Multiple monitors - a lowdown

It's been years in the making but I have arrived at the perfect work monitor configuration for efficient legal work! My desk (pictured above) is a far cry from the one bulky cube monitor sitting atop a box running WordPerfect 5.1 in the 1990's.

To the basic question. Why have more than one monitor? One thing that is clear is that legal practice has moved from predominantly paper to electronic sources. That means more computer programs are being used in day to day legal work to manage legal data. Switching between all these programs on one screen is time consuming, particularly if an activity requires simultaneous access to multiple programs, as that means time is wasted in manipulating screen items to find what you want. Put simply, more screens (up to a maximum of 4 in my opinion) means much quicker task completion. It also frees up space in your own short term memory by leaving documents open on the screen as you would do with hard copies on a desk.

Here are my top 10 tips if you are considering adding monitor space to your desktop.

1. Electronic workflow. This is critical. If the firm works off paper as its primary information source, then more monitors won't really improve much. For example, all correspondence and documents need to be scanned, optically character recognised (OCR) to make it text searchable, and then centrally stored according to agreed rules.
2. Organise your screen content. Much like a desk can be cluttered and disorganised, so can the real estate on your screens. For maximum efficiency, keep regularly used programs open on the same monitor, minimising the time spent arranging your screens.
3. Height. For comfort you have to be able to adjust the monitor your own eye level. Many offices buy monitors which can't be adjusted, leading to the common sight of A4 reams of paper boosting the height to suit. Far and away the best system is a telescopic pole system (as in the picture).
4. Size. 24 inch monitors are about the right size. As a guide, this will give you two full A4 pages at 100% size on each screen. This is perfect for situations such as when drafting affidavits. On one screen you have your client's earlier sworn affidavit and exhibits side by side. On another screen you have the other side's affidavit and exhibits in reply. Right in the middle you have the affidavit you are drafting in reply. By clicking and searching for keywords in the PDF material you can easily display all relevant paragraphs and exhibits at the same time for the new affidavit.
5. Display ports. Make sure you specify you want multiple monitors when you buy a computer. Most standard computers have two ports. Usually a separate graphics card is needed for more than two monitors. Don't worry if you don't have it now - you can install another card if needed.
6. Orientation. Monitors can be set up in landscape or portrait orientation - see below. Portrait mode can be very handy when examining documents closely as the entire page can be viewed all at one without the need to scroll up and down.

7. Layout. The most comfortable position and tidy position is to array monitors along the bend of a 45 degree corner desk. That minimises head movement. Put all that on a motorised sit/stand desk and it's an amazing setup.

8. Play around with new software features. Get up to speed on dragging content around in Word, Excel and PDF format. Be curious about new functions. For example, a little known fact is that you can adjust mouse speed and acceleration. This allows you to easily swipe across multiple monitors, and with practice you will be able to move very fast with great accuracy without a lot of wrist movement. Enable in the "Snap To" control for next level speed!

9. Laptops. Most laptops have a second display port, meaning you can easily have two screen. Get a dedicated monitor with a cable ready to plug in anytime to save messing about.

10. Upgrade everyone. The arguments for more monitors are equally as strong for support staff. Don't limit consideration to professional staff only

As an overall summary as to usage - I find that I am using 3 monitors all the time, and about half the time, I use the 4th as well - particularly when litigation is running hot.

Having more than one computer monitor is still atypical in the law. To my mind, this reflects the more lethargic attitude generally found in the law to innovation and efficiency in service delivery.