Getting away from work is getting harder. While you've been able to use a Palm Pilot or similar hand-held de-vice to look up client appointments or telephone numbers and a cell phone to keep in touch with clients, the latest round of toys - err, tools, although they're getting more fun to use than their predecessors - make it harder to disconnect from the office.

The marriage of cell phones and Palm devices allows users not only to look up phone numbers and check appointments, but easily access e-mail and the World Wide Web. The first generation of these combo phones were heavy and either a compromise of the phone or the Palm functions. The latest generation such as those from Kyocera come closer to the right balance of cell phone features along with a clear, easy-to-use screen for the Palm functions.

Portable computer-like devices also have gone through a round of improvements. Pocket PCs run a down-sized version of Windows so you can carry copies of documents.

Web access to the office is another way to stay in touch. Many popular law office software vendors offer web access. For example, Timeslips offers the E-Center to enter time records from a web page. The records can then be imported into your firm's database. Datatxt, the maker of Time Matters and Billing Matters, offers the World Edition of Time Matters to manage cases, calendars and contacts from a browser anywhere in the world.

There are a number of tools to provide remote web access to your office computer. During this winter's snowstorms, my assistant worked from home using GoToMyPC, which can be found at gotomypc.com and costs about $20 per month for a single connection. With the office computer as a host, you can dial in through a web browser and literally take over your office computer remotely to work as if you were there.

With a laptop that includes a wireless connection - as nearly all the laptops do with Intel's new Centrino chip - you can take your computer to the nearest Starbucks or other venue that offers a wireless connection. Imagine combining either remote access or web-based applications from public parks, coffee shops or other places offering a wireless access point!

If you're considering using a computer with a wireless connection, be sure to use the encryption feature. When I first set up a wireless access point (the connector that makes it possible to share network resources) and connected my laptop with a wireless network card, I got a telephone call from a neighbor informing me he was able to connect to my wireless network. Needless to say, the next evening I mastered the steps to enable encryption.

Wireless networks are a good solution for sharing resources such as a high-speed internet connection at home or work. It can be an effective tool to surf websites, edit documents and access information, but I wouldn't recommend using a wireless connection for accessing databases like your billing, accounting or case management programs.

Laptops

There are still other ways to stay connected. The latest rounds of notebook and laptop computers are designed around the Centrino chip, made specifically for laptops and includes built-in wireless network capability, better performance and better battery life. The design also allows laptop manufacturers to make their newer versions lighter. (For those who think notebooks and laptops are the same - you're basically right except laptops tend to be heavier and have more built-in components.)

Recently, I decided to replace my 3-year-old laptop. No two people will weigh their needs and features the same when choosing among the portable options. Some people use their laptop as their only computer and prefer a larger screen and built-in CD-ROM drive. Others who travel or commute with their laptop may be willing to sacrifice having everything built-in in exchange for the lighter weight.

There are new hybrid laptops, which, I anticipate, will redefine the uses of a laptop as they mature. Tablet PCs are lightweight, less-powerful laptops that use Microsoft's Tablet XP operating system instead of using Windows 2000 or Windows XP. So far, Toshiba, Fujitsu, Acer, Compaq, NEC, Viewsonic and Motion Computing offer tablet PCs that are getting favorable reviews.

This article is written on my new Toshiba tablet, which lets me connect with a network cable to my office network or connect wirelessly using either the WIFI standard or Bluetooth, the competing standard. Tablet PCs offer standard features on any basic notebook computer, such as DVD drives to watch movies and CD-ROM writers to back up work and make copies for clients or opposing counsel.

When opening a tablet, the differences are noticeable almost immediately. Just below the screen is a set of arrows indicating the screen can be swiveled about 90 degrees. Imagine turning a laptop screen flat so it's covering the top of the keyboard. Cooler still, once the screen is clipped into the tablet position, the entire screen changes from the normal laptop landscape display to portrait, which shows images as if they are on a piece of paper. (Ever wonder where the terms portrait and landscape came from? Generally, historical portraits are vertical while scenic landscapes are horizontal.)

In stylus

A pen-shaped stylus is on the side of the screen. Be careful not to lose this as it plays an important role and is expensive to replace. The pen can be used like a mouse to navigate the screen or for one of the many hand-writing options available on tablets.

When combining the tablet mode with the pen stylus and the functions built-in to the Microsoft XP Tablet Edition, you suddenly have an entirely new (or really old, depending on how you look at it) way of capturing information. The Windows Journal, which is part of the Tablet operating system, lets you write with the stylus on the equivalent of an electronic piece of paper. When you reach the end of a page, you either continue to write or add a new page. These documents can be words, diagrams or a combination. A capture tool lets you circle a section of text and convert it to words. I was surprised how well the conversion works. The one limitation of these Journal files is that format is available only on a Tablet PC so they're not easily converted into a word processing document.

The tablet has been paying off for me because it allows me to use it as a conventional laptop or, if I'm taking notes during a consultation or training session, I can capture those handwritten notes into the program of my choice as I work. Simply by invoking the "Tablet PC Input Panel," I add either a keyboard that I can click on or two lines at the bottom of the screen where I can handwrite text (it can even be in script) and have the text automatically converted to type and inserted in whatever application I have open.

I have successfully taken notes of meetings directly into Word and WordPerfect. Even more efficient, I have been able to handwrite notes that convert to text in any field in my billing or case management programs.

While there have been earlier attempts at similar devices, the benefits of the Tablet XP operating system has clearly moved these forward. The first generation will be used by those of us who take notes when we're away from the office. I can easily see future desktop computers including some of these same capabilities. These have a huge potential to eliminate extra paper and share information even more effectively than earlier laptops.

No matter how you choose to stay connected with the office, you have more choices than ever. Remember, though, the purpose of a vacation is to spend time with your loved ones - not your partners and clients. I have found that letting clients with active projects know early on that I will be away, usually eliminates interruptions during my vacation. Be sure to balance your work and free time as best you can this summer!


Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. She was recently named Technolawyer Community's Legal Consultant of the Year. Previous columns are on her company website, losinc.com. For information about her quarterly meetings, training classes and materials, check the website or e-mail info@losinc.com. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section.