overhead
rack containing his current files and a photocopier is
located nearby. Sharing the printer works well because of
the close proximity of our desks but, in a different
situation, each person could be supplied with a printer.
We have no typist as such and the secretary/receptionist
is not required to type (except in an emergency) thus
leaving her free to concentrate on her primary role
without the distraction of typing for deadlines. The fee
earners operate the work system when producing a letter
or document in our office as follows:—
1. they take down the file;
2. they type the letter or document. This frequently
only involves calling up a standard precedent and
filling in a name and address;
3. they check the letter on the screen;
4. they print it out on the printer;
5. they take a photocopy for the file;
6. they put the original letter in the post-tray;
7. they put the copy on the file; and
8. they return the file to the filing cabinet.
Therefore, apart from the actual posting of the letter
(which is handled by the secretary or a junior member of
the staff) everything else is done by the fee earner and no
one else interferes with his/her file. This has many
advantages over a conventional word processing arrange-
ment using operators or secretaries:—
1. The fee earner has complete control from opening
to closing of a file.
2. The files are kept by the fee earner, giving ready
access thereto, thus speeding up the work. There is
no waiting for secretaries to locate files and
(hopefully) no mislaying of files.
3. Confidentiality which is a particularly important
factor in a small provincial town, is mentioned.
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