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The Six Tech Tools Every Immigration Attorney Should Start Using Right Away

posted by: INSZoom INSZoom date: Jul 01, 2016 Blog comments: Comments Off on The Six Tech Tools Every Immigration Attorney Should Start Using Right Away
As an immigration attorney, your job is to manage information – to share it and shape it so that it delivers value to your clients. Your approach to the technology you use to manage that information – the tools that power communication, data retention, accounting and so much more – will define how productive you will be as you manage your immigration law practice.

I’ve been able to grow INSZoom into the company it is today without sacrificing personal time because I’ve been an early adopter of tech tools that have helped me more productively scale my ability to manage information. These tools have helped me effectively run the day-to-day operations of a multinational company with hundreds of employees worldwide.

I’d like to share with you some of the best tech tools I’ve discovered to help me succeed. These tools will help you as well by helping you more effectively manage your time, be more productive and scale your immigration practice for growth.

Online Conferences and Meetings: Everybody knows about GoToMeeting and WebEx, the two top players in online conferencing. But not as many know about Join.me, an easy-to-use and free online videoconferencing tool. Join.me can be accessed via a lightweight downloadable app. You can create a free account or invest $20 a month and get a branded version with a customized URL (e.g., join.me/your-immigration-practice). Join.me lets you share your screen or your attendees’ screens. You can also use it to pass mouse control to another person, which is great if you need quick technical support. Find out more at join.me.

Password Management: How many usernames and passwords do you have? How many times on a weekly basis do you forget what they are? If you haven’t done so already, you should immediately get a password management tool. It will change your life. I’m partial to 1Password, by Agile Bits. Their 1Password Families service can be accessed by up to five people, an ideal solution for a small immigration practice. Learn more at 1password.com.

Internal Communications: Traditional modes of internal communication, such as emails and meetings, are a mainstay of company management. But  new internal social networking solutions are giving organizations of all sizes a new way to think about and manage internal collaboration. The leader in enterprise social marketing is Yammer. We implemented Yammer as INSZoom’s social network a few years ago and saw a 75% drop in email communication as a result. Our employees were using Yammer instead of email to share updates, manage projects and tasks, and in the process they were also networking and communicating. It was a win-win solution. Yammer is built into Office 365 Premium and Essentials editions. Learn more at yammer.com.

Text Expansion: Text expansion tools have been the secret weapon of computer programmers for a few years now, but are now becoming used by other fields. A text expansion tool converts snippet of text into more complex chunks of content. For example, you could tell your text expansion tool to convert the phrase” lgladv” into your standard boilerplate statement, “This email should not be considered legal advice.” TextExpander is one of the more well-known of the text expansion tools. Learn more at textexpander.com.

Notetaking: Smart pens like the new Livescribe 3 bring notetaking into the digital age. Write your notes on any paper with the Livescribe and your notes will immediately appear on a connected device. Then use Livescribe’s OCR functionality to convert your notes into text that can be saved, emailed or filed away. Livescribe can help you turn written notes into actionable content easily shared and managed in a digital space. Learn more at livescribe.com.

Productivity tools like the ones I’ve described can help you automate your tasks, more effectively manage business processes and get the most out of communication. This is exactly what we’ve focused on at INSZoom – using technology to help immigration professionals improve productivity and increase efficiency.

Umesh Vaidyamath is a leading entrepreneur and immigration technology thought leader. He is the founder and CEO of INSZoom.com, Inc., the world’s leading immigration software company, and Zoomlee, an app to help you store, track comply and share documents when traveling internationally. Follow him @Zumesh.
date:  Jul 01, 2016 comments:  Comments Off on The Six Tech Tools Every Immigration Attorney Should Start Using Right Away
by:  INSZoom INSZoom category:  Blog Read More

Intern Blog: My Experience as a Web Graphic Artist at INSZoom

posted by: INSZoom INSZoom date: Mar 21, 2016 Blog comments: Comments Off on Intern Blog: My Experience as a Web Graphic Artist at INSZoom
The experience I gathered while interning at INSZoom as a Web Graphic Artist allowed me to take my design skills to the next level, from theoretical works to actual real-life company projects. During my internship I worked on marketing materials for corporate events, photo editing, product advertising, promotional emails, and was able to put my web design skills to use by working on the company’s Zendesk platform and updating pages on the company website. Overall the best experience was getting to meet and work with an amazing group of people. The environment was great to work in and everyone was approachable if I ever had a question. — Natalia Burris
date:  Mar 21, 2016 comments:  Comments Off on Intern Blog: My Experience as a Web Graphic Artist at INSZoom
by:  INSZoom INSZoom category:  Blog Read More

Keep Up With H-1B Cap Season Demand Using Immigration Case Management Software

posted by: INSZoom INSZoom date: Mar 01, 2016 Customizing Your Case Management System to Improve Efficiency, How To comments: Comments Off on Keep Up With H-1B Cap Season Demand Using Immigration Case Management Software
Immigration case management software helps with H-1B cap seasons demand It’s that time again! Time for a new blog! The next blog in the series of Customizing Your Case Management System to Improve Efficiency is going to be on using the immigration forms within INSZoom. In my last blog we discussed the importance and benefits of using the INSZoom questionnaires to improve efficiency within your firm. This blog is going to show you how you can use the data captured with questionnaires to populate immigration forms!

We are in the midst of H-1B cap season. This is the busiest and most insane time of the year for many practitioners. Employees are working late, working on the weekends and are stressed out trying to keep up. If you are not using INSZoom or the forms feature now is the time to make a change!

Let me help you paint a picture: you are so busy you don’t know how to even start your day. You have so many applications that need to be completed and you are getting more cases every day. You need to keep track of your foreign nationals, reach out to them, capture data, request documents, and complete applications forms. By using INSZoom you can add the foreign national into INSZoom, add a new case for them, link documents (Docs Check List), link questionnaires, and email both to the foreign national with a few clicks of the mouse. You can start a new case in a few minutes. Once the information comes back you create the form with another few clicks of the mouse. To be quite honest with you, you can’t afford to NOT use INSZoom!

INSZoom has an extensive database of immigration forms and if you are providing immigration into the USA look no further! INSZoom has everything you need to provide fast and efficient immigration services to your foreign nationals and clients.

INSZoom has a forms team that is led by an experienced US Immigration Attorney to ensure that as soon as the USCIS updates an immigration form we get it updated in our system, that the data fields get mapped and questionnaires get updated. At the end of the day, it all comes down to the forms and being able to use them to submit your applications to the government and we know that!

Many of the blogs I have drafted speak to the efficiency that can be had by using the various functions within INSZoom. All of those functions are in place to capture the data needed to populate the forms. If you are sending out the questionnaires to capture data then you need to get that information onto the forms. The wonderful part of using an immigration case management system to manage your case load is that once you have the data in INSZoom you simply link the form and create it. Creating the form pushes all of the data in the system onto the form in the correct data field so all you need to do is review the form, save it and send it to your foreign nationals. Gone are the days of Word or Adobe questionnaires and you having to retype the information on the form. We are in the midst of H-1B cap season. This is the busiest and most insane time of the year for many practitioners. Employees are working late, working on the weekends and are stressed out trying to keep up. If you are not using INSZoom or the forms feature now is the time to make a change!

If you would like more information on using INSZoom or forms please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285

date:  Mar 01, 2016 comments:  Comments Off on Keep Up With H-1B Cap Season Demand Using Immigration Case Management Software
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To Read More

Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency

posted by: INSZoom INSZoom date: Feb 23, 2016 Customizing Your Case Management System to Improve Efficiency, How To comments: Comments Off on Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency
Using INSZoom Questionnaires for the Foreign National Immigration Process

Welcome back! Thanks for following along and educating yourself on how you can improve efficiency at your firm. The next blog in the series of Customizing Your Case Management System to Improve Efficiency is going to be on capturing data through the use of questionnaires. In my last blog we discussed the importance and benefits of using the INSZoom HR Portal to help improve efficiency within your firm. This blog is going to show you how sending questionnaires to your foreign nationals to capture data can greatly improve your efficiency and cut down on the time spent doing manual data entry in the foreign national immigration process.

Questionnaires are an excellent tool to use to capture data from your foreign nationals. Depending on the edition of INSZoom that you are using, you can either use the INSZoom created questionnaires that match the corresponding government forms, or you can create your own. We have an entire team of people who ensure that the INSZoom created questionnaires that are available to you match the government issued forms. If you have specific data that you wish to capture then you can create your own questionnaires.

To get started using the questionnaires you will want to link the questionnaire to the petition at the case level. You simply find the one that corresponds to the government form or the petition that you are filing and link it to the case. You can link more than one at a time and send them all to your foreign national at the same time by using the email feature.

To email the questionnaires to your foreign nationals you draft the email within INSZoom and choose which questionnaires you wish to send out. Once sent, the foreign national clicks on the link and accesses the data by inputting an Access Code and then they can view the questionnaires you have sent to them for completion. The process of completing the questionnaires is very easy for the foreign national. The information, once added by them, is automatically updated in your database so you don’t need to manually enter the data. The information also will appear on the other questionnaires so they truly only need to add the data one time. As they work through the questionnaires they just add in the data specific to that questionnaire. Once they finish they can click on “Verify and Inform Case Manager” and an email will get sent to you notifying you that they completed the questionnaire.

Case Managers always have access to the questionnaires and they can update the information, add information and view the status of the questionnaire. If the foreign national has accessed it and/or completed the questionnaires the status gets updated automatically. There is no need to email your foreign national to see if they have completed them but following up and chasing them is up to you!

Utilizing questionnaires to capture data will greatly improve your efficiency and productivity. The foreign national is adding the data to your database so there is no need to retype the information or add information to the forms!

If you are a busy law firm or corporation and you struggle to find time to get everything done then look into using INSZoom’s questionnaires. For our next blog we will cover how using the forms within INSZoom can help you to improve efficiency and streamline processes at your organization.

If you would like more information on using questionnaires please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285  
date:  Feb 23, 2016 comments:  Comments Off on Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To Read More

Empower Your Global Mobility Professionals By Using the HR Portal

posted by: INSZoom INSZoom date: Dec 29, 2015 Money and time saving tips comments: Comments Off on Empower Your Global Mobility Professionals By Using the HR Portal
INSZoom immigration software client HR Portal tips

We are cruising right along with this blog series!  Thanks for following along and educating yourself on how you can improve efficiency at your firm.  The next blog in the series of Customizing Your Case Management System to Improve Efficiency is going to be on the corporation portal also known as the HR PortalIn my last blog we discussed the importance and benefits of using the INSZoom Foreign National Portal to help improve efficiency within your firm.  This blog is going to show you how using the HR Portal (Client Portal) can help you improve efficiency and productivity.

The foreign national portal is for your clients/assignees/foreign nationals/employees so they can login to check the status of their immigration cases.  The HR Portal is for the global mobility managers/ HR managers/immigration specialists so they can login and check the status of the immigration cases for their global mobility population.  This blog will be geared towards those who provide corporate immigration services along with those who work for a corporation.

I write this blog from the perspective of the law firm who is providing access to the HR Portal so those of you who work for a corporation and have an immigration provider using INSZoom, you can see what is available to you for your use.  The HR Portal is available to all INSZoom clients who are using Enterprise and Professional Editions.

Benefits of using the HR Portal


  • Customize the portal to show only the information that you want the global mobility professional to see.
  • Provide access to create, upload and edit corporation travel policies and guidelines.
  • Provide access to create, upload and edit corporation related updates, news or travel alerts.
  • Allow the global mobility professional to upload corporate digital documents that could be needed for immigration purposes such as block visa approvals, proof of company origins in a host country, etc.
  • The global mobility professional can view their entire global mobility population, their cases, their info, emails, notes, expiration dates, etc.
  • Ability to run their own reports!  You can create Adhoc reports specifically for a client and grant access to the report so the global mobility professional can run it themselves.  You can also grant access to INSZoom created reports.
  • Grant access rights that are specific to the global mobility professional.  For example, if the global mobility professional is responsible for foreign nationals going to AsiaPAC you can grant them access to only those individuals and they won’t be able to see anything else.
  • Set appointments with the global mobility professional that will appear on a calendar in the HR Portal.
  • Allow the global mobility professional to request a new case for a foreign national directly with you. They can upload the PPT, CV, Job Description or any other available document that they might have when submitting the request.  This means the documents are already uploaded into INSZoom and the foreign nationals profile has been created saving you the time of doing this yourself!
  • Initiate a new request directly to the foreign national with the case manager in cc on the email.
There are many benefits of providing access to the HR Portal but the biggest benefit comes from empowering your global mobility professional’s to access they data they need when they need it.  They can login and complete a number of tasks or view information without sending you emails asking for updates or copies of a document. A few of the benefits from using the HR Portal are:
  • Reduce the amount of emails that come from your global mobility professional asking for an update on immigration petitions.  If you built the case steps that I taught you about 2 blogs ago and they match the immigration process then the global mobility professional can login to the portal, check the status of the cases for their foreign nationals and easily see the status of an immigration process.
  • Track and view the expiration dates of many documents from passports, visas, cases, I-94, I797, EAD, Green Card, and anything else you could possibly want to track!  This will greatly help to reduce the emails from your global mobility professional asking for this information.
  • Upload documents in a secure manner!  Not only is it safer but it is faster.  Many email servers have limits on the size of the documents that can be sent and received. The global mobility professional can upload documents at the time of the case request.  This ensures you are able to review these items right away and they are already in the system with the profile created!  This is a huge help and a major time saver to you and your team.  (documents can also be uploaded at time)
  • You are empowering your global mobility professional by providing them 24/7 access to their data.  Global mobility professionals are kind of stuck in the middle.  They need to keep their company costs down, they need to ensure the happiness of their employees and they need to work with their immigration provider in an efficient manner.  Most global mobility professional wear a lot of hats and have to keep a lot of balls in the air at the same time.  I personally would prefer to have access to information so I did not have to ask for it and I can assure you that they would want the same thing.
  • The global mobility professional can run their own reports!  This is my favorite benefit!  How many hours are spent running reports for clients on a weekly basis?  Create company specific reports and grant them access to them so they can run them themselves!  The only thing you need to do is ensure you are keeping INSZoom updated at all times…but you should be doing this anyways…right?
To get started using the HR Portal, if you have not used it before, is to review how you are using INSZoom.  Analyze the features that you are using and what information you would like to provide to your global mobility professionals.  Then review the needs of your corporate clients and discuss this option with them.  You will need to teach them how to use the portal but it is easy and straight forward to use so it should be fairly simple. I recommend creating a cheat sheet for your clients and if you customize the HR Portal make sure it is specific to them.

In my last blog I mentioned how using the FNP will help you with RFP’s.  Well, the HR Portal is more important for you to understand as this will seal the deal on those RFP’s.  Corporate clients want to have access to their data!  Not only do they want it, they demand it and you need to make sure you can provide it.  INSZoom provides the HR Portal to you and it is part of your subscription so there is no reason not to harness the power of this tool.

This is a screen shot of the HR Portal that has information populated in it and all of the features available.  Remember, for items that you don’t use or don’t want the global mobility professional to be able to view, you can hide them.

INSZoom HR Portal Screenshot(click image to enlarge)

If you would like more information on using the HR Portal please reach out to me, Christen Gause, for more information.  I am happy to help and look forward to hearing from you.

Christen Gause, MBA
Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com
Main: 925 244-0600 Ext 285

date:  Dec 29, 2015 comments:  Comments Off on Empower Your Global Mobility Professionals By Using the HR Portal
by:  INSZoom INSZoom category:  Money and time saving tips Read More
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