10 Management Tips That Every Legal Firm Needs

Managing your legal firm could turn out as a tightrope walk. On one hand, you have to handle the usual duties of managing a team, paperwork, personal life and on the other hand the pressure of real business – clients and stable income. We have curated for you ten management tips that every legal firm needs.

Do you know that more than 50 percent of legal advisers spend at least 20 hours per week on non-client-facing work – research, court filings, and other administrative work rather than handling clients! All thanks to improvements in communication and new legal technologies, managing your law office doesn’t take all of your time anymore. 

Security Management

Cloud storage options are probably the best ones for any business or personal use when it comes to storing data. It’s imperative that the platform you’re using is completely secure in all ways and under all circumstances. Apart from this, storage policy details should be reviewed carefully to make sure both you and your client’s data meet the necessary security standards.

Finally, the cloud storage platform is only good when the process and procedures are followed carefully. If your team is not following up-to-date methods for storing the data and keeping it organized and reviewing their accounts regularly, then the cloud’s security won’t matter. Your data will be on the verge of vulnerability. Create proper security procedures and make sure that your documents are part of it.

Time Management

Time is the most important factor. Everyone has the same 24 hours and you have to use that time efficiently to get a competitive advantage. Being a lawyer is tough, but if you observe closely you’ll understand that lawyers genuinely care about those they serve. To accomplish the tasks of filing documents, research, background work, handling clients, and others within a shorter period, time should be managed so that every task is completed with quality. 

Some important time management tips that every legal firm needs:

  • Prioritize wisely
  • Track your time
  • Learn to say no
  • Take help in managing meetings and calls
  • Reduce task-switching attitude 
  • Prepare for the unexpected

Staying ahead of time is maybe an unrealistic thing to expect but it is true. If a task deadline is one month from now, start giving a particular proportion of time from your daily schedule. So that you’ll have ample amount of time in your book to deal with emergencies.  

Organize Productive Team Meetings

It’s important to conduct regular meetings to boost team productivity. Running effective meetings is vital to maintain a consistent and productive team. Even if your employees are working remotely, interact with them and fill in the communication gap that remote work often creates. 

The frequency of your meetings should depend on the size of your team or the complexity of the ongoing projects. Before announcing the meeting you should recollect the task allotted to everyone and their deadlines. Make sure you’re not wasting anybody’s time. To conduct effective team meetings use an innovative tool, Picktime. Picktime is web-based legal scheduling software. Picktime provides 24×7 online appointment bookings for you and your staff at multiple locations. With Picktime you get free unlimited storage access with a personalized booking page and book now widget for your legal business. 

With Picktime software you can add custom fields and manage your staff’s appointments as well. It has a user-friendly interface, supported by all devices. With Picktime’s automatic reminders and 24×7 support, you’ll never miss any meeting. Not only this, but you can also integrate with your favorite apps – PayPal, Stripe, Square, Instagram, Google Maps, Joomla, Weebly, MailChimp, CRMs, Google Meet, Jitsi, Zoom, Facebook Pixels, and many more. To know more, sign up for free today. 

Invest in Tools to Increase Productivity

Whether you’re an established lawyer or performing any other role in a law firm. Having a productive and reliable tool is what every legal firm needs. It may take a big amount of your investment, but this could turn out to be the motivation for your team by providing them with the best tools and processes. One of the simplest methods is to examine your team’s needs and inspect the biggest hurdles they’re facing and try to provide solutions for those. Let’s explore some technology software solutions that every legal firm needs:

Office Management Policies

After several years of studying law and working under seniors, gaining experience now when you’re starting your law firm having proper policies should be the first thing to do. Policies are nothing but general principles that should align with your organization’s mission and objective to achieve the goal. Whereas, procedures are built according to the policies, to have detailed rules or steps to execute specific tasks. 

Set policies to define how you’re managing your work, what ethics you follow, or the procedure of handling clients. For instance, a firm might have the policy to prioritize customer satisfaction. To achieve the goal of this the firm should have a set of procedures from greeting a client to handling them in an aggrieved situation.

Outsource More Effectively

You can not be good at everything but you can partner with someone good at that. Outsourcing offers a great opportunity to reduce reckless investments and improve quality. In the legal sector, there’s a growing trend toward outsourcing. One of the responsible things to ensure when outsourcing is that you communicate regularly with the supplier you’re involved with. Make sure they’re aware of what every legal firm needs and understands your needs as well. They should have a clear picture of your strategy, cases, clients, and procedure.  

Pay Your Staff What They’re Worth

Employees don’t show up every day because they like the coffee or ambiance of the office. Attorneys especially, they’re not under the giant loan debts to work on a minimum wage. Paying your legal team what they’re worth should always be on your list when listing management tips every legal firm needs. Otherwise, it could turn into a major bone of contention between your legal team and firm. 

Set Clear Performance Goals

Nothing is more frustrating for an organization working with people who are unaware of the performance standards. Present a clear-cut goal and expectation at the time of building your team. However, it’s not always necessary for your team who’s faulty. Constantly changing the goal post for your team or not being able to demonstrate the desired results properly could result in negative outcomes. Hold regular meetings, interact with your team, and be available for help so that you’ll be aware of the progress going on with every client. 

Client Management

Already running a successful legal firm, we’re sure you don’t need any advice on this from us. But even still let’s examine some points, maintaining a quality onboarding process could turn out into a healthy and long-term relationship with your clients. On the other side, a clear client onboarding process sets realistic expectations on both sides of what to expect and what to serve. It alerts you of the client’s problem early and also helps you to make sure you’re not setting any false impression. 

With numerous elements of law office management, having a procedure for client handling and service will help you in maintaining high-quality work. Not only that but a thorough and consistent process can save you from the hassle of avoiding malpractice lawsuits down the line. To help you with a list of client onboarding for a criminal law firm:

  • Collect basic client information 
  • Verify client identity
  • Inform the client of your policies
  • Send representation agreement
  • Receive the signed agreement
  • Set meeting agenda
  • Record meeting notes
  • Receive legal documents
  • Schedule the future meeting
  • Send feedback

Establish Standard Operating Procedures

One of the last management tips that every legal firm needs is to have standard operating procedures. Maintaining SOPs is the key to keeping your law firm organized. These procedures create practice management of “how to” and “what to” guides unique to your firm for your team. Your SOPs will be tailored according to the law practice you deal in but they’ll mostly address the tasks:

  • Legal case management
  • Client Onboarding
  • Document intake and information management
  • Appointment scheduling
  • Document review and approval process
  • Time tracking
  • Payment Management
  • Trial preparations
  • Archiving all the client data at the end of business

Every legal firm needs a variety of tools and techniques to manage and overcome the challenges of the law firm. With the above-shared suggestions, you’ll surely see increased productivity, and your team will work together as a well-oiled machine.

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