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As the idea of the traditional office has been shattered by shared work spaces, any savvy attorney might ask whether lawyers sharing office space with non-lawyers is a sound strategy.

Shared work environments can provide tremendous value and are certainly cost-effective, but such workplaces don’t always provide the environment and resources that are needed for success in the legal profession.

Lawyers Sharing Office Space with Non-Lawyers

Coworking spaces have grown exponentially in popularity, and with good reason – affordable yet modern, filled with basic necessities and in great buildings with easy access to transport; they offer an attractive alternative to a traditional office.

They also provide more financial control. While most traditional office spaces require a lease from anywhere between 2-10 years, shared office spaces can charge by as short a term as a month. Versus long-term leases, the shared office setups offer flexibility and the chance to decrease space, add space, or even work virtually without ever changing your address.

Despite all these benefits, they aren’t always an ideal match for attorneys. Private practice law firms have more demands their spaces need to fill, like a professional work environment and like-minded peers.

Violations of Attorney-Client Privilege

Lawyers are not ethically prohibited from using a shared office space, but caution should be taken to maintain the independence of your law firm and ensure that attorney-client privilege is maintained. For general shared working spaces, this can be a challenge.

Live Answering

Consider a live answering service – if a receptionist is shared between unaffiliated businesses, they will need customized messaging specific to your law practice rather than a general greeting. Additionally, having one receptionist act on behalf of two lawyers who are not affiliated isn’t illegal, but associating them together in the same messaging is ethically dubious. Furthermore, it may come off as unprofessional to your clients.

Data & Document Retention Policies

The shared faxing services and copiers can also pose a problem. If the team receives electronic versions of documents, they need to be sure to have appropriate data policies that protect your firm and your clients. If you use a shared fax machine that doesn’t receive electronically, then you have to also look out as an incoming fax will be available for others to grab, even if it’s accidental, as it lays on the copier.

Some shared offices offer admin work for their clientele as well, and for a busy attorney this may be intriguing. Once again, however, they need to ensure the shared office space has document retention policies that they adhere to and that any work is behind secure storage drives.

With the tech and cybersecurity competence policies being adopted by many bar associations, attorneys need to pay extra attention that they protect their client data and are confident in their shared office space provider’s policies.

For attorneys, the shared space must be compliant with ABA Model Rule 1.6 – Confidentiality of Information; but few know that rule exists.

Culture & Environment Clashes

Startups, marketing firms, advertising spaces; everyone loves shared spaces which can lead to an exciting blend of businesses on a single floor. But the culture at any given business isn’t necessarily compatible with what we might consider a “traditional legal office” – as such, clients who meet with you in a typical shared office space may have doubts as to your professional decorum.

Your clients will be in the common areas when they come to visit, even if it’s just a short span of time while waiting and grabbing a coffee before meeting with you. It’s important that the culture on the floor matches the culture you want your firm to project.

Lawyers Sharing Office Space with Other Lawyers

As a solo or private practice law firm, it is important that you don’t join a shared office space for cost-effectiveness and sacrifice the other important parts of your firm—protection of client data and information, firm brand, and office environment.

At Amata Law Office Suites, lawyers are provided with all of the amenities that a larger law firm might have, with the affordability and flexibility of comparable shared office spaces. With attorney receptionist services, on-demand paralegals, data and document retention policies and internet compliant with ABA code [insert], all of the resources and ethical considerations that a lawyer needs for success are taken care of.

In turn, you’ll work on a floor with other lawyers with a shared mission: practicing law. By sharing an office with other lawyers, you’ll find an easy stream of referrals, as well as collaborative culture where lawyers can share their expertise and advice with others.

Amata Law Office Suites provides an ideal working environment for small and private legal practices. Contact us today for more information about our services.

On March 23, 2020, Chicago personal injury attorney Tim Rhatigan of Rhatigan Law Offices, LLC found himself like many other attorneys across the state: working from home. This marked the first working day of Illinois’ “stay-at-home” order, issued by Gov. J.B. Pritzker in an effort to flatten the curve of spiking COVID-19 cases.

Rhatigan doesn’t have a home office, so he set up a makeshift desk with his laptop and scanner in his bedroom. But he struggled to write a brief due to intermittent Wi-Fi. In another room, his wife tried to help their children with remote learning. Emotions quickly ran high. Before the morning was over, he decided that the only way to be productive was to return to the office.

“I was back in the office by lunch time,” Rhatigan said. “I didn’t even last half a day.”

Since last March, 84% of law firms had at least three-quarters of their attorneys working remotely, according to a Bloomberg Law survey. While some lawyers have successfully transitioned to at-home offices, a separate survey from design and architecture firm Gensler found that 74% of U.S. lawyers at large firms want to return and work from their physical offices for a majority of the week. The lawyers polled indicated that they miss face-to-face interaction and socializing with colleagues as well as scheduled client meetings. Nearly half also found it more difficult to avoid distractions at home.

But before attorneys rush back to work, even if only for a few days a week, they want office spaces to make specific safety adjustments. In addition to stricter policies preventing sick workers from coming into the office, 45% of attorneys want their offices cleaned more frequently and 38% want air purification systems added. More than 30% would also like to see provided hand sanitizer and touchless bathroom fixtures/doors.

While many of these safety measures are recommended by the Centers for Disease Control and Prevention and the Illinois Department of Public Health, air purification systems and touchless doors are expensive to install, and some firms in traditional commercial spaces simply wouldn’t be able to afford them.

“My business is contingent upon a case resolving, and there are no trials right now,” said Rhatigan, who has three full-time team members. “So, there’s an income hit because of the pandemic.”

But if attorneys return to work without safety adjustments in their offices, they risk exposing themselves, family members, coworkers and visitors to the virus. If someone gets sick, it could pose legal issues. One employment law attorney at an Am Law 200 firm told the Wall Street Journal that he has advised roughly 600 companies on COVID-19 questions. Of those considering reopening, one-quarter decided against it due to challenging legal requirements.

So, what’s the solution? Upgrading home Wi-Fi and working around family distractions for the foreseeable future? Moving physical files and equipment to a makeshift home office?

There’s a better option, and law firms are jumping onboard. Since 2018, Rhatigan has housed his firm at Amata Law Office Suites, Chicago’s first legal community of 700-plus attorneys operating out of seven Class-A downtown offices. Early in the pandemic, Amata CEO, Ron Bockstahler, recognized that attorneys wouldn’t want to completely abandon office space.

Amata quickly contacted O’Malley Construction Co. and invested hundreds of thousands of dollars to implement important safety measures, ensuring attorneys would feel as safe and comfortable as possible when returning to the office. Now, each location is equipped with glass sneeze shields, touchless entry doors and bathroom fixtures, directional signs, touchless temperature guns, sanitation stations and more.

“It’s been reassuring to see what Amata has done because it has taken every possible step,” Rhatigan said. “How quickly the team got it all in was remarkable.”

Along with building improvements, Amata scanned lawyers’ mail for 90 days and handled document preparations (free-of-charge) to encourage firms to make choices based on safety, not financial concerns. They even waived some related fees on items that needed to be shipped. Fellow Amata attorney Sarah LeRose of the Law Office of Leonard J. LeRose Jr., Ltd. found the complimentary mail services to be extremely helpful during the stay-at-home order.

“As a small firm, it’s an obvious issue if you don’t get your mail for months,” she said. “We all have bills to pay.”

LeRose returned to her office in late August and has been coming in a few times a week. She “absolutely” visits frequently because she feels safe with Amata’s installations. Both LeRose and Rhatigan have also noticed other Amata-based attorneys return to their offices over the past several months.

Although COVID-19 vaccines are being distributed, most Illinois residents won’t be able to get their shots for months. But in the meantime, Rhatigan thinks Amata has successfully created a safe culture.

“They always have a tenant-first approach, so they’re always asking if there’s anything they can do to help your practice or even you personally,” Rhatigan said. “Even these COVID-19 implementations … they were implemented not only to comply with CDC recommendations but definitely with us in mind. Amata does a terrific job of fostering a comfortable environment without compromise to safety or other resources. It is their commitment to the providing of these resources that puts its tenants in a position to succeed. I love it here.”

Don’t struggle with productivity and challenging work-from-home conditions any longer. Whenever you are ready to return to an office outside of your home, Amata prioritizes your safety and offers other services to help you focus on practicing law, including virtual offices, live reception and paralegal support.

Call us or visit our website and take an online or in-person tour of one of our seven Class-A law firm office spaces to learn how our COVID-19 safety measures will help keep you safe as you return to work.

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As Sarah LeRose studied to become a Chicago lawyer, she planned to work at the Cook County State’s Attorney’s office upon graduation. But once she started working as a law clerk at her father’s boutique probate law firm, that plan shifted. She quickly fell in love with probate law and joined his team as an associate attorney after passing the Illinois bar exam in 2014.

“It’s funny because it was an area of law I never thought I would practice in,” Sarah said. “It definitely wasn’t planned.”

Sarah, her father, Leonard, and longtime legal assistant, Cindy, are the forces behind the Law Office of Leonard J. LeRose Jr., Ltd. For the past two years, they chose to office at Amata Law Office Suites, Chicago’s first legal community of more than 700 attorneys and seven Class-A downtown offices.

Leonard has practiced probate law in the Chicago area for more than 35 years, specializing in decedent’s estates, guardianships and estate cases for minors. Sarah focuses on contested guardianships as well as estate litigation and administration. Both Sarah and Leonard serve older clients, minors and those with mental or developmental disabilities, an aspect of the work they find most appealing.

“You’re taking some of the most vulnerable people … who can’t really defend themselves,” Sarah said. “It’s nice to be their voice because they may not have one or know what’s going on.”

Since joining the firm, Sarah has been elected to the Illinois State Bar Association Assembly, the “supreme policy-making body of the Association,” and the Illinois State Bar Association Board of Governors for Cook County. She was also named an emerging lawyer by Law Bulletin Media, an accolade reportedly given to fewer than 2% of Illinois lawyers who are under 40 years of age or have been practicing for 10 years or fewer. But Sarah’s most meaningful achievements are the times when she and her dad have returned property to older individuals who have been financially exploited.

“Any time when we can correct something that’s been really wronged for somebody, that’s always pretty rewarding,” she said.

The U.S. Census Bureau estimates that 90% of American businesses are family-owned or controlled. While running a law firm with family members can be enjoyable, various factors, such as the inability to separate work and personal life, can put a strain on family dynamics. Experts cite communication as a top tip for running a successful family business, which is a strength for Sarah and Leonard.

As a father-daughter team, they spend plenty of time together. Before the COVID-19 pandemic surged, they made daily joint court appearances. Now, they call to confer with each other at least 10 times per day.

“We get along really well,” Sarah said. “Even on the bad days, we can speak honestly and still be okay by the end of the day.”

When things get hectic, Amata’s amenities help their relationship run even smoother. The on-demand live receptionists and experienced paralegal team compliment longtime assistant Cindy’s work of answering phones, scanning documents and more. The fact that their Class-A downtown office is just steps away from the Circuit Court of Cook County is an “amazing” convenience too. Before Amata, their firm was located in the south suburbs, creating a daily, hour-long commute to court.

Amata allows attorneys to easily upgrade or downgrade office space as needed. Sarah and Leonard chose offices down the hall from each other, making it convenient to discuss something by simply walking over. For Sarah, it’s truly a “collaborative environment.”

Don’t let work-related stress ruin family relationships. Amata strives to eliminate lawyers’ daily stress so you can spend more time with family and practicing law. Call us or visit our website and take an online or in-person tour of one of our seven Class-A law firm office spaces to learn how our legal support and live reception services allow your business to run smoother and help keep your relationships intact.

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Between running your partner or solo practice from your home and leasing individual commercial space, there’s an attractive middle ground: renting shared office space for attorneys.

Attorneys who have been working from home have seen the perks as well as the drawbacks. It is extremely convenient to walk from your bed to your home office but doesn’t provide any of the benefits of having an office. Conversely, partner and solo practices that rent out traditional office space find that their offices lack the amenities of a full firm, such as stocked cafes, top technology, receptionists, and paralegals. If they want these items, they have to take on the overhead and manage them themselves.

The concept of sharing office space among solo attorneys and partner practice firms has been around for many years, but is it the right decision for your law practice? In this blog, we give three benefits of why shared office space for lawyers works well.

3 Ways Shared Office Space for Attorneys Helps Solo Practices

Expanding your Expertise

Lawyers often require a network of trusted peers in other complementary practices to assist their clients.

A shared office space for attorneys helps lawyers access a wide network of legal expertise. Connections can be fostered across specialties, and firms can recruit assistance from another lawyer with specific knowledge for an existing case, or even just advice over a cup of coffee.

Additionally, some spaces (like Amata) staff legal professionals such as legal admins, law clerks, and paralegals. These professionals are knowledgeable in the micro-details of legal work and can help lawyers get their paperwork processed, go through e-discovery, medical record retrieval, research and more at a faster speed.

Less Money for More Services

Traditional commercial leases crush budgets. When you rent a conventional office space, you have to spend a lot of money on rent and taxes. Furthermore, many direct-to-landlord arrangements require a five-year lease agreement with a large down payment. The firm takes on a large overhead and has no flexibility once the contract is signed. In the pandemic especially, many firms and lawyers are discovering just how time-consuming negotiations with a landlord can be, and how little they receive for their efforts.

A shared office space offers many amenities that help attorneys and law firms save on expenses. For example, a solo attorney may not easily swing the costs and management time related to having office equipment, internet, support staff, and a telephone service. However, in shared office space, many of these amenities are part of the package, helping attorneys save money and time.

Amata offers a range of services paid on a fixed or per-use basis, to help meet your law firm’s individual needs. From on-site paralegal assistance, mail services, and live legal reception to a full virtual office with conference rooms and private office space, which can be rented out as needed, a shared office space adapts to an attorney’s unique requirements.

Building Out Your Book of Business

How is shared space different from conventional commercial arrangements? In short: new business is right next door. Practicing law is a profession, and many attorneys take pride in assisting their clients through every legal aspect, even if it’s as simple as giving them a reference for another attorney or firm.

When another lawyer meets you because they office down the hall, they get to know you, and you them. The usual time and energy – spent after hours in social clubs, bar associations, networking groups etc. – is no longer essential to finding and building a referral network. Shared office spaces allow attorneys across practice areas to office next door to one another, develop relationships while making a cup of coffee, and many even provide online communities for virtual networking (Amata has the Amata Community and Member Directory site, for example).

Being part of a powerful referral network, which can be tapped into for new business, is how attorneys can become rainmakers. Shared office space makes this easier than ever.

Amata Law Office Suites: A leading shared office space provider for private practice attorneys

Exclusively catering to the shared-workspace requirements of solo attorneys in Chicago, Amata Law Office Suites offers private office space to lawyers looking for more adaptive solutions than working from home or leasing expensive traditional office space. Our shared  law office space comes with all the amenities and services required for supporting lawyers, at a price that won’t break the bank.

With seven premium shared office spaces in Class A buildings across Chicago, our law office space includes both unfurnished and furnished offices, as well as virtual law office programs with professional reception and business address services. Our shared offices are available on flexible leases that can be scaled up and down depending on an attorney’s requirements. Additionally, our members have access to all the necessities, including on-site legal staff—admins, paralegals, and notaries—and other essentials such as top of the line printers, a varied selection of coffees and teas, and café and lounge space.

Our shared office space for attorneys has already helped solo and partner practice lawyers become part of an extensive community of more than 700 attorneys. Schedule your next visit to one of our shared law offices today and take a confident step toward establishing and growing your Chicago legal practice.

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