In less than a decade, we’ve moved from clunky, monochromatic, hard-to-read, expensive, heavy-to-carry cell phones to the latest gadget to envy: the iPhone. Also competing for our business are the latest Blackberry and Palm Treo. Smartphones have hit mainstream and can be linked to law office applications.

The first Palm Pilot was introduced in 1996. By 2001, Kyocera had incorporated Palm software into its cell phone. It weighed 208 grams (that’s pretty heavy compared to phone-only products like Motorola’s Razr at 95 grams) and had a green-on-black screen. In the past few years, we’ve seen new options for Palm Treo phones, using either the Palm operating system or Windows mobile software, or the Blackberry, whose roots come from pagers.

Apple this summer introduced the iPhone which combines iPod technology and cell phone services. Ironically, the costs for older smartphones and the latest are in the same range - between $300 and $500.

Now that our cell phone number can be permanent, we can change carriers each time one contract ends. Choosing among Verizon, AT&T, T-Mobile, Sprint and some smaller services can be daunting. Some providers offer discounts for signing a two-year contract, or unlimited e-mail and web browsing on certain phone plans. Depending on location, you may have better reception with one carrier than others. Friends and family plans are another variable. So many options make it difficult to compare carriers, so if your heart is set on a particular phone, make sure it’s available from the carrier you select.

Yes, choosing a cell phone these days is more complicated than ever. A simple cell phone can be “free” when included with a new contract. (It’s not really free; the companies have just figured out ways to build it into your contract price.) If considering a smartphone, expect to pay more for your monthly phone plan since you’ll be adding data transaction time for sending and receiving e-mail and/or searching websites.

Decision time!

OK, so you know you want more than just a cell phone or you’re tired of carrying a Palm-based device and a separate phone. How to decide what’s the right gadget for you? Consider the size and shape. While I’ve been happy with my Palm Treo 650, I’ve seen people frustrated by similar phones when trying to punch the correct numbers and letters on the keyboard. The next most-important factor is the phone’s features.

Let’s assume you want a phone that will assist with your work. Can’t think of business reasons to get an iPhone? Well, besides making phone calls and listening to music, there are books and podcasts that might be useful to attorneys on the go. The iPhone has the largest screen but relies on touch screen rather than buttons to perform functions. The iPhone can synchronize to Microsoft Outlook, so if that’s your main e-mail, calendar and contact list, you’re in luck - you can send it back and forth to your phone. However, if you use a legal practice management program, you’ll probably have to sync that program to Outlook and then sync Outlook to the phone. Data must be sent back to your office application the same way. For some, this will be a stopper.

If deciding between a Treo (Palm- or Windows-based) and a Blackberry, there are other factors to consider. Historically, Treo was the better phone, had more storage and the option to add additional storage through a memory card. Blackberry is better for sending and receiving e-mail. For larger firms using Microsoft Exchange and Outlook for e-mail, Blackberry was a logical choice for keeping in contact with clients from outside the office.

Consider what information you’d want on a smartphone. If using a legal practice management program like Time Matters, Prolaw, Amicus Attorney or one of the others, you must check what information can be synched to each phone. For example, if your practice management system uses Outlook to manage contacts and e-mail, those records can be brought directly into Blackberry applications. In essence, Outlook records sync directly to the Blackberry, so you can dial directly from those contact records.

Programs like Time Matters have their own direct links to Blackberry. Your personal contact list can be used for direct dialing and the firm’s contacts sync with Time Matters, but you can’t click on a Time Matters contact record and dial it on the Blackberry. This is a good example of a feature that could be an advantage to one person and a disadvantage to another.

Personal preference

I’ve leaned toward Treo over Blackberry, since I’ve been using a Palm-based device many years and prefer the screens and add-ons. Additionally, I use Time Matters to manage my contacts and calendar, and I prefer the options in terms of what data to share back and forth with my phone. Until recently, I could filter records more effectively with the Palm link than with other smartphone links.

Additionally - and this now may be out of date with the brand-new Blackberry - when I last selected a new phone, I preferred Treo’s size and feel. I also thought it had an easier-to-read screen and a better keyboard. Blackberry users swear the thumbwheel is a superior way to navigate around the phone. There’s nothing comparable on Treo, but I wouldn’t be surprised to see a better way to scroll on future models. Online reviews also seem to favor Treo, touting its better calendar and address book.

Windows devices

The other major Smartphone flavor is Windows’ mobile-based device, meant to be a handheld computer. While Windows works well on a desktop, my sense is it loses something on a handheld phone. Again, you must consider - beyond making and receiving phone calls - what functions you want to accomplish. A Windows mobile phone is a good choice for transporting and making minor edits to files using Microsoft programs like Word and Excel. I concur with a comment in one review that Windows mobile phones tend to be less reliable than other Smartphones (I am saying this much more kindly than the review I read). If you must have Adobe PDF files at your fingertips, see how those files might look on any device under consideration.

I recently assisted several clients set up their first Smartphone. As someone who’s used a Palm for many years and a Treo for a few years, I’ve learned many tips and tricks along the way. While I haven’t owned or used a Blackberry, I’ve assisted clients with their setup.

Usually the manuals that accompany smartphones are filled with lots of useful information. Additionally, the websites www.blackberry.com and www.palm.com have screen shots and tutorials for specific functions.

Accessories

Be sure to budget a wire-free headset that uses Bluetooth technology. The only downside, and I speak from experience, is they’re more expensive and because they’re so small, they’re easily lost or misplaced.

Buy a good case to protect the phone and, while it sounds pricey, a screen protector to avoid a permanent gash. Anticipating that these phones are likely to be misplaced or lost, establish a password and consider what personal or client information you sync. Having all of your clients’ Socials Security numbers probably would be a bad idea.

While you may not have purchased replacement insurance for earlier phones or other electronics, it may be worth the cost for a smartphone. Read the fine print carefully to see what’s covered. If your phone is lost or stolen, you generally will pay about $50, with the additional cost paid by insurance. With the average smartphone’s unsubsidized cost around $400, insurance is a good investment.

And don’t forget etiquette. Before taking the phone on the road, know how to quickly turn off the ringer. You also should investigate how to change the tunes that signal an incoming message or voice mail, so you don’t grab for the phone when you hear that out-of-the-box chirp.

Explore the add-ons. In addition to games, you may find some useful utilities. Documents-to-go often is included with phones and lets you copy documents from the office to view on the phone. There also are Adobe Acrobat reader applications for most smartphones. One of my favorites is AvantGo, which delivers content from daily newspapers onto your phone each time you sync. Maps and global positioning system software also are increasingly available on these phones.

While it may seem daunting to get started, you can be sure a smartphone, whether a Treo, Blackberry or a hot new iPhone, will do more than make and receive calls — it will change how you work.

Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. Copies of her previous columns are on losinc.com, which also lists upcoming meetings and training classes. For information, e-mail info@losinc.com or check the website. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section and can be reached at carol@losinc.com.

Questions for Carol L. Schlein on law office technology may be e-mailed to New Jersey Lawyer at news@njlnews.com or faxed to (908) 226-0165.