Managing Staff as a Solo Attorney

At some point, small and solo law firms will have to deal with hiring or managing a team outside of themselves. While managing staff as a solo attorney presents a unique set of challenges, it is ultimately a sign of success: your business has grown and is thriving. However, time is of the essence: it takes work to build out your team, and you may be banking on time you can’t afford to spend on recruitment, training, and management.

In this blog, we highlight strategies solo attorneys can leverage to ensure that they are able to build out their operations without compromising their efficacy in day-to-day activities. Hiring staff doesn’t have to equate to a temporary reduction in billable hours.

3 Tips for Managing Staff as a Solo Attorney

Hiring In-House vs. Leveraging ALSPs

Before making the decision to hire your team, weigh your options. Does the role you’re hiring for require full-time support? While it may seem best to hire for the positions that you’re looking to manage, utilizing alternative legal services providers may be more effective in terms of cost and time management.

Hiring a full-time employee can be a huge time sink. The recruitment process is broken down into fielding job applications, reading over those applications, and the interview process. This time-intensive process can distract you from your billable work, and doesn’t guarantee immediate results.

Recruiting an employee is only the beginning – once hired, they will need to be trained in on your existing methodologies and systems. Depending on the role that you’re recruiting for, this can range from a matter of hours to ongoing training lasting weeks.

Hiring employees is expensive and challenging – ALSPs offer a range of services that can be deployed as-needed. Recruiting and training comes pre-packaged with alternative legal services, allowing you to leverage them as a plug-and-play solution to staffing needs.

Alternative legal services, such as contract paralegals and virtual receptionists, offer a scalable, simple solution to your issues. They should be considered if:

  • Your workload fluctuates enough not to necessitate a permanent hire
  • You need to scale your operations quickly
  • You do not have the time or resources to hire staff yourself

Setting Expectations and Keeping Accountability

Exiting the pandemic work environment, the American workplace has changed for virtually all professions, lawyers included. As more employees return to the office, it is critical not only to set expectations for behavior for new hires, but existing team members as well.

Are you managing a hybrid legal team? If so, you’ll need to carefully delineate communication requirements, as well as best practices for issues like internet outages and time spent during the work day. These expectations should cover not only time during work hours, but time outside of work. The home office is convenient, but has also pressured workers to operate well outside of their normal business hours.

Setting expectations from day one can significantly mitigate risk and improve performance when managing staff as a solo attorney. On one hand, you’re ensuring that their working hours are spent productively. On the other, clear work boundaries ensure that employees don’t feel overworked, a culprit in high turnover.

With more employees working remotely, it is more important than ever that you have implemented systems to track and monitor their performance, as well as respecting their time outside of the workplace.

Open Communication

When hiring new employees or leveraging ALSPs, keeping open communication channels is essential for aligning goals and ensuring needs on both sides are met. With virtual or remote workers, this issue is even more essential.

Establish systems or routine meetings to communicate needs throughout the week. Whether this is as simple as a daily checkup, or more standardized meetings periodically set throughout a month, checking up on workflow keeps companies aligned. It also ensures that your employees’ needs are being met. Ensure each meeting has an agenda set beforehand, and don’t schedule meetings to be longer than absolutely necessary.

Amata Law Office Suites Makes Managing Staff as a Solo Attorney Easy

Managing staff as a solo attorney can be a tricky business, and often isn’t something taught in law school. Private practices often require the assistance of other team members to manage their daily workload, and without the right systems in place, these tasks can become complicated.

At Amata Law Office Suites, we offer a range of services catered directly to solo and private legal practices. For those looking to build out their team, we offer alternative legal services such as virtual receptionists and contract paralegals that can be deployed and scaled as-needed.

As pandemic restrictions end, it is more important than ever to find systems that work with your legal practice. Contact us today to learn more about how Amata helps support Chicago lawyers with a full range of services.

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Law Firm Efficiency: 4 Ways to Maximize Your Productivity

The most productive law firm is one in which lawyers are spending the maximum amount of time practicing law, and minimizing the amount of time performing ancillary tasks that, while important, do not result in billable time. Regardless of a lawyer’s expertise or successes in the courtroom, the main financial commitment of a lawyer depends on spending time with casework.

This is, of course, easier said than done. A lawyer may want and intend to practice as much law as possible during any given day, yet certain tasks are essential to their business. Ongoing training, client acquisition, marketing efforts, and other activities fuel your activities.

In this blog, we analyze the best methods for remaining as productive and efficient as possible without neglecting other duties crucial to your practice.

Four Routes to Law Firm Efficiency

Track All of Your Time, Not Just Billable Hours

As a lawyer, it can be tempting to only track the amount of time you spend working for clients. After all, this is where revenue comes from, and is arguably the most important part of the profession from a financial perspective.

While billable hours account for your profit, other time spent throughout the day can help illustrate where the rest of your efforts are spent. This can help lawyers gain a better understanding of your most productive periods of the workday, as well as where time could be better spent.

By understanding workflow on a granular level, lawyers can fine-tune their process to maximize revenue and learn their weaknesses.

Avoid Multitasking

Although it is sometimes impossible to avoid, multitasking is a less efficient way of getting results that you need. Blocking off time to perform a single task, as opposed to trying to accomplish multiple things at once, can help ensure that the most immediate and demanding jobs get done first. It also makes it easier to track your time performing certain tasks.

Alternative Legal Service Providers

Lawyers, particularly solo or private legal practices, must wear many hats throughout their career. Sales, marketing, management, secretarial work, and other fields all fall under the umbrella of the lawyer at some point or another.

With only so many hours in a day, how can a lawyer expect to fulfill all of these tasks? Hiring alternative legal service providers, or ALSPS, can often serve to rectify lost time. While these services incur expense, the amount of money saved by utilizing these services by netting higher volumes of billable hours eclipses the payment required.

A primary advantage to utilizing ALSPs is that they require no training and can scale with your business as needed. Smaller legal practices are often strapped for cash and time, and don’t have the resources required for recruiting and training employees. ALSPs offer a plug-and-play approach – their models adapt to your business.

For instance, consider virtual receptionists. Traditional avenues of hiring a receptionist require you to conduct interviews, find a candidate with proper experience, and train them into your business. This also requires paying them a salary and benefits, as well as carving out a work space for them to operate. This takes a great deal of time and money. Hiring virtual receptionist services from an ALSP, by contrast, makes this process considerably easier. Their messaging can be customized for your business, they can handle your onboarding pipeline even after regular business hours, and can even be temporarily turned off.

Contract paralegals serve a similar as-needed ancillary function. Smaller law firms often have to manage the ebb and flow of unpredictable workloads, and may not require a paralegal on staff full time. ALSP paralegal services allow for assistance as the need arises.

Solo and private legal practices often cannot manage their workload alone. Alternative legal service providers offer a range of services that can help lawyers focus on accruing billable hours first.

Sharing Information with Other Lawyers

While many lawyers operate small practices, they are never alone. Networking with lawyers can give you a sense of how they run their operations. This is made easier than ever when you’re working in the same office environment as them.

Amata Law Office Suites offers more than just office space for lawyers. We provide a community where lawyers can work side by side and access the expertise across a wide variety of specializations. More, we offer alternative legal services in-house. Virtual receptionists and contract paralegals are all a part of our services, making us the premiere legal office experience.

Are you looking to make your practice more efficient? Contact us today and learn more about our services.

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Is it Too Early to Find On-Demand Paralegal Services? Researching Your Options

On demand paralegal

When is the best time to find on-demand paralegal services? As anyone with crushing deadlines knows, you often know best when you need help after its already too late.

As a lawyer, you understand the flux of your business better than anyone else. Solo and private law firms can’t handle the same volume of cases that larger legal practices are able to leverage. While these types of firms typically exert greater control over their business, without the right help work can sometimes become overwhelming. This can lead to a feast-or-famine flow of business, particularly for more seasonal lawyers that specialize in fields like taxes.

As Louis Pasteur once said, fortune favors the prepared mind, and nowhere is that clearer than in the legal profession. The best time to learn what services are available to help supplement your workload is now.

When Do I Need On-Demand Paralegal Services?

On-demand paralegals, sometimes referred to as contract paralegals or freelance paralegals, are professionals who perform the same tasks as full-time paralegals but in shorter engagements. They operate best for law practices that need the assistance of a paralegal, but cannot afford the rates of hiring one on full-time.

For smaller law firms, this offers an incredible boon. The cost savings alone can help ensure that you net more billable hours – the paralegal’s work can be tracked and is billable in the same way your work is billable.

Additionally, on-demand paralegals can be easily scaled to meet your workflow. Their skills and professionalism have already been vetted by the alternative legal services provider they operate under. When you need them, they are merely a call away, and don’t require the same kind of training that hiring a full-time paralegal necessitates.

As a legal practitioner, only you know when you need a helping hand. The best time to start researching your options is now.

What to Look for in an Alternative Legal Services Provider

When you are researching options for on-demand paralegal services, consider the reputation and experience of an ALSP. What kind of training are they implementing? Are they undergoing the same continuous education that you as a lawyer require to be at the top of your field? ALSPs need to maintain the same level of focus

The benefit of going through an ALSP directly rather than individual freelancers is that their quality is vetted ahead of time. Their business is built on lawyers who are happy with their services, and their quality assurance is essential to their bottom line. ALSPs invest time and money into the people that they hire, so that when their services are called upon, they are delivering the best results.

A final consideration to make regarding an alternative legal service provider is their location. Some services like virtual receptionist services don’t require in-person interactions. Paralegals typically do. Law firms that are paperless can hire virtual paralegals from anywhere across the United States provided that they are educated on region-specific laws pertaining to your services. However, most law firms continue to use paper, requiring that on-demand paralegals remain within driving distance of your practice.

The Best Time to Find On-Demand Paralegal Services is Now

On-demand paralegal services can be extremely beneficial to businesses that have fluctuating workflows or those that can’t afford to hire paralegals full time. They are trained professionals that can quickly scale and execute to your business.

The problem facing most solo legal practitioners is knowing when they need help. Many lawyers forego contract paralegals thinking they can take on the workload themselves, at the cost of cutting into their bottom line.

Even if you don’t find that you need an on-demand paralegal at this particular moment, developing connections with alternative legal service providers can ensure that when the time comes, you can contract out work quickly and efficiently. In the legal profession, every minute counts.

Billable hours are the lifeblood of your business. On-demand paralegals can help ensure that your client needs are met in a timely manner, leading to better reviews, better referrals, and better business.

Amata Law Office Suites offers more than just a legal space for solo and partner practice law firms. It also offers services that matter to legal professionals, such as contract paralegals, virtual legal receptionist services, and more. Contact us today for more information about our services.

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Should Your Law Firm Strategy Include Alternative Legal Service Providers?

Alternative Legal Service Providers

A law firm strategy can help orient your business around your bottom line – and can even tell you when hiring alternative legal service providers is a viable strategy.

Lawyers operate in a stressful environment – the work they do is of the utmost importance to their clients. This work is measured by billable hours. As every lawyer knows, there is hardly enough time in the day to accomplish everything they need to do.

Orienting their goals with a law firm strategy can help ensure the success of solo and private legal practices. It can also open doors towards where time is wasted, and where money is best spent. As billable hours are the primary generator of revenue, alternative legal service providers like contract paralegals and virtual receptionists can help you put money back in your pocket.

When you’re developing your law firm strategy, should you include alternative legal service providers? We investigate the value of evaluating your strategy, and finding the places where you money is best spent.

What is a Law Firm Strategy?

While lawyers serve a vital function in our society, the models of solo and private practices demand that operators first consider themselves as a business. Revenue streams are the ultimate driver of success for a business – for lawyers, this means netting billable hours.

Solo and private legal practices, however, cannot rely on billable hours alone to drive revenue. If a lawyer spends their entire day focusing on a case, other things such as incoming leads that need to be qualified or ongoing education fall to the wayside.

A law firm strategy can help align your goals as a lawyer with your needs as a business.

In short, a law firm strategy includes various aspects that will help define your business and determine what parts you must grow to avoid a feast-or-famine cycle of operations.

  • As a business, legal practitioners need a clearly defined mission and values, a target demographic, and a record of past successes.
  • Set fair pricing models that are attractive to customers while meeting your bottom line.
  • Study trends that show to clients you are continuously educating yourself about changes in the law, and how this is incorporated into your business.
  • Develop key performance indicators (KPIs) to gauge the health of your legal practice.
  • Perform a competitor analysis to adjust model on a quarterly basis.

By developing a law firm strategy, you are ensuring that your business is not only attractive to clients, but you will also gain a greater perspective on the successes of your business. What do you need to change in order to keep up with the pace of your competition?

Should My Law Firm Strategy Include Alternative Legal Service Providers?

A large legal practice consists of multiple levels of employees – this includes ancillary services such as paralegals and secretaries that are able to keep the flow of business aligned with the current workload.

Solo and private legal practices may not have the same resources at hand to meet their daily tasks. For this reason, alternative legal service providers have become an attractive option for law firms on a tight budget.

Unlike in-house staff, ALSPs operate on an as-needed basis. Rather than paying a salary with benefits, this staff comes fully trained with customized messaging and specialization for your business. They can be billed hourly, by the minute, or even by the second.

Virtual Legal Receptionist

A virtual legal receptionist functions much in the way a receptionist operates in-house. They take incoming calls, help qualify prospective leads, and present you with the best options so that your time isn’t wasted.

By utilizing messaging specifically for your business, callers won’t know that you’ve hired a contract legal receptionist. Time spent qualifying leads can instead be spent on more pressing tasks that can be billed, putting more hours in your day.

Contract Paralegal

A contract paralegal is, much like any other paralegal, a specialist trained in on tasks that matter for your business. Unlike an in-house paralegal, you can hire them on as-needed.

When there aren’t enough hours in the day to keep up with clients, a contract paralegal can help keep your operations running smoothly. They are generally paid on an hourly basis.

When Building Your Law Firm Strategy, Consider Alternative Legal Service Providers

Alternative legal service providers can supplement your business model to keep operations running smoothly, particularly for solo and private legal firms that don’t have the budget to hire out a full team. Once you’ve determined that you need ALSPs, however, the challenge of finding a partner becomes paramount.

Amata Law Office Suites is more than just an office space – we provide ALSP services like contract paralegals and virtual legal receptionists in-house for the lawyers that call our buildings home. Small legal practices need all of the tools for success they can muster, and we can provide. Contact us for more information about our services.

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Choosing Virtual Paralegals vs. Freelance Paralegals

Freelance Paralegals

A virtual paralegal is a game-changer for a legal practice that needs a second set of hands, but can’t afford to hire a full-time paralegal on staff. For solo and private practice law firms, they offer an ideal solution to many of the problems that emerge on a day-to-day basis. But are they a better option than freelance paralegal services?

Contract paralegals offer many benefits to legal practices of all shapes and sizes. These include:

  • Increased billable hours
  • Can scale as needed to your workload
  • Handles the same work as a full-time paralegal
  • Doesn’t require training – plug and play
  • No benefits, insurance, or taxes

Virtual paralegals differ from contract paralegals in that they are, by their very name, virtual. This can be a benefit or a burden to law firms. For legal practices that work remotely, or find themselves travelling often, a virtual paralegal can be as flexible as your practice, performing duties no matter where your job takes you. For those who work best in brick-and-mortar settings, freelance paralegals can be a better choice.

Should I choose a virtual paralegal or a freelance paralegal? Before making a decision, it is important to ask yourself basic questions about the nature of your practice.

Do I Have a Lot of Paperwork?

One of the primary differentiators between hiring a virtual paralegal is that they choose where they work. Paperless law firms can benefit greatly from their services, as they don’t need to physically visit an office – it can all be handled from a computer.

However, many law firms – particularly those with legacy – depend on processing a great deal of paperwork. For these firms, virtual paralegals can only function in limited capacity. They cannot visit your office, and therefore cannot assist with these primary functions.

How does your legal practice operate? If some, or all, of your documents are stored in the cloud, a virtual paralegal can serve your business. If not, you may need to consider sourcing contract paralegals locally. Determine where your needs are served best, and base your decision around your workload rather than what is most convenient.

Does My Legal Field Require Extensive Knowledge of State Laws?

State and local laws vary dramatically from place to place. Being a paralegal is more than a jack of all trades – they must have implicit knowledge of how local laws will affect the handling of your case. A virtual paralegal can help assist with general tasks, but as they work from anywhere, they may be unfamiliar with specific information that is necessary to handle your tasks.

Hiring a full-time paralegal gives you confidence that they are well-equipped to handle the caseload you give them. While contract paralegal services can assign you staff that is suitable for your field, it is essential that they are familiar with state and local laws. Before hiring, ensure their familiarity with laws around your area.

A Virtual Paralegal Works for Some Firms – Most Benefit from Freelance Paralegals

As we enter the aftermath of the COVID-19 pandemic, lawyers that have been working from home find themselves re-entering the office. During this time, many brick-and-mortar paralegals found themselves working virtually, forced to adapt to new practices.

Your firm may have had to completely rewrite the playbook on how cases are managed. For offices that had gone paperless, the transition to working from home was significantly easier. Some firms had to adopt that model in order to survive.

With many Americans weighing the pros and cons of returning to the office, solo and private law firms have to make a decision that is right for their business. Virtual paralegals can provide immense benefits for those not ready to return. Before making this decision however, consider the value of in-office work. Do you need a paralegal to be physically present while you work?

Alternative Legal Service Providers (or ALSPs) can provide law firms like yours with the assistance that you need, when you need it. Hiring locally is generally more desirable, as their needs are more flexible around yours.

Amata Law Office Suites Offers Paralegal Services, and Much More

At Amata Law Office Suites, we are more than just an office space. At the core of our business, we are a leading provider of shared law office space for lawyers. We understand that providing leading office solutions for solo and private law firms also requires having tools at hand to solve common problems in the legal profession.

With features like contract paralegals and live legal receptionist services built into our model, lawyers at Amata have everything they need to generate more billable hours and meet the needs of clients. Instead of paying by the hour, our staff charges for actually time spent on work, ensuring that every dime is spent on your clients’ legal matters.

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Billable Hours: Less Distractions, More Time on Clients with ALSPs

Without the resources of larger law firms, solo and private legal practices struggle to put in billable hours – can ALSPs help?

According to a recent study published by Clio, only 29% of a lawyer’s workday is spent on billable time. In a typical 8-hour workday, that means less than two and a half hours are focused on client work.

Where does the rest of that time go? The brunt of a lawyer’s workday (nearly half) is spent on administrative tasks such as sending bills, continuing education, and office administration. The rest of the time is spent finding new clients.

These tasks are all crucial to the function of a legal practice. Yet it also isn’t the most efficient means of time spent. Lawyers depend on billable hours to keep their business running smoothly. How can this time be earned back?

Solo and legal practices need to consider every possible avenue to help ensure that their business is both functional and profitable. For practices of this size, hiring isn’t always an option – alternative legal services providers, or ALSPs, offer an attractive alternative.

Breaking Down Your Workday

To understand how ALSPs can benefit your workday, consider what tasks unrelated to billable hours are taking up the most of your time. While smaller practices have a degree of freedom unavailable to larger practices, it also requires you to think on your feet and wear many hats. Unfortunately, this also leads to interruptions and distractions.

A study at George Mason University concluded that distractions not only hinder our ability to complete tasks, but also affects the quality of the work that we do. Disconnecting from interruptions is no easy feat. While working on work for a client, a lawyer might find themselves having to take calls, answer emails, or other related tasks.

The obvious solution to this might seem to be hiring new employees that these tasks can be delegated towards. Yet this comes with two costs: time and money. Solo practices might not be able to afford hiring a full-time employee, even if they are in desperate need of a receptionist to process new clients or paralegals to take up that slack. More, time is needed to train them in on the work.

For this reason, many have turned to ALSPs to perform these tasks on a case-by-case basis. Paralegal service providers and live legal receptionists can help alleviate the workload of lawyers so they can focus on client needs first.

Fractional Delegation of Tasks

The needs of prospective and current clients are rarely uniform – more often, client needs come in feast or famine cycles. For the instances where prospective clients need to fill out documentation or paralegal services are required, in-house staff can provide a tremendous boon. In other cases, they might be idling or performing tasks that are outside of their expertise.

ALSP service providers come with all of the training that they need, without the burden of maintaining them on staff full-time, and can be billed as-needed rather than as salaried employees with benefits.

Paralegal Service Providers

Contract paralegals operate much in the same way that any paralegal operates, although their specialties might be more specific or specialized for various fields of law. They are typically billed on an hourly basis.

Before utilizing concierge paralegal services, consider how they will fit into your practice. Is a paralegal service provider optimized to your practice, or do they fit more specific niche roles? A conversation with a service provider should give you all of the information you need to make a sound decision.

Live Legal Receptionist Providers

Receptionists are the gateway between attorney-client legal relationships – as the first contact, it is vital that they are both efficient and professional. Virtual receptionist services can provide this even outside of typical business hours, as well as bilingual receptionists for lawyers whose clientele might vary.

While virtual receptionists for lawyers are often billed by the minute, our legal receptionist services are more precise: we charge by the second. With customized messaging for your practice, our receptionists function as a direct extension of your business.

More Billable Hours with ALSPS Equates to Greater Profit Margins

ALSPs offer a slew of benefits to solo and private legal practices – professionalism, scalability, cost-savings, and more. As a private legal practice, you need a trusted partner that can provide these services as your business evolves.

More than just an office space, Amata Law Office Suites provides these as part of our services targeted at our community. We operate on your time, helping you put time back in your pocket and accrue more billable hours. Contact us today to learn more about our legal support staff.

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Struggling to Start Your Own Law Firm? These Attorneys Share How an Important Legal Program Changed Their Careers

Start your own lawfirm

When Chicago attorney Kendra Spearman started law school at the Illinois Institute of Technology’s Chicago-Kent College of Law, she was passionate about civil rights and knew she wanted to be a solo practitioner one day. 

But upon graduation in 2016, she realized that she didn’t have the necessary resources to get her practice off the ground.

“I was lacking pretty much everything,” Spearman said, from marketing strategies to tips on client management and pricing services. “We don’t learn that part in law school.”

She heard about Chicago-Kent’s Solo & Small Practice Incubator, a program that offers mentorship and resources for recent graduates looking to build their solo or small partner firms. She applied and was accepted into the 2016-17 cohort.

Can Incubators Help Lawyers Start Their Own Law Firm?

According to the American Bar Association, more than 60 existing or planned legal incubators can be found in 33 states and four countries. These programs typically offer training in business basics, such as bookkeeping and marketing; mentoring from experienced attorneys; and free or discounted office space. The Chicago-Kent incubator is just one of two legal incubators in Illinois.

Through a collaboration, Spearman was offered a year of complementary office space with Chicago-Kent’s partner, Amata Law Office Suites — Chicago’s first legal community of more than 700 attorneys and Class-A downtown offices — and its premier legal support services. During that time, she made meaningful connections, including experts, who created her business cards and built her website free-of-charge.

“It’s been a tremendous experience and the highlight of my practice,” she said, adding how Amata’s legal support services allow her to be selective with cases. “I really don’t know where I would be without Amata and its partnership with Chicago-Kent.”

Once the yearlong incubator ended, Spearman permanently housed her firm, Spearman Law, LLC, at Amata. She also went on to establish the Justice Renewal Initiative, a program geared toward helping young men and women transition out of the criminal justice system. Amata CEO Ron Bockstahler now sits on the Board of Directors.

“I grew tired of watching young attorneys fail,” Bockstahler said of his decision to collaborate with the Chicago-Kent incubator. “Many new attorneys leave school with tons of student loan debt and have to compete with thousands of other graduates for jobs. I wanted to give them a leg up as well as an opportunity to gain experience and build a practice while avoiding many of the traditional pitfalls and stresses of the legal industry.”

Finding Help, Finding a Home

Like Spearman, business law attorney Jawad Fitter participated in the incubator last year and now operates his firm, Fitter Law, LLC, out of Amata. He took advantage of various opportunities through the incubator, such as Amata’s live receptionists and networking with fellow attorneys, and implemented a new approach to practicing law.

“It was a huge benefit to work with Amata while I was working on building my law firm and building my client base,” Fitter said.

The program also advised him on pricing structures for his firm’s services. Rather than charging prospective clients for each meeting, he instead offers a monthly billing structure and unlimited business consultations. He looks forward to watching Amata’s collaboration with the Chicago-Kent incubator grow in the coming years. He has even discussed mentoring others in the program.

“It’s a great opportunity,” he said. “The program really helped me focus and figure out what’s important for my firm.”

Struggling to get your solo or small partner practice off the ground? Call us or visit our website and take an online or in-person tour of one of our Class-A law firm office spaces. Join the Amata community and find out how we can help you launch your practice.

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