Should Your Next Computer Be a Laptop?
By Jim Calloway, Director, OBA Management Assistance Program

While a growing number of Oklahoma lawyers now use notebook (a.k.a. laptop) computers, we would still guess that they are in the minority. Due to a few recent developments in hardware, we now believe that it is time for most Oklahoma lawyers to strongly consider whether the next computer that they purchase should be a portable computer.

We have observed the evolution of portable computers over the years. In 1981, the first reasonably priced portable computer was released. It was called the Osborne I. It was accurately referred to as a transportable. It was about the size of a suitcase with a screen about four or five inches wide. Within a year after introduction, a million dollars worth of Osbornes were being sold each month. However, due to poor business decisions, the company went bankrupt in 1983, forced out of business by a competitor with a similar product, a small company called Compaq. My first computer was the original Compaq. Many may not recall that Compaq started out producing a portable computer. It, too, looked like a suitcase. The bottom of the suitcase unsnapped and was the full-size keyboard. It was big and heavy. But it served its purpose. It was a computer that could be set up in any location within a few minutes.

Over the years, portable computers got smaller. They were called laptops and then, notebooks. But over the last year or so, the evolution of the laptop has reversed itself. Many popular models have gotten larger and heavier. This is largely because there is a shift to the wide-screen format, just like with televisions.

So now those looking for a portable computer have many options. If weight is important (and you have the money to spend) you can buy a really small notebook computer with essentially the same features as a desktop computer. A budget-minded shopper can get an adequate laptop for under $1,000. For about twice as much, the Oklahoma lawyer can buy a wide-screen laptop with Wi-Fi (wireless networking) card and likely more power than the computer you are using right now. Most readers may think that they do not care about having a wide screen as they review their documents. But this improvement in laptop monitors is good for all users, including those who just process words.

One of the drawbacks of portable computers was the display. In the beginning, you had to get your face very close to the computer to read the four or five inch screen of the Osborne or the Compaq. But even after portable screens became larger, there were still significant differences in the display quality. Laptop shoppers had to distinguish between active matrix and passive. Buying a computer with a screen an extra couple of inches bigger could substantially increase the purchase price of a computer.

But now, current generation wide-screen laptop computers boast LCD displays that differ little in quality from the flat screen monitors that many are using for their desktops. They are appropriate for every day use.

In my judgment, this is a significant difference. With prior generations of these computers, a shopper had to consider how much time they would actually need their computer to be portable. If one would only use it outside of the office a few hours a month, it was hard to justify the expense. Even professionals who needed the flexibility that a laptop gives often used a traditional desktop computer for their work while in the office. This was because laptop displays were such that no one would have wanted to stare at them all day and because the laptops often were far less powerful than the desktop. Law firms purchased laptops that belonged to no one, but were checked out by the IT department to whatever lawyer was traveling or wanted to show a PowerPoint slide show or other trial presentation graphics. Most law firms with laptops still do this, but it means an investment of time to move the documents or PowerPoints over to the laptop before use and then there is a transfer back to the other computer upon return to the office.

Several years ago, it became more common for people to use only a laptop computer. This was accomplished by a device called a docking station or port replicator. When you were in the office, you would plug the computer into the port replicator and with that one connection, your laptop would be connected to the network, the printer, the Internet connection and a full-sized keyboard and monitor. In essence, you had all of the advantages of a desktop while at the office and all of the advantages of a laptop when traveling or in court. There was no need to transfer files when the computer was to be removed from the office because this was the same computer that the lawyer used every day.

There were trade-offs to be sure. A few years ago purchasing a laptop that had even close to the performance specifications of a normal desktop and a port replicator would likely cost as much as two desktops. Backing up the data was often more troublesome. Backing up the data was also more necessary as laptops were more likely to be stolen or dropped and damaged. The idea of having a laptop lost or stolen with confidential client data on it can give the lawyer nightmares.

But the rewards for the lawyer who switched to a portable computer were great as well. There was no longer the frustration that one had forgotten to move documents or data over to the laptop before leaving the office. In most cases it was already there. Case management software programs evolved to allow the data to be loaded onto the laptop when leaving the office and synchronized upon return. Mobile lawyers began to enjoy the benefits of having most everything with them when they were out of the office. The conversion of law offices from paper files to digital files still varies widely, but some lawyers now carry the equivalent of many file cabinets and all of their active files on their laptops with them where ever they go. The ease of a docking station meant that one could quickly grab the computer without worrying about transferring files and make productive use of time that was wasted before, whether it was in court waiting for a motion docket or waiting in the doctor's office.

The ability to make good use of otherwise wasted time is the primary reason that Oklahoma lawyers should consider whether their next computer should be a laptop. There are an increasing number of Wi-Fi connections that let you check your e-mail or research on OSCN. It's also nice to have all of your forms and other documents with you at all times. The fact is that the price difference between a good laptop and a good desktop is not as significant as it once was.

Trial lawyers are seeing more and more computer displays used in the courtroom. You cannot do that without a portable computer.

Battery life is another feature that has greatly improved with the new generation of good laptops. While one used to get nervous after an hour or so working without being plugged in, today's batteries may last four or five hours. Of course, the true road warriors will buy an extra battery when they buy their laptop, giving them a great deal of time that they can work on an airplane or in the woods. The new processors also play a part in the extended battery life. The Pentium M processor is certainly the preferred one for the laptop today, both in terms of performance and battery life.

BUYING A NEW LAPTOP

So what kind of laptop should you buy today? Well, as you've already noted, I really like the wide-screen models. However, the increased weight is significant. You likely should consider a wheeled carrying case with an extendable handle if you purchase one. A backpack carrying case is the other alternative. If you will be carrying the computer a lot, they are too heavy (for most of us) for the briefcase bag or the single strap slung over the shoulder. Since backpacks and courtroom attire often do not go well together, the wheeled case is rapidly gaining in popularity.

If you are on a very tight budget, you can get a decent laptop for under $1,000. The trade-off will likely be with the processor and operating system. You will likely have to settle for a Celeron processor, and Windows XP Home Edition instead of XP Pro. Lawyers should really stick with XP Pro. (Now every time I say this I hear from someone who is really happy with XP Home or has networked four computers using it with no problems. I know XP Home will often work well. Five of six people playing Russian Roulette with a six shooter win, too.) One thing where it is harder to compromise is memory. The low end machine may only have 128 MB of RAM. Most of us who follow these things believe that 256 MB of RAM is the bare minimum now and 512 MB is recommended.

The processor and monitor size are more a matter of budget and personal preference. A 1.2 Ghz processor machine should serve a lawyer's need's well if there is enough memory. But the faster processor you buy may mean a longer time that the PC works well without the need to upgrade as system requirements increase.

The bigger the hard drive, the better. But most lawyers will not fill up a 20 GB hard drive. Always check to see how much it would cost to upgrade to the hard drive with the next greater capacity. Sometimes it is relatively little.

We think it is best to stick with the major brand names like IBM, Sony, Dell or Toshiba. Replacement parts for a laptop are easier to come by with the well-known vendors. We also like the expanded warranty contracts where you pay more for complete service, parts and labor at your location. Laptops can be dropped and they generally get bounced around a bit in normal use.

Even if you are going to use the computer monitor on your desk and not an external monitor, a port replicator will save you a lot of time. Buy it when you buy your laptop and you will not be disappointed. Just because you can use the laptop monitor doesn't mean you have to do so and many enjoy the larger standard monitor. If you do not buy a port replicator, then make certain your laptop has the ports you need to hook up your printer and other devices.

Most will want to opt for the CD burner and not just the reader, and most high end laptops have a DVD or DVD burner. Do not assume that your new laptop will have a floppy disk drive. Many do not.

Have fun shopping for your new laptop. We think you will agree that this is a machine that most lawyers now can put to good use in their practices.

Originally published in the Oklahoma Bar Journal August 14, 2004 - Vol. 75; No.22