by Bruce Howard (Guest Blogger)

10 Helpful Tips for a Successful Conference Call

In today’s business world, collaborating with a team can be difficult. No longer do we have the one office where everyone is meeting across a conference room table, flying in from different states. Even preliminary interviews are conducted via Skype or other conference call programs. Given traffic congestion and the work at home model that many businesses have adopted, conference calling to connect teams together and bring the mission forward is here to stay. Maybe you have participated in a conference call or maybe you have not. Here is a summary with tips and tricks for a successful phone conference so your team can meet together – and achieve more.

1) Prepare an agenda. 

Just like every captain of an airplane plans their route in advance of the trip, their riders expect the destination to be understood. Nothing worst that boarding a plane to New York and ending up in Orlando, unless of course you want to visit Mickey! An agenda is important as it helps to do two important things. It assures team and meeting focus; and it sends a clear road map of the meetings progress and direction. Preparing the agenda and disseminating it to your team prior to the meeting helps the team understand the focus and purpose of the meeting. It ensures discussion flow in a timely fashion. And it helps Chatterbox Charlie (we all have one in the office) keep on topic. While we all want to know what we did with the family the other day, that might be better left for Facebook. Additionally, other speakers who have items they wish to reference, should timely submit those items to the person preparing the agenda in advance, so they can be properly added, as well as their resource materials timely given to the participants. Remember, you cannot hand out things to people in a room – since everyone is attached by the proverbial phone cord. 

12 Days of Christmas for Your Small Business

With the holiday shuffle and scuffle in high gear, countless business owners are winding down—fashioning out seasonal greetings, preparing for the annual office party and planning for a smooth coast into 2016. Although distractions are inclined to be aberrantly high, the month of December is an extremely precious time to plan for success in the approaching new year.

As a small business owner myself, I’ve personally decided to make the most of December by implementing 12 housecleaning tips for the holidays, so here’s to my version of the “12 Days of Christmas for Your Small Business.”

On the first day of Christmas

Set Goals: One of the most important mechanisms in business is establishing where you intend to go and how to get there. Establishing goals help improve your overall effectiveness as a company. Sometimes it’s easy for business owners to lose focus of true business goals and priorities because we’re often engrossed with the urgency of day-to-day activities. Define your goals carefully to achieve what you desire to accomplish first and foremost. Your company’s plan for 2016 should also include reconnecting with your personal ambitions and aspirations. As the last month of year comes to a close, take precedence and reassess where your business is now, how far it has come and where you want it to go. The next step is to create a detailed 2016 fulfillment plan that includes weekly, monthly, and quarterly checkpoints. This will help establish quarterly goals to further achieve annual goals, which forward you onto long-term goals.

MAAPPS 2015 Annual Meeting and Election: Embracing the Milestones and Continuing our Mission

On Saturday, November 14, 2015, the Mid-Atlantic Association of Professional Process Servers ("MAAPPS") held its annual meeting and election at family owned and operated establishment, Gentleman Jim’s in Gaithersburg, Maryland. Additionally, we are pleased to announce that this month also commemorates our fifth year as an organization. Happy Anniversary MAAPPS!

Happy Notary Public Day!

What Does A Notary Public Do? 

If you tell someone that you are a notary public, you can often expect that he or she will nod knowingly, as if fully aware of what that means. However, most people know only that a notary is "someone who stamps documents." Why those documents are stamped and what is involved in the process is not as well-known by the general public. Some people will admit that they don't know and will come right out and ask you, "What does a notary public do?" To answer that question, you have to first understand what a notary public IS.

A notary public is an official witness to the free and willing signing of one or more documents by one or more people whose identity the notary has verified. In most cases, the document is signed in the notary's presence; in some cases, it is signed first and then brought to the notary public by the signer, who will then acknowledge to the notary that he or she signed it.

For the Record, It's Public Knowledge

Different types of public records searches generate different results and information. Anyone interested in getting timely, accurate public records searches conducted needs to consult with a professional to get real results.

Public records searches are big news. One keyword popularity tool estimates that there are well over 250,000 searches done on a monthly basis in the United States for public records and variations of the search. Newspapers and the media are filled with debates about privacy laws and internet public records searches. It seems that with the age of information and the information superhighway, more people than ever before are interested in finding out as much as possible and worrying about who is finding this information.

                               

No Luxury in the Foreclosure Arena

A foreclosure is a lengthy process with a host of requirements that must be met before the foreclosure can be considered legally valid. It proceeds in very deliberate stages and each stage must be properly conducted and properly documented. Anything less can open the door to challenges that, in the worst case, can invalidate the entire process.

Although the specifics vary among lenders and among jurisdictions, foreclosure papers tend to be voluminous. There may be a Notice of Acceleration, a Notice of Default, a Notice of Intent to Foreclose, a Notice of Sale and, especially in jurisdictions that allow for a period of redemption, a foreclosure notice that is delivered after the sale has actually taken place. None of those documents is optional and all must comply with explicit requirements set by statute or regulation.

The Humble Server

An Interview with Torri Schaffer

“I believe in working hard, being fair, and staying positive. When you put these three actions into play everything else just falls into place. It’s how I became successful in this profession.”

-Torri Schaffer

Prompt. Professional. Efficient. Effective. This is the company message accentuated by Torri’s Legal Services.

That’s what Torri Schaffer, owner of the 25-year Maryland-based process serving company, inhabits as her everyday philosophy. Such decorous qualities grant this professional a thriving career, a happy family, loving relationships, and a solid sense of self.

As current Vice President and founding member of the Mid-Atlantic Association of Professional Process Servers (MAAPPS), Torri continuously strives to provide members with the most up-to-date information concerning legislation, focusing in the regional locations of Maryland, Virginia, the District of Columbia, and Delaware. Her ceaseless efforts to advocate and devote her time and dedication to ensure that voices are heard throughout local and state legislatures is a valued endeavor in the process serving profession as a whole.

Defendant Served Temporary Protective Order via Text Message

Just yesterday, District of Columbia Superior Court Judge Laura Cordero ordered that an evasive defendant could be served through text message and email. While recent discussions of service through email, social media, and other electronic means have dominated much of the conversation, this is one of the few times we’ve seen that action put to work.

The service was completed by Torri Schaffer of Torri’s Legal Service, a process service company with offices in Maryland and Washington, D.C. The order for text message and email service came after multiple attempts to serve a woman temporary protective order for stalking were unsuccessful.

Navigating the Revolutionized Civil Process Service Industry

Process servers around the country have been using Global Positioning Satellites (GPS) to physically locate an address and serve defendants since technology changed and old-school paper maps have become nearly obsolete. GPS navigation became an excellent tool for civil process servers to get around with ease. However, it isn’t just GPS navigation that has revolutionized the civil process service industry; it is the multi-faceted functionality of GPS that has.

Today, civil process servers are taking advantage of logging GPS coordinates when they make service attempts. With the advent of easy-to-use cell phone apps, programs, and process serving software with these features built in, process servers can in one click capture GPS specific location coordinates at which a process server is attempting service is recorded — including the date and time. Although different programs and apps function differently, the GPS coordinates are typically captured when a civil process server snaps a photo or logs in a service attempt. Presently, this information serves as an added record to show when and where service was attempted or effectuated. In fact, logging GPS coordinates is legally required in New York city; this information must accompany all civil process attempts in New York.

Soothing the Angry Caller With Proper Phone Etiquette

As a rule of thumb, when there’s growling instead of purring, someone’s NOT happy!

For many of our more seasoned process server’s out there, we already know that leaving a note behind on a defendant’s door has its advantages and disadvantages. However, sometimes those disadvantages can be completely blown out of the water when you receive that call back. Who are you? What do you want? Why did you leave a note on my door? These are just some of the more common questions asked in that not-so-kind “inside voice” we all expect but often dread.

Turning a growler into a purrer is both a science and an art. In reality, it actually involves effect customer service skills and basic telephone etiquette. Without them, your individual and/or business reputation run the risk of embarrassment or even simply losing money and clients as your service continues to let people down.

Are You Smarter Than the Average Evader?

That moment when you knock on the door and the music stops playing, the lights go out, and the voices lower to a bare whisper. Let the evasion begin! 

As process servers we've all been there at least once in our career. It's frustrating, it's inconvenient, and let's face it, a huge money vacuum we must unfortunately have to "suck up" on most occasions. No matter how many times we change our routine, change our disguise, or change our strategy, the real change must come in our attitude. Do you believe you're smarter than the average evader? If your answer is yes, keep reading. If not, you might as well prepare that non-serve affidavit and collect that no-serve no-paycheck today!

The average evader is in fact not as smart as you think. They just believe they have outsmarted you. Why? Because most defendants or witnesses don't know the law. They believe what they see on television, what they hear on the radio, and what they read on social media which we all know most of the time is just plain old hype. There so many hysterical myths of getting over on the system, many people believe they ultimately can break the law and get away with it by simply hiding from a piece of paper. The old adage "you can run, but you can't hide" does in fact uphold all on its own in a court of law. 

You cannot hide from the process server when the smallest detail of your whereabouts is on public display. As process servers, we should already know the basics before we get to the door. As a matter of fact, as process servers we should already know if the defendant or witness is an evader before we get to the door. Once we have answered the simple question of "What is the legal case history?" this pretty much sums up how the service will take place. The legal case history tells the process server not only the date of your last parking citation, but where you live, what you drive, and what you look like. Can you imagine what else is revealed through debt collections or divorce or real estate matters? What about social media? Have you ever thought about what you might find through a post on Facebook or a picture on Instagram or even a job status on Linked In? The average evader hasn't a clue of the personal information often made available for the entire world to see made possible at their own doing. Process servers who take advantage of these careless tips provided by the not-so-smart evader can pretty much guarantee success on their service. Even if the final outcome results in alternate service, at the end of the day, you are still SERVED.

Stop and Smell the Blossoms

My husband, Bruce, and I served court papers primarily in Washington, DC this week.

We were able to stop and smell the cherry blossoms as we joined alongside thousands of admiring tourists to welcome the blossoming cherry trees that announce the beginning of spring in our nation's capital.

Such a beautiful scene. He deserves infinite praise on his photography skills. Here I am enjoying the breathtaking scenery as he capture me in the moment. We successfully served over a dozen papers that day. What he captured in this photo…pure bliss.

Is It Served Yet?: 5 Clever Ways To Satisfy Your Client With Status Updates

Many of us in the process serving industry are more than familiar with the need to provide our clients with an unremitting status of service. Of course, it’s sometimes not taken into account that we just received the documents less than 24 hours ago; that standard service was acceptable with no unnecessary rush; that the service address provided may not be correct; or that the confirmation email you received ensured timely service attempts and immediate notification of completed service. But as a process serving company our mission statement often relays the common blurb of quick and fast service with “satisfaction guaranteed.” Does that always mean the client gets what the client wants? Probably not. However, here are a few tips to help keep your client happy through consistent, open communication on the status of their service.

1)    E-Mail

It’s always a good idea to send your client a quick confirmation upon receipt of every job. This lets them know you are acknowledging their request and taking action right away. Additionally, this allows the client a venue to communicate and provide any additional documents, instructions or other helpful information that may be necessary for successful service. In part, this also works in your favor because any information received by the process can also be attached and provided to the client whether it be skip tracing reports, images, or surveillance.

2)    TEXT

Let’s face it, many of our clients are young, tech savvy individuals who prefer a quick go-to for questions and answers. Sending a quick update advising your client whether a service is completed or in progress can go a long way. Affixing a simple snapshot of a server’s field activity can provide your client with enough confidence in your company to ensure them their service is receiving the attention it warrants.

3)    Website

Many company websites have the ability to offer secure options in which clients with a login and password can access their files. Some of the features on a company page may provide clients with specific status updates such as service attempts with dates and times along with specific results.

4)    Phone

Let’s not forget before cellular phones, there were landlines. Always have a main telephone number that is answered by a live person during business hours. Sometimes it’s comforting for a client to hear that friendly voice that ensures that their service is important and matters to the company.

5)    Apps

There are several process serving applications available for download on most smartphones. If your company is not already using one, this would be a wise investment. These applications contain very useful features that may allow your clients access to service details, including detailed server notes, photos, GPS coordinates, or other relevant information. 

While these are just a few ways to sustain effective communication with our clients on providing status updates, we must continue to develop happy clients and healthy professional relationships overall. The process serving industry is a “service” industry first and foremost, therefore honesty, integrity, and fairness should consistently reign in our work ethic.

Don't Shoot the Messenger!

The PAAPRS campaign promotes assault awareness and protective regulations for process servers. Focused on raising awareness, the campaign brings to light the hidden dangers in serving legal documents—from aggressive reactions and threats to physical violence and even death.

The role of a process server is to preserve every American's right to due process. Without being served notice by a process server, a court case or legal issue could advance without your knowledge, resulting in financial, emotional, or proprietary losses.

PAAPRS provides national coverage of assault incidents in addition to educational resources and a forum for process servers to share their experiences. Through videos, discussions, legislation guides, and other resources, PAAPRS helps educate process servers on safety tactics and also offers assistant to organizations who are pushing for regulations that will provide protection for process servers.

The Year in Process Serving: 2014 Review and Predictions for 2015

Throughout the past year, the civil process service industry has been relatively quiet, with some changes in legislation. For the most part, however, much remains the same. Process server organizations are continuing to lobby for support and legislation criminalizing process server assault, more instances of civil process service via social media are occurring, and the process serving process endures more scrutiny as requirements become more stringent.

Top News Stories

E-filing

In 2014, improved technology was a huge catalyst for change, as e-filing cases and returns of service became more widespread. In Indiana, statewide e-filing became mandatory, and many other counties in other states throughout the US moved to an online system.

Process Server Assault

As predicted in 2013, continued efforts nationwide were put forth to make assaulting a process server a felony. In New York, SB S2599-2013 is still under consideration and will hopefully pass in 2015. The battle to make assaulting a process server a felony is certainly not over as more associations push to have this legislated throughout the country.

Illinois Gained Access

Gated communities are no longer off-limits to Illinois process servers with the passing of Illinois SB3286 Passes, which went into effect this past May.

Maryland Process Server Legislation Battle Ended

Two legislative bills, Maryland SB 838 and Virginia House Bill 1122, were left to die without being voted on. MAPPS is still committed to bringing forth legislative changes in 2015.

New York Lawsuits Dismissed

NYPPSA had filed a lawsuit against the New York Department of Consumer Affairs in February, but by September, the lawsuit was dismissed. The lawsuit focused on changing licensing and regulation requirements.

Utah Licensing Requirements Changed

In Utah, modifications to the previous licensing and renewal requirements for process servers were changed; the requirements for what was to be included on service affidavits was also changed, requiring the server to include identifying information about the process server.

The Future of Process Serving: Predictions for 2015

We talked with a number of process servers throughout the country, as well as leaders in several process service associations to get a true industry perspective on what 2015 will bring.

Changes and Improvements Necessary to Survive

“The process serving business is in the midst of long term transformation. The old ways of doing business are going the way of the dinosaurs as a result of changes in technology, state and federal laws (such as HIPAA), and the growth of big business. Now we see more national companies setting up profit centers in major cities. Aided by technology, clients will be able to to send everything to one center to be served according to their requirements, including e-service and e-filing. I can only compare it to the effect that WalMart had on Main Street, USA twenty years ago. In order to survive, small businesses will need to adjust to a changing business climate. Those of us who are small business owners will have to be smart and nimble to survive!”

Deb Duchon, President GAPPS; Owner, Attorneys’ Personal Services and Atlanta Process Servers, Atlanta, GA

“We foresee more and more of a push for GPS tracking and internal security compliance. Debt collectors are under the gun to secure data and protect debtors. Only big companies that are already in the process of getting technologically advanced will survive this push. All in all, the only thing that will continue to hold true to form is one's own honesty and ability to have integrity in themselves and the work they do. Only education, licensing requirements, background checks, and the desire to do the job right is what will keep our profession alive and thriving. We will see more tightening on licensing and education to be allowed to serve process for safety as well as financial protection of those we serve. Internet process service is also starting to rear its head, too. Utah is even considering using it as a tool for those that are out of the country, evading, or are cooperative serves.”

Ronda Godard, ICU Investigations and Process Service - Utah and Nationwide

“E-Filing of cases and of returns of service have sped up the file handling process in many places, and I have seen more and more Judges wanting increased diligence shown of service affidavits in the form of more attempts than many servers are used to making.”

Randy Mucha, Firefly Legal

Continued Scrutiny and Restriction

“The amount of work in this industry is unpredictable, with some of it being tied to the economy. Many new process servers appeared during 2007 to 2009 and [they] were serving a lot of foreclosure documents during that period and for several years following. As that work has decreased, many of those servers have disappeared. As attention was drawn to the industry through this period in time, the government began to impose more regulation over lenders and the foreclosure process. Lenders were subjected to unprecedented scrutiny and that scrutiny was passed down to the process servers. This, combined with ever-increasing scrutiny of the debt collection industry, has created a need for process servers to tighten up compliance and be able to demonstrate that they have physical and data security and recovery plans in place, and are current on training and licensing where required. Some attorney firms even conduct on-site audits of the process servers operations to verify compliance.”

Randy Mucha, Firefly Legal

New Education Opportunities

“The way process servers get educated and network will change with advancements of technology. ServeCon will change the way the industry consumes educational content as remote event attendance will make educational events more affordable than ever before. Those who haven't had access to these events in the past will be encouraged by this availability, get more involved, and seek out knowledge to help improve and grow their businesses, elevating professionalism and sophistication in the industry as a whole.” it will encourage those who haven’t had access to edu to more involved and seek knowledge to help them grow and improve their business."

Trent Carlyle, ServeNow and ServeManager Co-founder.

Continued Efforts Toward Process Server Assault Legislation

“Hopefully next year will see the passage of SB S2599, which makes assault on a process server a felony in New York. It would be great to see other associations push for this type of protection for process servers. While some states have attempted such legislation in the past without success, the passing of this type of legislation within the past few years should set a precedent that will convince other states to do the same.”

Amanda Sexton, Marketing Director DGR - The Source for Legal Support

“I believe assault of process servers will be hot a hot topic in 2015, specifically with [information on] self defense against attacks, false claims of trespass, and [instances of] law enforcement siding with resident.”

Steve Glenn, NAPPS 1st Vice President; PSACO President; Magnum-Diego Priority

Quiet Year, Quiet Future

“In Virginia, we do not expect any big or major changes for process servers. We hope all stays quiet in Virginia.”

Don Hogan, ProServ LLC

You Say Goodbye, We Say Hello

All in all, the civil process service industry has been faced with some challenges throughout the past years, and 2014 was no different. What has not changed is that the process serving industry continues to fight with tenacity for safety, due process, and fair legislation. While we are closing the book on 2014, we are certainly looking forward to what 2015 will bring.

What do you think will happen in the 2015?

Happy New Year everyone!

This article was written by Stephanie Irvine and published on serve-now. com on December 26, 2014