Matt Rolf Attorney LLC

Apple Macs in the Small Law Practice

by Matt Rolf - June 2021

-Over the last 8 years, the Apple Mac computer platform has undergone dramatic changes, with implications for lawyers who use Macs to get work done. The good news is Macs have never been easier to integrate into a small law practice.

When I opened my solo law practice in 2013, it was an easy decision to build my practice around the Apple Mac computer. I’ve used Macs for almost 25 years. In that time I have benefited greatly from the platform’s power, stability, and flexibility. Other people I know who switched from Windows or Linux appreciate how Macs let you get work done more efficiently.

Over the last 8 years, the Mac platform has undergone dramatic changes, with implications for lawyers who use Macs to get work done. The good news is Macs have never been easier to integrate into a small law practice. In this article, I’m going to discuss how I use my machines, recent changes in hardware and the operating system, and what to expect from Apple in the future. I hope what I say will assist you in making your own technology decisions.

Getting Work Done: There’s an App for That

 Bolstered by the iPhone’s popularity, third party software support for the Mac is probably the best in history. You’re more likely now to find a Mac version of your Windows app, and if not, one or more capable alternatives. With many enterprise applications having moved to the web, Apple is on equal footing with other platforms, and can often claim a better browsing experience. Lawyers can choose from several high quality organization and task management programs, though dedicated law firm billing and practice management Mac applications are still thin on the ground.

To run my practice, I use a variety of native Mac applications. Most of the time they are quicker and easier to use than web apps, and many let me do offline work. On any given day, I use most or all of the following applications:

-Apple Pages - Word Processing
-Apple Preview - PDF viewer and editor
-Apple Numbers - Spreadsheets
-Apple Safari - Web browser/legal research
-Apple TextEdit - Notes
-Applesource Software Timenet Law - Time tracking and invoicing
-Busy Apps BusyCal - Calendaring
-Busy Apps BusyContacts - Contact and address management
-Cultured Code Things - Task management
-Half Price Software ezPaycheck - Payroll and taxes
-iGG Software Banktivity - Finance and IOLTA tracking
-MacOS Finder - Client file management
-Microsoft Word - Word processing
-Panic Transmit - File Transfer
-RingCentral Phone - Telecommunications

I can recommend all these programs to any small practice. To this list you could add Apple Photos or Flying Meat Software’s Acorn for photo management and editing. Macs also have a wide range of audio and video tools available, including Adobe’s Creative Suite. The next version of Timenet law is scheduled to have more features for task management, document management and secure client communication. I recommend keeping an eye on it.

The advantage of using tailored apps for each task is that each one excels at what it does. However, my staff and I do spend some time making sure client information is harmonized between my contacts app, banking app, and invoicing app.

Automation

In some instances data synchronization can be done with the Mac’s automation features. AppleScript and Automator allow users to automate parts of their workflow and pass information between applications. However, there is a learning curve. The website macosxautomation.com is a great place to start, along with videos from the CMD-D conference. Another resource is California lawyer David Sparks (www.sparksesq.com). He is an attorney well versed in using automation tools in his practice, and has hosted the Mac Power Users podcast for many years.

Intel Outside: The Transition to Apple Silicon

Apple announced in June 2020 that Intel CPUs would no longer be used in Mac computers going forward. Macs have had Intel chips since 2006, and were able to take advantage of Intel's industry-leading designs until 2015. Since then, Intel's ability to manufacture chips has been equaled or surpassed by other manufacturers. Taiwan Semiconductor Manufacturing Company Limited (TSMC) will now manufacture Apple-designed CPUs for the Mac going forward. The new chips are known as “Apple Silicon.”

The first Macs with Apple Silicon launched in November 2020, and exceeded expectations. The new processors are extremely fast and efficient. Benchmarks show single core performance of the new machines far exceeds any Intel Mac ever made, and laptop battery life has been equally impressive. Apple Silicon Macs can now run iPhone and iPad applications.

Future Apple hardware designs are likely to be thinner and lighter. The new colorful iMacs, at 11.5mm thick, are the first example of where Apple computer design is heading. Professional class laptops with better-performing Apple Silicon chips are expected to ship in the fall of 2021. Apple still sells a few Intel models, but will complete the transition away from Intel by mid-2022.

There are only a few downsides to the new chips. Right now Apple Silicon computers are limited to 16GB of RAM, and are not able to run Windows. In my own practice, I rely on VMWare Fusion and Windows to access older files in the WordPerfect format. I have also found that online research, lots of high-quality pdfs, and a few practice management applications can easily exceed 16GB of memory, slowing down my computer.

If, like me, you need more than 16GB of RAM, you may want to hold off on purchasing a new Apple Silicon Mac until the new MacBook and iMac Pros are introduced. If you rely on Windows for legacy apps, you may want to invest in one of the last Intel models to buy time until you can transition off those applications.

MacOS: Now it goes to 11

Mac OS version 11, known as Big Sur, marks the entry into the Apple Silicon era, and a new visual harmony with the iPhone and iPad. The latest user interface may facilitate the development of touch screen Macs, although Apple denies that anything is in the works.

Since 2014, MacOS has received a new graphics programming interface called Metal, a new file system optimized for solid state drives, a new programing language called Swift, and new developer tools for creating applications that run on Macs, iPhones, and iPads. On the down side, Apple severely pruned the server software that many small businesses relied on to manage calendars, contacts, and system administration, and discontinued support for 32-bit applications.

Losing 32-bit application support did not cause much disruption to my firm. Almost all third party Mac application developers updated their apps to ensure forward compatibility. If you haven’t made the transition yet, the application Go64 by St. Clair Software can tell you which apps on your system are only 32-bit, and which are native Apple Silicon applications. Apple is providing an emulation layer called “Rosetta” to insure 64-bit software compiled for Intel chips will continue to run on Apple Silicon until a native version is developed.

Apple pared down its server application because it would like everyone to use its iCloud suite of online services. However, iCloud will not work for everyone, and may not meet the confidentiality needs of law practices. I recommend reviewing iCloud’s terms of service regarding disclosure of data to third parties before uploading sensitive data.

I manage this problem by sharing most of my data locally through Timenet Law, BusyCal and BusyContacts. I use Apple’s remote access tools to log in when I’m not in the office. Macs also have built in support for Microsoft Exchange servers, Google, and Yahoo accounts. There are multiple ways to manage data without using iCloud, and you should chose what is right for you and your firm.

Which Mac should I choose?

Any Mac sold today has more than enough processing power to run a small law practice. The main distinctions are on hard drive space and RAM (I recommend at least 32GB RAM). It is therefore hard to recommend a desktop on the basis of performance alone. An iMac or Mac mini may be the right computer for support staff who exclusively work in the office, but the portability of a laptop has been a huge advantage for me as an attorney.

Having a laptop doesn’t mean you can’t have a comfortable, ergonomic desk setup. Many laptop stands are available, and Apple makes it easy to dock laptops with large monitors that provide power, peripheral connections and more work space. Apple’s 32-inch Pro Display XDR starts at $5000 without a stand or webcam, and may only be a realistic option for firms looking for a tax break. Fortunately, the LG Ultrafine 5k monitor is an excellent piece of equipment at a much lower price point. The panel is high quality, and the Thunderbolt 3 technology allows power, ethernet, and high speed USB connections to be delivered over one cable from the monitor.

 In 2016, Apple replaced USB-A, HDMI and SD-Card ports on their laptops with USB-C/Thunderbolt connectors. This move required customers to buy many adaptors, and five years later the situation is slowly improving. It is rumored Apple will return the HDMI and SD card slots to their Pro laptops later this year, but we will have to wait and see.

In conclusion, the Mac remains powerful computing choice for solo and small firms. I anticipate my firm using Macs for many years to come. If you’re a lawyer using Macs in your firm, please contact me and let me know how you’re using your computer!