law firm tasks

Office manager: Medium-sized and large firms nearly always have an office manager on the payroll who is charged with the hiring and firing of all other employees, with the exception of partners. The manager also is responsible for overseeing the everyday operations of office functionality and a multitude of other tasks that otherwise would take time away from the partners' regular duties. Ultimately, the final say on hiring and firing lies with the senior partners; however, if there is a long-standing relationship between the office manager and the senior partners, they will more often than not take their manager's opinion into serious consideration in most matters. If you are interviewing with an office manager before interviewing with a specific attorney, do not falsely assume that you need not make an impression on this person because you will not be working directly for them. The manager may very well be the individual who decides which partner or associate you will work for if multiple positions are open, how much money you will be offered, and if you will be hired at all. Office managers usually answer only to partners; however, because part of their salary is paid by hours billed by associate, they will take an associate's input into consideration when making decisions.

Counsel, special counsel, and "of counsel" attorneys: All three of these are considered consultants to the firm they do business with. They will mostly be found providing specific legal guidance and input to larger firms on an as-needed basis. Their hours are billed directly to the firm they consult for, and they are not usually added to the payroll.

Law clerks: Law clerks work directly with partners and associates providing research and assisting with various legal document and case preparation. They work part time or during summer breaks, as they are usually law students who are attending classes full time. Clerks may also be recently graduated law students who have not yet taken or passed the bar exam. Law clerks may work for judges. Future associates often are hired from the pool of law clerks that work for a particular firm while earning their law degrees.

Paralegal/legal assistant: A paralegal has specialized training but is not an attorney. She or he works under the supervision of and directly with partners, associates, and clerks. Paralegals have many job duties, including drafting motions and subpoenas, document review, and filing papers with courts. Paralegals traditionally have dealt more with procedural law than with substantive law.

Receptionist: The receptionist is the first person anyone coming into the office meets. Receptionists greet clients and other visitors, take care of incoming and outgoing mail, deal with package pickup and receipts, answer the main office telephone, and transfer all incoming calls to the appropriate party. They may also keep track of visitors' incoming and outgoing time and their reasons for visiting by keeping a log book. They handle general inquiries about the office and walk visitors into the main office area. They usually answer directly to the office manager.

Partner: Law degree and bar exam for practicing state.

Office manager: Bachelor of arts degree, master of arts degree, or equivalent experience. Often, office managers are former legal secretaries who have an excellent working knowledge of the law and the office in which they work. They may have started when the firm was small and helped it grow to a larger size.

Associates: Law degree and bar exam for practicing state.

Special counsel: Law degree and bar exam for practicing state.

Law Clerks: Recently earned or earning law degree.

Paralegal/legal assistant: Special training in the paralegal field, usually an associate's degree from a certified college or a certification from a paralegal training program. Some paralegals are required to have passed the Paralegal Advanced Competency Exam (PACE). Some have an associate's or bachelor's degree in another area such as English and also are PACE certified; others may be experienced legal secretaries who have extensive knowledge of research but hold no formal degree.

Legal secretary: High school diploma, legal assistant certification or bachelor's degree. While not necessary, special certification in software applications is helpful as is a Professional Legal Secretary (PLS) certification. If focusing on a specialty of legal expertise is desired, then a Certified Legal Secretary Specialist (CLSS) certification would be helpful. CLSS certifications are for those who have five years of legal experience and want to specialize in areas such as intellectual property law, criminal law, civil litigation, probate, and business law. The PLS and CLSS certifications are offered through two professional organizations: The National Association of Legal Secretaries (NALS), Inc. and Legal Secretaries International, Inc. There will be more about specializations later.

Receptionist: High school diploma, General Educational Development (GED) or high school equivalency certificate, or competency and ability to learn.

The legal specializations listed below with brief descriptions vary greatly in their earning capability. Real estate, securities, corporate, criminal and antitrust are some of the higher-paying specialties. If the attorney or firm that you work for earns more for its particular specialization, then you too will earn more money providing them with top-notch secretarial assistance. However, true job satisfaction is not always about how much you make but also how much you enjoy what you do. Taking that into account, you should also consider areas that may not pay as much but that you find highly interesting or rewarding. As has been said, if you enjoy what you do for a living, the money will follow; or, in other words, if you are happy at your job, you will be better at it and thus will have the potential to earn more. You can learn more about any of the legal specialties below that may interest you by visiting your local library or by doing an Internet search.

• Antitrust law : Deals with issues of fair trade within corporations or groups that have an unfair advantage in the marketplace; may also include large company mergers and other issues.
• Animal rights law : Deals with the protection of animals and legal counsel to animal rights groups.
• Banking and commercial finance law : As suggested, law practiced for banking and finance deals with laws concerning these types of businesses.
• Bankruptcy law : Deals with bankruptcy laws and filing for individuals, businesses, and corporations.
• Civil litigation : Concerned with disputes between individuals and others wherein one party is seeking compensation or an award of some kind.
• Corporate law : Deals with laws concerning large businesses; may involve contract negotiation, defense against lawsuits, or advice on personnel issues, such as discrimination, sexual harassment, and disability.
• Criminal law : In the private law sector, this type of specialty involves the defense of those accused or convicted of a crime.
• Entertainment and sports law : Provides legal services to those in the entertainment and sports industries.
• Environmental law : Concerned with providing legal advice and services to environmental groups or groups concerned with environmental issues, such as the U.S. government.
• Family law: Concerned with various family issues, such as separation, divorce, custody, trusts, wills, bankruptcy, etc.
• Health care law : Pertains to all laws concerning health care issues. Immigration law : Laws concerning immigration issues, such as residency, etc.
• Insurance law : All issues dealing with insurance, such as fraud, claims, etc.
• Intellectual property law : Protects and advises those who have a stake in some type of intellectual property, such as inventions, works of fiction and nonfiction, names or recorded media, or any creative work that is "from the mind."
• International law : Concerned with three separate aspects, but all may be practiced by one firm dealing in this specialization: Public international law is concerned with issues pertaining to the United Nations, maritime law, and international criminal law and/or Geneva conventions; private international law involves decisions about which legal jurisdiction certain cases should or may be held in; and supranational law concerns itself with regional agreements between parties.
• Labor and employment law : Legal advice and services for companies and individuals pertaining to labor, employment, and the work environment. It may include issues such as discrimination in hiring, labor disputes, and unlawful dismissal.
• Maritime law : Pertains to legal advice or services for maritime (ocean) issues, questions, and offenses.
• Public interest law : Legal counsel and services specifically directed at protecting and serving the public interest and human rights. May include gay and lesbian issues, Acquired Immunodeficiency Syndrome (AIDS) discrimination, discrimination in schools and universities, counseling grassroots groups, providing legal services to indigents, etc. Any legal practice that serves the public interest fits into this category.
• Real estate law : Any legal service or advice that pertains to real estate for individuals, businesses, or corporations.
• Securities law: Pertains to laws, advice, and legal services for investors and financial professionals.
• Tax law: Deals with providing legal assistance and counsel pertaining to state and federal (Internal Revenue Service) tax issues.
• Telecommunications law : Provides legal advice and services for areas of communication, such as broadcast radio and television, cable television, wireless telephone, and broadband Internet.
• Tort law: Deals with areas such as negligence, defamation, nuisance, and other tort laws.
• Trusts and estates law : Deals solely or primarily with the laws, services, and advice concerning trusts and estates. May include the creation of trust funds, distribution of estates or trusts, and disputes in regard to trusts or estates, etc.

The law office team is made up of many different roles and positions that work together to accomplish one goal: serving clients' legal needs. There are many opportunities to earn a great salary, advance your position, and specialize in one particular field of interest so that you may experience ultimate job satisfaction as you become more experienced. If you have the required years of experience, take the initiative to look into earning a certification, either as a legal secretary or for a particular specialization that interests you. If you do not have the required experience but would like to eventually become certified, then take the time to learn more about the areas of law that interest you. The list in this article is by no means complete. There are other areas of law being practiced, and you should learn about them all as you progress in your field. Focus on learning all you can about one or several in particular. This will prepare you for when you have the experience to become certified. Another option for those who have not yet become legal secretaries is to earn certifications in specific software applications, such as Microsoft Word, Word Perfect, Outlook, or others. A certification will go a long way in showing expertise in your field and will give you an edge when interviewing or seeking a promotion.  

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Guide to Law Firm Process and Procedure

This guide is here to walk you through it, step by step. We’re going to talk about why it’s so important to get everything down on paper – or, more likely, into a digital format.

From the daily tasks that keep your firm ticking over to the big-picture policies that guide your team’s approach to work, we’ll cover what you need to document, how to do it effectively, and where to keep all this information so it’s easy to find and use.

Let’s dive in and see how you can make your law firm’s operations smoother and more transparent.

Whether you’re looking to tighten up your current practices or starting from scratch, this guide aims to make the process a little less overwhelming and a lot more productive.

In This Article

Introduction to law firm process & procedure, 5 benefits of organizing your processes & procedures, what should you document, how to document the right way, enhancing efficiency: evolve to a paperless practice, the role of document management systems, next steps for your law firm, frequently asked questions: law firm process and procedure.

Consider a day in the life of your law firm: from consulting with new clients to managing court filings, every task you undertake is a vital component of your practice’s foundation. These make up your law firm’s process and procedures.

And, if you want to grow, they must be organized .

Yet, it’s not uncommon for solo practitioners and small law firms to operate without a clear, consistent workflow. Tasks are often completed in an ad hoc manner, aiming merely to tick off another item on the to-do list without any strategic approach.

This lack of consistency can become a significant hurdle as a firm grows. Without standardized processes, productivity stalls, leading to team frustration, a less-than-ideal client experience, and tasks slipping through the cracks. The consequences? A practice that struggles to maintain momentum and quality as it expands.

But there’s a way forward.

Establishing and documenting clear processes and procedures offers a straightforward solution to these challenges. By laying down a structured framework, your firm can scale effectively, ensuring a high level of service for your clients and smoothing out the transition for your team.

This guide serves as a deeper dive into the importance of organizing your law firm’s processes and procedures, guiding you towards a more streamlined, efficient practice.

Related: Building Out Your Law Firm Tech Toolbox

Watch the talk with Uptime Legal and Clio on how to build out your law firm software toolkit.

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Nathan Cobb Law Offices of Nathan Cobb

See Why Lawyers Love LexWorkplace

Get Organized.  Work Anywhere.  LexWorkplace is modern Document & Email Management, born in the cloud and built for law firms.

It can be exhausting to think about taking the time to organize your firm’s processes. Just hearing the term “process and procedure” may make you yawn. That’s why it’s often placed on the back burner behind the seemingly more important things.

Here’s the deal: It’s important to consider that documenting your procedures results in an asset that will support your growth into the future. In other words, it’s worth it.

So, let’s learn why it’s worthwhile!

Simplified Hiring, Training, and Management

First, hiring is simplified when you know what tasks must be completed and the order and frequency in which to complete them. Defining your processes allows you to better understand job duties and set appropriate expectations and benchmarks for performance.

When it comes to training, documented processes simplify learning and help new employees get up to speed in a shorter amount of time. As a result, you earn a quicker ROI on each new hire.

When there’s one source of truth for all processes and procedures, consistency ensues which boosts overall efficiency, even when your team is full of new hires still in training.

Enhanced Efficiency and Productivity

What happens when you perform a task in the same way, every single day? That task soon becomes a habit. The same thing occurs within your law firm. When tasks are rinsed and repeated with documented instructions to follow, your team will learn processes quickly and become more efficient in how they complete them.

What does more efficiency mean for your firm? Efficiency increases your firm’s opportunity to take on more clients and bill more hours. Plus, it enables you to give more attention and time to building your firm instead of spending hours on inconsistent tasks.

Also, when processes are clear and documented, it enhances collaboration among team members. They can work together more seamlessly, knowing exactly what needs to be done and who is responsible for each step.

This collective understanding and streamlined workflow lead to a more productive and harmonious work environment.

Note: We know your law firm is your baby. But, you can’t handle every single process as you grow. You’ll need to get those procedures out of your head and down on paper for others to use. Otherwise, you’ll develop a funnel that ends with you. And as a busy attorney and firm owner, this is far from ideal.

Business Risk Reduction

Documenting and standardizing processes not only streamlines operations but also significantly reduces business risks. It ensures compliance with legal standards and enhances security by establishing clear guidelines for handling sensitive information.

Many regulatory agencies such as HIPAA don’t have a clear list of do’s and don’ts. Having documented policies that are followed, enforced, and routinely reviewed and audited, however, is expected.

This proactive approach to risk management can protect your firm from potential legal challenges and security breaches, safeguarding your reputation and your clients' trust.

For example, it enables you to better manage critical information such as protected health information (PHI). Documentation helps you protect your business and your clients from risk. Plus, it will simplify the process of a HIPAA or other compliance audit should one occur.

Improved Client Satisfaction

A well-organized firm delivers consistent, high-quality service to its clients.

When processes are standardized, clients receive the same level of attention and care, regardless of whom they interact with. This consistency builds trust and satisfaction, making clients more likely to return and recommend your services to others.

In the competitive legal market, client satisfaction is a key differentiator that can drive growth and success.

Scalability and Growth

For law firms aiming to expand, the scalability afforded by documented processes and procedures is invaluable.

A well-documented framework facilitates the efficient management of increased workloads and the integration of new team members, ensuring that the firm's growth does not compromise service quality.

Also, the financial savings realized through improved efficiency and reduced errors can be reinvested into the firm, supporting further expansion and innovation.

This strategic approach to growth ensures that the firm can scale sustainably, building a strong foundation for future success.

Get the Checklist : Download our Law Firm File Organization Checklist and implement an air-tight system for organizing matters and documents.

Understanding those benefits, you’re probably chomping at the bit, right? We know this is tough work and it will take some time.

That’s why we’re here to support you by giving you step-by-step details on how to organize your processes and procedures the right way.

Employee Processes

We recommend starting with those processes that are specific to your employees, including recruiting, hiring, training, management, reviews, etc. After all, your team is the driving force behind your firm so it’s critical to get this right.

Here’s a sampling of things to consider when thinking about documenting your employee processes:

• How do you create and post job ads?
• How and where do you post open positions?
• What is your interview process?
• What are your hiring policies and standards?
• What is your orientation and training process?
• What is your management process and what are your expectations for managers?
• How often do you conduct performance reviews and what steps are involved?
• What are your HR processes, including payroll, mitigating employee concerns, etc.?

This is far from a complete list of procedures you should document. But, it should get the ball rolling.

It might be best to consider the full lifecycle of an employee from the moment you discover you need to add to your team to the moment an employee leaves your firm.

Then, document each step and define the processes involved.

Workflow Procedures

You’ll also want to document all of the processes that relate to doing the work inside of your business. These workflows consist of everything from client intake to taking depositions. Your documented procedures should include all of your daily, weekly, monthly, quarterly, and annual tasks.

To simplify this process, start by going through an average day in your practice. Outline all of your tasks and those that your team completes. Then, do the same thing for weekly tasks, monthly tasks, and so on.

Remember, no procedure is too small to document. Even something as simple as processing incoming mail is different between firms. These simple procedures may also include more steps and touchpoints than you realize.

Don’t forget to consider workflows you may not use very often such as disaster (fire, hurricane, etc.) processes. And if the past couple of years has taught us anything, it’s a great idea to outline remote work procedures in the event they’re required.

Overarching Policies

Finally, we recommend documenting all of your law firm policies or your firm’s stance on how specific processes should be handled. Some of the most common policies include:

• Client Communication Policy: This is the policy used to document how you communicate with your clients. For example, you may call first and then follow up with an email.
• Confidentiality Policy: The Confidentiality Policy outlines the critical information you keep and how it’s kept. It also outlines the specific procedures for dealing with this information that your employees must follow.
• Client Response Policy: In this policy, you’ll outline who can respond to clients and how to respond to client requests.
• Acceptable Use Policy: An Acceptable Use policy outlines what’s acceptable and not acceptable for using technology within your firm.

You can only realistically hold employees accountable to policies when they’re documented and communicated with your team.

With these policies documented, you can then couple them with the specific processes that pertain to each. For example, you can house your client response policy with your client response process outline. This way, everything you and your team needs is in one place.

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It’s one thing to jot down your processes, it’s another to document them.

The point of documentation is to make it easy for you and your team to access the information needed to perform a task consistently and efficiently.

To that point, there’s a right way to document.

The Law Firm Handbook

Your first step should be to develop a law firm handbook that houses all of your processes, procedures, and policies in one place. This handbook can then be shared with your team and used as a quick reference.

There are many ways to do this. First, you can do the traditional route and create a printable paper manual. If you are trying to go paperless (more on that below), you’ll want another solution.

For example, you can create an  internal wiki  that’s only accessible by your team. This is a great way to store all of your firm information.

Or, you can store all of your documentation inside a D ocument Management System  (DMS). We’ll dive into the benefits of a DMS a bit later.

Create Separate Documents for Each Process or Procedure

Each process or procedure should be documented separately.

This ensures they’re easy to find, reference and update. It’s also helpful because different employees will need easy access to different documents.

They shouldn’t have to thumb through pages and pages of policies to find the one they’re looking for.

Make Your Documents “Visually Digestible”

When I make or revise documentation for our team at Uptime Legal, I make sure each document is  visually digestible.  

This means ensuring your procedures aren’t written like a big, boring book. Instead:

• Keep it simple.
• Break things down into specific sections.
• Use color text boxes or other graphics to call out key items.
• Use bullet points and numbers.
• Use checklists as an abbreviated way to explain detailed procedures.
• Keep sentences and paragraphs short.

Policies can be incredibly boring to write and read. Regardless, they’re important for your firm. Use some care when creating your documents so your employees don’t fall asleep at their desks.

Skip the Click-by-Click Instructions

Documents should be kept simple.

This can be difficult when procedures are highly detailed such as those that require technology. The key is to stay as broad as possible. Don’t go through click-by-click instructions that may become outdated as your processes change.

Yes, detail the specific steps, but there’s no need to talk about button clicks, as these often change when your software is updated (or changed entirely).

As a rule of thumb, document  what  steps should be taken, but necessarily  how,  as the “how” is more likely to change.

Where to Store Your Documents

Now that you have all of these documents, what do you do with them? You could slap them in a binder and call it a day. Or, you can store them more efficiently.

We recommend storing your documentation inside a cloud-based storage tool or document management system (DMS). This ensures everyone on your team can quickly access the documents they need to do their jobs. It’s all stored in one place.

Save your documents by department or even by role with a separate place for firmwide policies. Saving in this way enables you to restrict access to what certain individuals don’t need access to. Plus, this method ensures everything is easy to find.

Here’s a sample workflow policy your firm can adopt or alter.

Bring Law and Order to Your Documents

LexWorkplace Includes:

• Document Profiling / Metadata
• Structured by Client/Matter
• Organize With Folders and Tags
• Save Emails to Matters
• Built-In Version Management
• Add Notes to Docs & Email

Tips for Documenting Your Processes & Procedures

This process will take some time and you shouldn’t expect to get there overnight. Instead, be patient and keep working at it. Here are some tips that might help as you develop and maintain your documentation:

• Allow your team to help with documentation: Your team is in the trenches day in and day out. As you document your processes, get them involved. Ask them to outline what they do each day. This might help you ensure nothing gets missed.
• Review your documented processes often: Processes change, especially for firms in growth mode. You’ll want to review your documentation often to ensure everything is accurate. We recommend doing this at least every quarter.
• Ensure everyone has access to your documentation: New hires should be given access to your policies and procedures immediately. And make sure to share all new documentation created with existing team members as well.
• Record changes to processes immediately: Any time a process changes, document it immediately. This is key for keeping things consistent throughout your firm.

Related – How to Organize Your Legal Files : Want a deeper dive to properly organize your files? Look no further.

Want to take your documentation to the next level? You might want to consider going paperless.

Unfortunately, paper can lead to inefficiencies within your firm. It takes serious time to search through policy documents when all you need to know is how to perform one simple task. Plus, paper documents are difficult to maintain over time.

Now, as you prepare to organize your law firm, is the perfect time to do away with paper for good.

Related :  Virtual Law Firm : Since 2020, more and more law firms are opting for being virtual. It’s not as hard as it sounds! Learn more.

The Benefits of Going Paperless

Going paperless offers your firm a ton of benefits. Let’s cover a few.

• Streamlined Organization : Transitioning to a paperless system consolidates your documents into a single, digital space, eliminating the clutter of physical files spread across various locations. This ensures consistent document organization across your team, making management and retrieval straightforward.
• Efficient Search and Duplication : A paperless environment transforms document retrieval into a swift, one-click operation, akin to a Google search. This ease extends to duplicating documents, such as contracts, without the need for a physical copier, streamlining administrative tasks significantly.
• Robust Security : Paper documents are vulnerable to a range of threats, from natural disasters to theft. Going paperless enhances the security of sensitive information with automatic backups and encryption, safeguarding against loss and unauthorized access.
• Universal Accessibility : A paperless system means documents are available anytime, anywhere, to anyone on your team with access to the software, facilitating seamless work from the courtroom, office, or remotely.
• Improved Collaboration and Client Experience : Paperless operations enable effortless sharing and collaboration on documents, both within your team and with external partners. This not only boosts team efficiency but also meets modern client expectations for quick, electronic interactions, positioning your firm as forward-thinking and client-focused.

At the end of the day, going paperless simply boosts your productivity and efficiency. And this boost leads to other benefits such as increased firm growth and an enhanced client experience.

It’s worth it.

Related :  The Complete Paperless Law Firm Guide : Take that next step to becoming a paperless law firm. You won’t regret it!

Tools You’ll Need for a Paperless Law Firm

If you’re interested in going paperless, there are some tools you’ll need to make it happen, including hardware and software.

Paperless Hardware

• Scanners:  Your scanners will be used to scan all documents into your computer system. You can choose to have one large scanner for your entire office or personal scanners for each employee.
• Adobe Scan: Android  /  iOS
• CamScanner:  Android  /  iOS
• Microsoft Office Lens:  Android  /  iOS
• Other tools: You might also consider other hardware such as tablets for mobile use and extra computer monitors to make reading documents easier.

Related – Best Scanners for Law Firms : Whether for general office use or to digitize your files for a Paperless Law Firm, check out this article.

To go paperless, you should avoid using an on-premise file server. Instead, you should opt for cloud-based tools.

Your file server requires constant and costly maintenance and upgrades. Plus, it isn’t accessible from anywhere but your office. Modern law firms need to be able to access documentation from anywhere.

You’ll also need more than basic cloud storage . Instead, we recommend purchasing a Document Management System (DMS) that’s built for law firms.

You’ll also need electronic signature tools for filling out documents and OCR software for scanning image-based files into your system. There are various e-signature tools out there to choose from, including:

Paperless Law Firm Checklist

Want a simple step-by-step checklist for going paperless within your law firm? We’ve got you covered. Download this free checklist for paper-free success.

We’ve mentioned the document management system or DMS several times throughout this guide. And for good reason!

If you want a simplified way to store and access all of your critical firm documents, you need a DMS. It’s the best way to effectively manage processes and procedures.

What Is a Document Management System?

A DMS stores all of your legal documents and emails, including your processes and procedures in one place. It also provides a comprehensive set of tools to organize and manage those documents.

Using a DMS, you can find the procedure you’re looking for using robust search tools. You can also quickly share documents with others, set permissions for specific documents, manage document versions, and more.

Beyond that, using a DMS (especially a cloud-based one like LexWorkplace) gives way to enhanced security benefits such as:

• Access Control : DMS allows for granular permissions, ensuring only authorized personnel can access specific documents or folders.
• Encryption : Documents stored in a DMS are often encrypted, both at rest and in transit, protecting against unauthorized access and data breaches.
• Audit Trails : A DMS provides comprehensive audit trails, recording who accessed or modified a document and when, enhancing accountability and traceability.
• Data Backup and Recovery : Regular, automatic backups ensure that documents are not lost, even in the event of a system failure or disaster, with robust recovery options available.
• Compliance Management : Many DMS solutions are designed to help organizations comply with legal and regulatory standards, including GDPR, HIPAA, and others, by managing document retention and deletion policies.
• Version Control : DMS systems track document versions, ensuring that only the most current information is used and historical data integrity is maintained.

How to Implement a DMS Within Your Law Firm

If you wish to implement a DMS within your law firm, there are a few critical steps you should take:

• Find the right DMS for your firm: You’ll want to choose a law-centric DMS that is specifically built with law firms in mind. These solutions do so much more than storing your procedures. For example, they can organize your legal files by matter automatically. It’s also best to choose a DMS vendor that’s available to help you with the document migration process.
• Migrate your documents to your DMS: By now, you should have your processes and procedures clearly defined on paper or in documents saved to your computer. If you need to, scan your paper documents and add them to your DMS. We recommend saving the file using a name that makes it clear what’s inside. You can use a date and a description, for example. Something like “2022.04-Client Communication Policy.”
• Train your team on using the DMS: The next step is to ensure everyone on your team understands how to use the DMS to find their documents. Plan and perform firmwide training, showing your team where to find all process and procedure documentation as well as other files.

Document Management Systems are often thought about for storing client and matter documents.

However, the  right  DMS product can also serve as the central repository for documenting your law firm’s process and procedure.

As your law firm considers the transition towards more organized processes and procedures, including the move to a paperless environment, it’s essential to approach these changes thoughtfully and strategically.

Here are the next steps to ensure your firm successfully implements these improvements:

Assess Current Practices

Begin by evaluating your current processes and document management practices.

Identify areas of inefficiency, security vulnerabilities, and any challenges in collaboration and accessibility. This assessment will provide a clear starting point for your improvements.

Set Clear Objectives

Define what you aim to achieve with the organization of processes and the transition to paperless operations.

Whether it’s enhancing efficiency, improving client satisfaction, or securing sensitive information, having clear goals will guide your strategy and implementation.

Develop a Plan

With your objectives in mind, outline a detailed plan for reorganizing your processes and procedures.

This plan should include steps for documenting existing workflows, identifying necessary tools and technologies for going paperless, and strategies for managing change within your organization.

Choose the Right Tools

Selecting the appropriate technology is crucial for a successful transition.

Research and invest in document management systems and other digital tools that align with your firm’s needs. Consider factors like security features, ease of use, and integration capabilities with your existing systems.

Train Your Team

Ensure your team is prepared for the changes by providing comprehensive training on new processes and technologies.

Encourage an open dialogue about these changes to address any concerns and ensure everyone understands the benefits and how to make the most of the new systems.

Implement Gradually

Consider a phased approach to implementation, starting with areas that will benefit most from immediate improvement.

This allows your team to adjust gradually and provides opportunities to refine your approach based on initial feedback and results.

Monitor and Adjust

After implementation, continuously monitor the effectiveness of your new processes and the paperless system.

Be prepared to make adjustments as needed based on feedback from your team and the evolving needs of your firm.

Acknowledging the benefits and improvements can reinforce the value of the transition and motivate your team to continue embracing these new practices.

By following these steps, your law firm can effectively navigate the transition to more organized and efficient operations, setting a strong foundation for future growth and success.

What are the first steps to organizing our law firm’s processes?

Start by mapping out your current workflows for key operations, identifying any repetitive tasks. Document these processes, focusing on areas where efficiency can be improved.

How can we ensure all team members follow the new procedures?

Communication and training are key. Clearly explain the benefits of the new procedures and provide detailed guides or training sessions to ensure everyone understands how to follow them.

What technology is essential for going paperless?

A robust Document Management System (DMS) is crucial for going paperless. Look for features like secure storage, easy retrieval, and the ability to share and edit documents collaboratively.

Other than that, consider what you require to become a paperless law firm (i.e. scanners, apps, etc.).

How do we choose the right Document Management System for our firm?

Assess your firm’s specific needs, considering factors like the size of your team, the volume of documents you handle, and any specific security requirements. Then, compare these needs against the features offered by various DMS providers. Of course, LexWorkplace stands out as a desirable option for most law firms. Get a demo here.

Can organizing our processes really improve client satisfaction?

Absolutely. Streamlined processes lead to faster response times and more consistent service delivery, both of which significantly enhance the client experience.

What’s the best way to handle resistance to new procedures within the team?

Address concerns directly, provide ample training, and highlight the personal and professional benefits of the new procedures. Engaging team members in the planning process can also increase buy-in.

How often should we review and update our processes and procedures?

Regular reviews are essential. Aim for at least an annual review, but also be prepared to make adjustments as needed when new technologies emerge or when you identify new efficiencies.

What are the risks of not organizing our law firm’s processes?

Disorganized processes can lead to inefficiencies, increased errors, security risks, and ultimately, a decline in client satisfaction and firm profitability.

How can we ensure our document management system remains secure?

Choose a system with robust security features, including encryption and access controls. Regularly update your software and train your team on best practices for data security.

What should we do if a process or procedure isn’t working as intended?

Don’t hesitate to reassess and adjust. Collect feedback from those involved in the process, identify bottlenecks or issues, and make necessary changes to improve efficiency and effectiveness.

Looking for Document Management Software?

LexWorkplace:

Modern document management for law firms.

LexWorkplace is document & email management software, born in the cloud and built for law firms.  Here’s a quick primer on how it works.

Organize by Client & Matter

Organize documents, email and notes by client or matter. Store and manage all data for a case or project in one place.

Go Beyond Basic Files & Folders

Supercharge your firm’s productivity with true DMS functions.

• Version Management
• Document Tagging & Profiling
• Document Check-Out / Check-In
• Microsoft Office Integration
• Convert Word Docs to PDF

Search Everything

LexWorkplace is like Google for your law firm.  Search across millions of pages, documents, folder email and notes in seconds. Refine your search by matter, document type, author and more.

Search by…

• Client or Matter
• Document Type (Contract, Complaint, Order, etc.)
• Document Status (Draft, Final, etc.)
• Document Tags (Filed With Court, Fully Executed, etc.)

Outlook Integration + Comprehensive Email Management

Save emails to a matter without leaving Outlook. Saved emails are accessible to your entire team, organized and searchable.

• Outlook Add-In that Works With Windows and Macs
• Save Entire, Original Email to a Matter in a LexWorkplace
• Email De-Duplication
• Organize Emails into Folders, Subfolders

Works with Windows and Macs

All of LexWorkplace is compatible with both Windows and Mac computers.

What Clients Say

Lawyers love LexWorkplace .  See how the system streamlined one lawyer’s practice.

Watch the 5-Minute Demo

See LexWorkplace in action in our quick 5-minute overview and demonstration.

Or, if you want a one-on-one demo, or want to talk about LexWorkplace for your firm, schedule a call or demo below.

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Task management for law firms is no easy feat. From managing attorneys, demanding clients, and the constant tracking of billable time; it’s easy for tasks to get lost in the shuffle.

If you don’t have standard practice in place, it’s easy for partners and associates to create their own way of completing tasks, even if it unknowingly causes more of a headache for the firm. This variation hammers your firm’s utilization and realization rates. As a result, managing partners spend a significant amount of their time on busywork, when they should be focused on growing the firm. 

It isn’t their fault. It’s one thing if the partners and associates knowingly refuse to follow the policies and procedures you’ve laid out. It’s another thing entirely if there aren’t any policies and procedures to follow. 

What are workflows and why your firm needs them

What specifically is the phrase “systems management” referring to? 

“A system is a procedure, process or method that enables you to achieve specific, positive and repeatable  results. In fact, the only way to achieve long term success in your legal practice is with a series of systems. These systems can be simple as a checklist associates follow or as complex as an algorithm.”

So we’re talking about a workflow then? A workflow is a series of steps that are required to complete a specific action (i.e., draft a pleading). Systems refer to a collection of workflows. Here’s a recap from my previous post. 

Systems management is the creation of  successful  and  efficient  workflows. By thinking about the cause and effect surrounding your desired outcome, you’re able to create a series of workflows that produce favorable outcomes.

No workflows, no systems. No systems mean everyone in your organization is a law unto themselves, as we’ve seen above. Can’t law firms achieve the same results  without  workflows?

Why your law firm needs workflows

Current research shows firms are losing time to:

The average attorney is  only paid for  2.5 hours of work  per day . That’s a problem on its own until you realize the truth about employee labor. When attorneys bill 40 or 50 hours per week, they’re  actually  working 60 to 70+ hours per week. 

Legal professionals  lose a considerable amount of time  unnecessarily. For example,  an IDC whitepaper  found knowledge workers  wasted 11.2 hours a week  sorting through document management (DMS) challenges. This whitepaper  calculated the loss at $19,732  per knowledge worker, per year, or a  21.3 percent loss  in the firm’s total productivity. This doesn’t include losses from other areas. 

Firm utilization rates , a measure of firm productivity and billing efficiency, is stagnant or falling; attorneys are losing a tremendous amount of time due to non-billable administrative work, errors, business development demands and poor planning. 

This has an inevitable and  negative effect on law firm realization rates . The usual explanation suggests that realization rates are falling due to pricing and billing disputes, which is partially correct. But poor utilization means realization rates take a hit well before billing plays a role. 

But what about pricing concerns and billing disputes?  Here’s a quote from  The 2019 State of the Legal Market. “Given the tepid growth in demand for law firm services, the increased willingness of clients to move business to lower-cost firms or alternative service providers, and the continuing client push back on rate increases (as reflected in declining realization rates), it is counterintuitive that firms would propose aggressive rate increases or that clients would accept them.” What does this mean?  Great utilization = great realization , the two go hand in hand. 

What about the benefits? The pros that come with using workflows? 

Proper records keeping.  Workflows show you where to look to identify problems. They answer important questions – what needs to be done, who completed what, when it was completed and where to find the records. 

Increased productivity.  With the right workflows, you’re able to increase productivity on demand. Incremental improvements to your workflows produce an exponential increase in productivity. This increased utilization means increase realization, remember? 

Precise resource allocation.  Knowing the who, what, where and when means you have a clear sense of the resources that need to be allocated to specific matters and projects. 

Improved employee morale.  Workflows give your employees the structure they need to exceed expectations. Your employees have a clear sense of the work that needs to be done. There’s no confusion about what needs to be done or how to do it. Employees have a sense of fulfillment and purpose. 

Task prioritization.  Workflows give you the data you need to achieve economies of scale. You’re able to identify work that should be outsourced to a freelancer, given to a junior associate or forwarded to a senior associate. Your team knows which tasks should be automated and which tasks should be sent to a virtual assistant. It’s clear, precise and efficient. 

These workflows are the foundation. They run your law firm, eliminating the need for micromanagement. Workflows reward you for working  on  your business rather than  in  your business. The better you are at doing this, the easier it is for you to achieve high growth on demand. This is how high-growth firms maintain their exceptional track record. 

Remember the workflows I mentioned previously?  Here’s a quick recap. 

Don’t forget, you need these workflows, whether you’re an associate, partner or owner of your own firm. If you’re the owner of your law firm, you need them all.  

How do you go about creating these workflows and setting things up? It’s difficult to set things without a plan, but that’s exactly what you need right now. 

How to create stable task management for law firms with high-performance workflows

How do you go about creating workflows? 

Set specific goals and objectives 

Outline your available resources

List all of the tasks that need to be completed, create a list of employees/roles accountable for each task/step, create a workflow diagram or mind map, train your employees in the new workflow, deploy your new workflow, analyze workflow performance , iterate and improve, set specific goals and objectives.

Specificity and simplicity are key here when it comes to task management for law firms. You’ll want to avoid creating broad or vague goals and outcomes. You can refer to the table above for a list of the categories you can start with. For our example, let’s use the category “time tracking.” Time tracking is too broad so we need to simplify this a bit more.

Let’s simplify it even more – “ filling out your timesheet .” 

This outcome is simple, clear and concise. It’s also important because the title  is  the goal. This step is important because all subsequent steps depend on this one. 

When you outline your available resources, you’re ensuring that your employees have needed to produce the outcomes you want. It’s no different with our  “filling out your timesheet”  example. Outlining your available resources begins with questions. 

What do they need to produce this outcome?

What will prevent them from producing this outcome?

Here’s an example of the tools and resources your employees would need.

Cloud-based time tracking software

A pricing sheet for each employee type (i.e., $367 per hour)

The desired billing increments/units (i.e., 1/10 of an hour 6 min)

ABA/LEDES billing codes and formats

It’s a simple and straightforward step that’s necessary if you’re expecting consistent results from your employees.

This is exactly what it sounds like. 

Selecting the correct services 

Setting the appropriate time tracking increments

Using the right service descriptions

Entering your time using the correct billing increments

You’re simply listing each of the steps required to “ fill out your timesheet .” This step is easy, but your approach must be thorough. A missed to-do item affects subsequent steps in your workflow.

Next, you’ll want to assign owners to each task. You can assign tasks to specific people or specific roles. You’ll need to determine what’s best for your law firm.

Every task or step needs to be accounted for. There shouldn’t be any surprises. If you need to add more steps, someone should be responsible for them.

In this step, you’re simply visualizing the process as you have it, via a workflow diagram or mind map. Let’s say you’re outlining the workflow for Will Preparation. What would that look like? Here’s an example from  Precedent .

A workflow diagram or mind map visualizes the process, giving everyone a bird’s eye view of  (a.)  the work that needs to be done  (b.)  The specific steps it will take to achieve the desired outcome. Doing this means it’s easier for employees to produce results. 

When you train your employees, you’re outlining the specifics and performance standards they’ll need to meet. Training ensures that you get exactly what you’re asking for, minimizing accidents, errors or negligence. This upfront training decreases expenses due to discounting, errors or rework.

Deploying your workflow establishes an important benchmark. You’re able to set an important starting point for your firm. It’s a good idea to roll things out slowly. Deploy workflows with a small team, or in a specific practice group before making firm-wide changes.

Doing so prevents any major disruptions that come from a poorly conceived rollout.

By documenting the steps in your workflow, you’re able to analyze performance, identify failure points and outline possible areas for improvement. Here are some questions you can ask to analyze your workflow.

Is your workflow working? 

Where are the failure points in your workflow?

Are things going as expected?

Is it taking your employees less or more time to complete each task?

Is the quality of work greater or lower than expected?

How long does it take to complete a task or goal? 

Where does your law firm’s performance fall relative to competitors?

Testing is an important step.  A theoretical understanding of your workflow is a good start, but you’ll want real-world data on your firm’s performance as quickly as possible. This is why it’s important to test your workflows immediately and consistently.

Answers to these questions provide you with clear instructions. You’ll have the data you need to make immediate improvements, adjustments and changes to the workflows in your law firm.

The best part about these changes is the fact that you can iterate and improve or rollback changes. You can make firm-wide adjustments or specific tweaks in a small practice group.

Task management for law firms  is important

Are your partners and associates focused on doing things their own way? It may not be your employee’s fault. As we’ve seen, inconsistent performance isn’t always due to noncompliance. It’s a lack of systems management.

Using systems and workflows, your law firm can achieve specific, positive and repeatable results. If you’re looking to achieve long-term success in your law firm, this isn’t optional, it’s mandatory. Poor systems management is a disaster for many law firms.

With   great utilization, comes great realization. Create the right workflows, apply them consistently. Do what’s necessary to create a high growth law firm, and you’ll find your competitors become irrelevant.

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10 Tips and Tools for Organizing Your Legal Practice

As an attorney, staying organized is key to running a successful legal practice. With countless deadlines, documents, and case details to keep track of, it's essential to have a system in place for managing it all. In this article, we'll explore 10 tips for organizing your legal practice, so you can stay on top of your workload and minimize stress.

1. Use a Calendar App

Whether it's a physical planner or a digital calendar, having a centralized place to track your deadlines and appointments can help you stay on top of your schedule.

Of course a physical calendar is always an option, but there are a number of calendar apps that can help you stay on top of appointments, tasks, court dates and more. Google Calendar is widely used and a great option. For more business specific scheduling, tools like Calendesk or Acuity can be useful. 

2. Prioritize Tasks

Feeling overwhelmed by the number of tasks you have piling up? It's essential to have a system for prioritizing your daily tasks so that you can focus on the most critical items first. A pile of work and unpleasant tasks can loom over you and lead to procrastination.

Here's a simple workflow you can use today to prioritize tasks and clear out your backlog. First, create a list of all the tasks you need to accomplish, both big and small. This list will serve as a master list for all your work, and you can update it regularly as new tasks arise. Once you have your list, evaluate each task's urgency and importance. Urgency refers to how soon the task needs to be completed, while importance relates to how critical the task is to your overall goals. Tasks that are both urgent and important should take top priority and should be tackled first. If a task is important but not urgent, consider scheduling time on your calendar to work on it later. By prioritizing your tasks in this way, you can stay focused on the most critical items and work more efficiently towards your overall goals.

3. Set Realistic Deadlines

One effective way to set realistic deadlines is to break down larger tasks into smaller, manageable subtasks with their own deadlines. This approach allows for better time management and helps to avoid feeling overwhelmed. Keep in mind that it's important to be honest with yourself and your clients about what can realistically be accomplished within a given timeframe. By setting achievable deadlines, you can reduce stress and improve overall productivity.

4. Use Task Management Tools

There are various task management tools that can help attorneys to stay organized and manage their workload effectively. Some popular tools include Trello , Asana , Todoist , and Microsoft To-Do . Trello is a project management tool that utilizes a card-based system to organize tasks and projects. Attorneys can use Trello to create boards for each client, case, or project and assign tasks to team members, set due dates, and track progress. Trello also has collaboration features that allow team members to communicate, share files, and provide feedback on tasks. Asana is another popular project management tool that allows attorneys to create projects and tasks, assign them to team members, and set deadlines. Asana also offers features like task dependencies, progress tracking, and communication tools, making it a comprehensive platform for managing tasks and projects. Todoist is a simple yet powerful task management tool that allows attorneys to create task lists, set due dates, and prioritize tasks based on their importance. Todoist also offers a calendar view, project templates, and integrations with other tools like Google Calendar and Dropbox. Microsoft To-Do is a task management tool that integrates with Microsoft Office Suite and allows attorneys to create tasks, set reminders, and organize them into different lists. Attorneys can also use To-Do to set due dates, add notes, and attach files to tasks.

5. Create Templates

One effective way to stay organized is by creating templates for frequently used documents, such as client intake forms, engagement letters, and pleadings. Templates can save attorneys time and ensure consistency across documents. Attorneys can create templates in various formats, including word processing software, practice management software, and document automation software. For instance, document automation software like HotDocs and TheFormTool can create templates that can be used to generate complex legal documents in a matter of minutes. Attorneys can also use templates to track their time, create checklists, and manage their to-do lists. By using templates, attorneys can increase their efficiency, reduce errors, and devote more time to substantive legal work.

6. Keep Your Workspace Clean

A cluttered workspace can lead to distractions and increased stress. Take a few minutes each day to tidy up and create a clean, organized workspace. Begin by going through each item on your desk and asking yourself if it's necessary for your work. Items that are not essential should be removed, such as old files, papers, and office supplies. It's also important to properly store and label documents and files to avoid clutter. Invest in folders, filing cabinets, or other storage solutions to help you organize your documents and keep them in their proper place. Another way to keep your workspace clean is to establish a cleaning routine. Make it a habit to clean your workspace at the end of each day by wiping down surfaces, throwing away trash, and organizing your desk. This can help you start the next day with a clean slate and improve your focus. Lastly, make sure to regularly disinfect and sanitize your workspace, especially during cold and flu season, to reduce the spread of germs.

7. Use Cloud Storage

Storing documents in the cloud can provide easy access from anywhere and ensure that you don't lose important files. Cloud storage allows attorneys to access their documents and files from anywhere, using any device with an internet connection. This can help to reduce the risk of losing important documents or files and increase collaboration among team members. To use cloud storage effectively, attorneys should start by selecting a cloud storage service that meets their needs.

Popular options include Google Drive , Dropbox , and Microsoft OneDrive . Attorneys can then create a folder structure that makes sense for their practice area and workflow. For example, folders can be organized by client name, case name, or date. Attorneys can also use cloud storage to share files with their clients or team members, set permission levels, and receive notifications when changes are made. Lastly, it's important to regularly back up your files to avoid losing important documents. By utilizing cloud storage, attorneys can increase their organization and productivity, while ensuring that their files are secure and easily accessible from anywhere.

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8. Automate Where Possible

As an attorney, automating tasks can help to increase efficiency and productivity, allowing you to focus on more substantive legal work. One way to automate tasks is by using legal practice management software, such as Clio , MyCase , or PracticePanther . These tools offer features like automated time tracking, billing, and document generation, which can save attorneys significant amounts of time. For instance, automated time tracking can help attorneys to accurately track their billable hours and generate invoices in a matter of minutes. Document generation can also help to streamline the drafting of frequently used documents, such as client intake forms, engagement letters, and pleadings. Attorneys can also use automation tools like Zapier or IFTTT to connect different software applications and automate routine tasks. For example, you can set up an automation that saves email attachments to a designated folder in your cloud storage, saving you time from manually saving files to the right place. By automating routine tasks, attorneys can free up time to focus on more complex and challenging legal work.

9. Utilize Practice Management Software

Law firms can greatly benefit from utilizing law practice management software as it provides a centralized platform to manage various aspects of their practice, such as client and case management, time tracking, billing, document management, and communication. One popular software option is Clio , which offers a user-friendly interface and integrations with other tools such as Quickbooks and Dropbox . Another option is MyCase , which offers similar features at a lower cost, but may not have as many integrations available. Additionally, software like PracticePanther and CosmoLex offer unique features such as trust accounting and task automation, but may require more training to fully utilize. Overall, law practice management software can greatly improve efficiency and organization within a law firm, but it's important to carefully evaluate different options to find the best fit for each specific firm's needs and budget.

10. Review and Update Regularly

In order to maintain efficiency and organization within a law firm, it's important to regularly review and update the organization systems in place. One way to do this is to conduct regular audits of physical and digital files, ensuring that everything is properly labeled and stored in a logical manner. Additionally, it can be helpful to establish clear guidelines for document naming conventions and folder structures to ensure consistency across the firm. Another important aspect is to regularly review and update the firm's case management and billing software, ensuring that all information is accurate and up-to-date. Tools such as practice management software, document management systems, and project management tools can aid in this process, but it's important to carefully evaluate which tools will best suit the firm's needs. Ultimately, by regularly reviewing and updating organization systems, law firms can improve efficiency, reduce errors, and ensure that they are best serving their clients.

Staying organized is key for any successful law firm, and the tips outlined in this article can help firms achieve that goal. By establishing clear guidelines for file organization, utilizing practice management software, and regularly reviewing and updating organization systems, law firms can improve efficiency, reduce errors, and better serve their clients. Additionally, taking steps to prioritize and manage tasks effectively, establish clear communication channels, and maintain a clean and organized workspace can further aid in keeping the firm running smoothly. By implementing these tips and finding what works best for their specific needs, law firms can set themselves up for success and thrive in a competitive industry.

Further Your Legal Education With Lawline Courses

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Last updated on July 19, 2023

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Law Office Management: An Ultimate Guide

Law Firm Insights

Rebecca Spiegel

April 27, 2023

In addition to skillfully practicing law and representing your clients, effectively managing your law practice and client expectations is critical to the ultimate success of your business. For many lawyers, the task of managing the daily operation of their practice is one that is reluctantly handled, with minimal attention to human resource matters, marketing and business development, and financial and accounting matters. This guide will explore best practices and must-have resources and skills for effective law office management.

What Is Law Office Management?

Law firm management is the handling of the business side of your law office - beyond legal services. This includes:

• Office finances and budgeting;
• Legal marketing;
• Client relationship management;
• Benefits management;
• Bill collections;
• Hiring and onboarding;
• Human resource management;
• Facilities and vendor management;

Effectively managing the business aspects of legal practice is critical to attorneys’ ability to practice law.

Skills Needed for Effective Law Firm Management

Law school teaches people how to be attorneys, not how to navigate the legal industry or run successful law firms. Business skills differ significantly from legal skills, so it is important to learn what is necessary to run a law firm. You or your law office manager should have the following skills:

• Adaptability;
• Communication;
• Critical thinking;
• Decision-making;
• Employee motivation;
• Honesty and integrity;
• Problem-solving;
• Time management.

Your law practice can be innovative and successful, using more modern management principles than the Cravath System that many large law firms still model. A powerful and productive law firm culture starts with you.

Law Office Manager vs Leader: Is It the Same?

Your business requires an exceptional leader and an effective manager - and these are two different things. Although both require effective communication and problem-solving skills, there are differences between law firm leaders and law firm managers:

• A leader sets a vision for a legal practice and guides them in the direction, while motivating and inspiring. They coach and encourage individuals and teams. A leader is constantly evaluating where an organization stands, where they desire to go, and how to get there.
• A manager does what’s necessary to make the vision happen, including hiring the team, solving problems, and having the difficult conversations.  A manager focuses on achieving organizational goals and organizing available resources to get there.  

Numerous law firm management books are available to educate and empower law firm management and leadership. Topics include professional development, project management, and delivering exceptional client service.

The Basic Organizational Structure of a Law Firm

A “law firm” can range from a solo practicing lawyer to a firm with thousands of lawyers. Leadership and management become more critical as an organization grows, and many law firms follow the same basic model. Generally, the hierarchy and structure of most successful legal practices include the following roles:

Managing Partners

Usually an owner or part owner, managing partners oversee law firm management and run business operations, including handling financial matters. They track the productivity of other attorneys and staff and adjust roles as necessary.

Partners / Shareholders

Equity partners own a share of a law practice and receive a share of profits on top of their salary, while not participating in law firm management. Depending on the terms of a partnership agreement, partners may be required to bill enough hours to maintain their position, or risk being moved back down to an associate level.

Some law firms have non-equity partners, or income partners, who are at a higher level than associate attorneys, but do not have an ownership share in the law firm.

Associate Attorneys

Associate attorneys work for a law firm without having an ownership share. Their work may be reviewed and overseen by partner attorneys. Typically, associate attorneys are less experienced than partners. Entry-level associates are often fresh out of law school and will earn more privileges, responsibilities, compensation, and partnership opportunities the longer they are with a law firm.

Marketing Directors

The role of a marketing director is to generate new business for the law firm. This can vary depending on the type of cases a law practice handles. For example, marketing for criminal defense attorneys is different from marketing for corporate law firms. Tasks involve website construction, search engine optimization, writing and editing content, social media marketing, managing Pay Per Click (PPC) campaigns, obtaining client testimonials and reviews, and fostering referral relationships. Some marketing directors work with PR firms to generate and distribute press releases when requested by law firm management.  

Contract Attorneys

Contract attorneys are hired on a temporary basis to handle specific tasks, which may or may not be outside the knowledge or experience of associate or partner lawyers. Firms outsource work to contract lawyers, who may handle work remotely or travel for temporary assignments. A contract attorney may be hired for a specific task, like a document review or appearing in court, or for ongoing work.

Paralegals help with administrative support for attorneys, specifically with legal work. Their scope of work can include:

• Conducting legal research;
• Drafting motions, judgments, statements, and other documents for attorneys;
• Interviewing clients;
• Maintaining records;
• Onboarding new clients (client intake process);
• Preparing attorneys for trial;
• Preparing clients for court appearances, depositions, and meetings;
• Preparing discovery materials;
• Reviewing documents and evidence.

Not all law firms have law clerks. In most law firms that hire law clerks, the clerks are either law school students or recent law school graduates who have not yet passed the bar. Their roles are similar to paralegals, but their end goal is different.  Law clerks are often only employed seasonally, such as in the summer when law school is not in session.

Legal Secretaries

Legal secretaries perform clerical and administrative work. As staff members, they may support attorneys directly, or work with paralegals. Many legal secretaries keep lawyers’ calendars and schedule client meetings, depositions, and court dates. Some legal secretaries have a receptionist role and may assist with billing.

Law Firm Administration Vs. Management – Don’t Be the Office Manager, Hire One

Law firms are businesses and partners are the owners upon whom the management responsibility falls. As a firm grows, the owners find themselves faced with a myriad of responsibilities in addition to their chosen field of representing clients in legal matters. Lawyers find themselves managing all aspects of a business, oftentimes reluctantly and not very well.

Most successful law firms are people-intensive businesses, with labor costs being the major overhead expense. One popular benchmark is that the average firm needs at least 1.4 staff for each attorney, taking a modest firm of 20 attorneys to a total size of 48 individuals. This size of enterprise needs an office manager or firm administrator. This position is generally responsible for five main areas:

• Finance and accounting;
• Human resources;
• Information technology;
• Marketing and business development;
• Office services.

While all of this daily activity must be efficiently managed, the firm must also be guided in its overall direction. This is the job of the managing partner, whose responsibilities include:

• Leadership;
• Operations;
• Partner Relations and Compensation;
• Client Service;
• Marketing Strategy.

As a managing partner, you find yourself spending too much time on the first list, and too little time on the second, and all while your personal law practice is withering. You want to, and should, separate your executive management duties from the office administrative duties. Here are some ideas to avoid and manage the inevitable gray area between the two.

The 11 Best Law Office Management Tips

1. Hire a Competent Office Manager

Your office manager or firm administrator is a key position that will handle professional responsibilities of running the business side, allowing you to focus on practicing law. Since this person will be leading your staff, take time to find someone who is the right fit. This person should:

• Be able to make decisions and solve problems;
• Be an excellent communicator;
• Be organized;
• Take pride in the business;
• Understand how the business works.

2. Provide Clear Leadership

Effective law firm management starts at the top. The roles of employees of a law practice must be clearly established and communicated to the entire firm. The leader of law practice has unique law firm management responsibilities and must motivate the team, manage conflict and resolve disputes, and provide direction.  

3. Establish Standard Operating Procedures (SOPs)

If you ever fly on a commercial airline, there is a real possibility the pilots that are flying you met for the first time that day. Airlines hire thousands of pilots and it is common for them to meet for the first time in the cockpit. How do they ensure any captain and first officer can safely fly together? Standard Operating Procedures (SOPs). SOPs work just as well for law firms to ensure that everyone that works for your law office has documented guidelines to follow. This provides instruction and guidance for new and temporary hires and accountability for existing employees. SOPs should be tailored to the type of law you practice and should cover daily tasks like:

• Calendar management;
• Client onboarding;
• Document review;
• Document storage;
• Legal research;
• Scheduling appointments;
• Tracking time;
• Trial preparation;
• Archival procedures.

The result of following SOPs is consistency across your organization. SOPs help firms succeed. It is beneficial to standardize processes and procedures before automating (next step).

4. Leverage the Technology

Technology can improve almost every aspect of your legal practice. Examples of common uses of technology in a client-centered law firm:

• Virtual meetings over Zoom or Microsoft Teams;
• Electronic billing with credit card payment options;
• Electronic document signing;
• Online document portals to upload and review documents.

5. Prioritize Time Management

Lost billable hours are lost revenue. Fortunately, thanks to advances in modern technology, time tracking is not nearly as time consuming as it used to be - in fact it is simple. Automatic lawyer time tracking software eliminates errors and frustration in time tracking and ensures billable hours are maximized. Even if you do not bill your clients hourly (such as charging flat fees, contingency fees, or subscription fees), both large and small law firms can benefit from understanding how time is spent.

6. Automate Legal Workflows

Collaboration doesn't have to be tedious or technical with workflow management. With workflow automation provided by legal practice management software , it's possible to assign tasks and set reminders for law firm owners, attorneys, and staff. Without automated legal workflows, you can stay organized and have the peace of mind that you will never miss filing deadlines or Statutes of Limitations.

7. Automate Legal Document Management

With automated legal document management and document automation, you can save hours of administrative tasks and effectively manage documents and digital storage. Manually entering client details, and copying and pasting client documents together makes you vulnerable to errors and confidentiality breaches. Using old PDFs of court forms risks not having the most current forms available. Fortunately, legal document management software can help you stay organized, and have the bandwidth for more clients.

8. Organize Productive Team Meetings

Meetings play an important role in bringing the team together and addressing questions and concerns. Depending on how other law firm management communications are handled, weekly, bi-weekly, or monthly meetings may be the right fit for your team. Meetings should only be as long as necessary, and should stay on topic and follow an agenda.

9. Think of Security Management

Whether or not clients think about data security when they turn over their most confidential documents to law firms, law firms absolutely must prioritize security. Maintaining confidentiality of information is also an ethical obligation for members of the American Bar Association (See Rule 1.6 ). Failing to secure data can have incredibly negative consequences including loss of client trust, lawsuits, and diminished reputation.

10. Opt for Regular Billing

Effectively billing your clients is critical to cash flow and your law firm’s success. No matter how you bill your clients (hourly, flat fee, monthly subscription, etc.), billing should not be a painful chore.

Invoice your clients frequently and easily with legal billing software that totals billable hours automatically. Your bills should be detailed, accurate, and consistent. Giving your clients easy ways to pay will ensure you are paid promptly.

11. Measure, Measure, Measure

Management guru Peter Drucker famously said, “you can’t manage what you can’t measure”. Law firm managers make decisions for their own law practice based on key performance indicators (KPIs). Some essential and easy-to-access measurements available to executive management include:

• Profitability (revenue per client and revenue growth);
• Client satisfaction;
• Billable hours;
• Overhead costs;
• Invoice payment;
• Trust account compliance.

Law Office Management: Final Thoughts

Improvements to your own law firm do not stop when you hire a manager. In fact, they become more important than ever, as the culture of your firm evolves and your manager sets the tone for the entire team.

Effective law firm management is attainable for any law firm. If you are ready to see how Smokeball’s legal practice management software empowers law firm managers to do their very best work and build a more profitable business, contact us to book a demo today.

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