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The Need for a Virtual Office

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We Are A Full-Service Support Solution For Professionals

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With today’s rapidly evolving technology, it is increasingly common for businesses to embrace the virtual or work life. Virtual office users range from early stage start-ups looking to grow their presence without overextending their budgets, to established businesses that are gradually expanding. No matter your type of company, a virtual office can provide you with the amenities of a complete office and set you up for a success.

Benefits Of A Virtual Office

Leasing and maintaining an independent office for your business can become costly, depending on the stage of your business and its growth plan. Why strain yourself or your budget when a virtual office reduces overhead cost, increases flexibility for meeting and staffing needs, and provides access to class-A building services when needed. Here are a few benefits a virtual office can provide:

  • Virtual Phone Answering Service: A personalized call answering program promotes work productivity. This cost-effective program allows you to prioritize workflow while never missing an important business or client call. Amata provides a personalized call answering service for your business with an after-hours auto attendant and a designated number for call forwarding.
  • Phone Automation: Automation is an interactive voice response system that interacts with callers. It allows businesses to respond to customers promptly and in an organized manner. Once the appropriate information is given to the customer, a member from your team may reach out in a more personal response. This is a great service for small businesses when competing against larger businesses to create a personalized customer experience.
  • Virtual Access: Virtual access gives your business the opportunity to grow with access to a shared office space, coworking rooms, common areas, cafés, and conference rooms during standard office hours. Amata offers a virtual access package, which is perfect for people who work remotely, such as frequent business travelers andthose with a home-based office who require the professional appearance of a formal office.
  • Prestigious Business Address: A prestigious business address projects a professional image to your clients while you work from home. This is a great option for those whose business is not yet ready to rent an actual office space. Amata gives you the option to choose from one of six prestigious business addresses to impress your clients on paper. As an added bonus, mailing addresses also allow you access to common areas, cafés, and coworking rooms.
  • Conference Rooms: A virtual office gives you discounted access to conference rooms where you can conduct meetings or conference calls. Give your business a professional appearance and some of downtown Chicago’s best views when you have meetings with potential business partners or clients. Amata provides multiple conference rooms in every center. Book your room here.

Work Smarter Not Harder

As large corporations transition employees to remote work positions, the playing field is leveled a bit more for small market businesses and entrepreneurs. Now, both employees of large and small companies can enjoy greater work-life balance through the convenience of a virtual office. Reduce time and money wasted on daily commute. If your business is looking to conserve budget or gain an additional location without entering into a lease, a virtual office space is right for you.

See if a virtual office is right for your business. Contact Amata for information about the virtual office plan.

As your business weighs the importance of the image it projects through its office presentation and location, make sure you take charge of its online reputation. Continue read this helpful article for more insight: Take Control Of Your Online Reputation.

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Samurai Business Group: From Trusted Advisor to Trusted Asset

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Samurai Business Group: From Trusted Advisor to Trusted Asset

The founding partner of Samurai Business Group, Bob Lambert, gives an insight on how to transform a well-trusted advisor into a well- trusted asset.

What is a trusted advisor?

A trusted advisor is someone whom you trust that gives you valuable insight on a subject. The important word here is “trust” which poses two key components: character and competence.

How do you earn trust?

Trust is an important factor in a successful relationship. It is important to understand how your buyer evaluates whom they work with. Here are four basic criteria a buyer may use:

  1. Does your product/service overcome the pain of change?
  2. Do they believe your solution meets their compelling reasons to buy?
  3. Is your solution viable for them to implement?
  4. Does the buyer trust you and your company to deliver on your commitments and promises?

What is the role of a trusted asset?

Below, Samurai Business Group provides the key differences between a trusted advisor and trusted asset. In order to develop skills of a trusted asset, understand what your buyer values. However, more importantly, always put your client first while going beyond your professional opinion. The way one sees a trusted asset is the equivalent to a trusted friend.

Trusted Advisor vs. Trusted Asset

Source: Samurai Business Group

Apply the standard components of a trusted asset into your business practice today!

To learn more join us next week as Bob Lambert will be the guest speaker at Amata’s lunch & learn: Beyond Trusted Advisor – Becoming a Trusted Asset

Click to download Samurai’s Business Group Full Article

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The Power of Persuasion

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The Power of Persuasion

Amata recently hosted speaker Anne Smith, founder of Neuro Focused, at our Michigan Avenue location for the insightful lunch and learn event The Power of Persuasion. Anne explained how our brains are social and actually crave social connections, a fact that we can use to persuade others, particularly in our business communications. The trick is learning how people think when they are in social settings.

Key Tactics for Persuading People in a Group Setting

Mitigate People’s Bias

It is hard to recognize conformational biases within ourselves, but working in groups and communicating makes it easier to recognize these in others and mitigate. Once you know someone’s biases, you can use the tips below to work around them. Below you will find the most common biases people have and how you can mitigate them to create influence:

  • Similarity: People who feel as if they resemble another person and are better than others. A solution would be to find commonality between yourself and that person.
  • Expedience: A person feels and believes that if a certain belief or idea is right then it must be true. To overcome this, try to paint a complete picture to open up their thinking.
  • Experience: People who relate to your experience. Try presenting new perspectives through narration or visualization.
  • Distance: People tend to defer to those who are near them, rather than further away. To overcome this bias, try leading with a simple suggestion or invitation. You can also incorporate the solution for a similarity bias because finding a common ground will encourage them to overcome the distance.

Learn How People Visualize

People are more likely to update their belief when information is presented in graphic form. The brain is able to easily recognize pictures and interpret images before interpreting the text. Any time you can add graphics to your argument, do so to boost your persuasive power.

Make It Short

The human working memory is limited- so carefully explain important details you want others to retain and keep it short. Our brain can only focus on one concept at a time. Therefore, we best digest information in brief chunks- such as seven to eleven words in a sentence.

Now you know the three most important applications to use in a business communication, simply follow these three applications above to persuade your audience in the direction you choose.

Who Is Neuro Focused?

Anne Smith, is a certified professional coach who specializes in brain-based approaches to create a new way of thinking. This approach is a three-step process that includes reflection, insight, and action while learning about the brain. If you want to enhance your thinking and improve your communication with clients and key stakeholders, learn more about Neuro Focused.

Watch the full video of guest speaker Anne Smith: The Power of Persuasion.

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How To Grow Your Law Practice in 7 steps

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Attorney Michele Katz, Co-Founder of Advitam IP, in her corner suite at 150 S Wacker

Guest speaker, Steve Fretzin, advises Amata members on a multi-step approach to grow your law practice. It is important to implement a set goal as workload or day-to-day distractions arise. Keep in mind that a plan should push you towards your goal. Follow these simple tips below to keep your firm’s growth on track.

  1. Create a Marketing Plan
    First, think of the overarching goal you are trying to accomplish. Reference back to last year, were you able to follow through with your goals? If not, your objectives need to have a stronger strategy.
  2. Develop Strategies
    Focus on 2-4 strategies to grow your business that work best for your particular practice. Examples of strategies include networking, sending emails, development of strategic partnerships, and cross marketing.
  3. Develop Tactics
    For each strategy, develop 5-7 tactics to achieve those strategies. Tactics are methods to achieve your strategy and answer how to be effective, how to follow up, and how to execute. A tactic should answer who, what, where, when, and how.
  4. Create and Prioritize a Database
    Your contacts should be reflected in your database. Think of everyone you know. Now prioritize them based on their ability to help grow your practice. Can they be a potential client, or do they have an avenue of introducing you to potential clients? Group them by A, B, or C- those who are directly useful, those who might be a useful connection (these two lists will be used to execute your tactics), and those who will be of no use to grow your practice.
  5. Attend and Utilize Events
    Networking is your chance to grow from the bottom of the pyramid to the top. Be sure to research events before attending and not just attend the ones you hear about. Events that you should attend need to have your two targets: referral sources and actual clients. Don’t spin your wheels to attend events to keep active- that approach wastes time and money. Ask yourself where should I be and what types of events are good for my practice?
  6. Control Networking Meetings
    Attending an event is the initial approach, but how you work and follow through an event is crucial. To see if a person is a target you want to ask a few thought-out questions to understand if this is someone you can help or vice versa. If not, its time to excuse yourself and move on. You don’t want to waste your time or theirs.
  7. Improve Client Experience
    How do you plan to retain clients? All clients are not created equal and bring different values to your business. Simply break up your clients into categories for different approaches on how to retain them. Each approach may vary and be as simple as sending a newsletter, meeting once a quarter or calling to check-in. Keep in mind you are a lawyer but also a friend, so maintain a good relationship with each client. Lastly, don’t be afraid to ask your clients if they can help you by referring your business. Using the above steps to create strong relationships with your clients will help you feel more comfortable asking them for this favor.

These simple tips will help grow your law practice. Don’t forget in the midst of getting tied up with the little things it is important that your plan has a focus and clear direction. Don’t put off creating your plan. Start today to grow your business.

Steve Fretzin will be presenting What They Didn’t Teach You At Law School on March 21st at 180 N LaSalle, Suite 3700.

Watch the full video on How To Grow Your Law Practice In 7 Steps:

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Take Control of Your Reputation Online

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Take Control of Your Reputation Online

For most businesses, reputation is everything. Luckily with internet marketing, you have the ability to control how your business is portrayed online.  Online Reputation Management is a commonly overlooked marketing strategy that requires some pro-activeness, time, and patience. But once set-up correctly, you see how valuable and cost-effective this type of marketing strategy can be for your business.

Below you will find a few tips on how you can control your online presence:

  • Claim Your Identity
    Start by prioritizing which online directory platforms can be best optimized in your industry. Focus on a few platforms then work your way down a list as your business grows. Google, Yelp, and Bing are one of the most used directory sites and should be at the top of your list.Some believe that their business may be too small to attract anyone; however, as business starts grow, many visitors will want to validate a business’s reputation from major 3rd party (unbiased) sites. If you do not claim or optimize major directory listings, you could lose out on lead opportunities due to low reviews or a very common reason, lack of correct contact information. Do not miss out on this! Optimizing listings will take time and effort to set up at first, but once it’s set, you just let it sit and do its work!
  • Monitor Your Reviews
    A common question we get most often is what to do about negative reviews. It is important that you address any negative reviews that have been left on directory platforms immediately. Your reply should ideally resolve the issue in a non-defensive manner.It may be hard to recover from a negative review but you can confide in your loyal customers. Don’t be afraid to ask a customer who has verbally expressed positive feedback to post a positive review online- this can range from their expectations, satisfaction, atmosphere, customer service, and more. If the customer/client was genuinely satisfied, s/he will be more than happy to post a positive review for you and your business. Have your directory links conveniently saved at all times so you can share the link with your customer/client. As you continuously generate reviews, prospective customers will overlook the negative reviews in a glowing bundle of positive ones.
  • Maintain Your Reputation
    Today, anything we say or do can end up online- even if it was meant to be private. It is crucial that you focus on how you want to be portrayed on the web by living up to your reputation in-person and address when customers or clients did not get what they expected. Amata provides a directory service for attorneys to help local clients find them online. If you are an attorney and interested in listing your law practice on the aLawCenters.com directory, please be sure to contact us!

For more information on Online Reputation Management and Campaigns, contact Connections Marketing.

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What You Need to Know Before Leasing Commercial Real Estate

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When leasing commercial real estate, one of the biggest mistakes people make is committing to a lease without understanding the terms.

The most common types of lease agreements and terms include:

What You Need to Know Before Leasing Commercial Real Estate

Unlike residential real estate, commercial leases do not follow standard terms. Tenants are responsible for negotiating the terms of their lease agreements.

Tips to consider when negotiating a lease:

  • Protect your interests by hiring professionals. A commercial real estate broker can help negotiate your lease terms, including the addition of certain clauses like early-termination terms, sublease rules and assignability (transferring your lease to someone else). Have a real estate attorney review your lease before you sign it.
  • Understand costs and fees up front. Most leasing costs are calculated per square foot. However, depending on the type of lease you have, additional costs—like property taxes, insurance, utilities, trash collection and CAM costs for shared areas like courtyards and entryways—might be included.
  • Find out what amenities are included. Amenities can make a big difference in what location you choose to lease. Ask about basic amenities (like wiring for high-speed Internet, shared versus private bathrooms and central air) or unique bonuses (like fitness rooms, special partner discounts and security systems).
  • Negotiate the length of your lease. Landlords typically favor longer lease agreements, but shorter, 1- to 2-year leases with options to renew give tenants the flexibility to reevaluate how things are going financially after their leases are over. Consider your company’s future growth, and find out your options for expanding in that location.
  • Discuss signage rules. Ask what rules and options are in place for your business signage.
  • Know that you’ll likely have to sign a personal guarantee. Most landlords will do a personal finance check and require tenants to sign a personal guarantee, saying they are liable if the business isn’t able to pay the rent.

Amata Realty Group can help!

If you’re searching for a new space, expanding or renegotiating a contract, contact Amata Realty Group. Amata Realty Group uses its market expertise to match tenants with office spaces and services that meet their needs. Don’t hesitate to contact us when you need help!

Sources

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Cybersecurity for Attorneys

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Cyber security firewall interface protection concept. Businesswoman protecting herself from cyber attacks. Personal data security and banking

Today, cybersecurity is a large problem for small to midsize businesses- particularly law firms. Securing IT speaker, David Myers, presented to Amata members Cybersecurity for Law Practice. Although, it may be easy to over look cybersecurity threats, it is important to know the 5 Myths, Threats, and Things you can do for your law practice.

5 Myths

  • I’m Not a Target: No matter what size your business is never doubt that your business is immune because your data may be valuable.
  • I’ve Got Antivirus: I’m Good: An Antivirus alone is not enough- you need a layered defense form which includes an antivirus, antimalware, spam filtering, gateway antivirus, backup solution, and etc.
  • External Hackers are my Primary Hackers: Incorrect, your hackers can be anywhere including the office you work in.
  • Cybersecurity is an IT Issue: Incorrect, this is a business issue that can not be pushed off to the IT person.
  • I’m a Lawyer: You have to think of yourself as a business owner serving your clients. You possess valuable information and hold information making you likely to be a target.

5 Threats

  • Ransomware: A piece of malware that locks your data until you pay a ransom. Then your data will be unlocked; however, it is not guaranteed you will get your data back.
  • Phishing: A fraudulent practice to obtain personal information. Internet of Things Threats: The “other” technology that may seem small but a group of malicious hackers can use that to attack you without knowing.
  • Your Users: Be sure your users understand the risk when storing information or accessing information.
  • Regulatory Pains: As the government regulates cybersecurity, more policy and fine increase compliance will increase as well.

5 Things you can do

  • Know you Data/ Regulatory User: Understand the data that you are holding and what regulations apply to you.
  • Encrypt your Data: This is easy and FREE on modern operating systems. This essentially “scrambles” your data so others who get ahold of your information may not understand the encryption.
  • Cyber Liability Insurance: A new type of insurance policy, so be sure to do research and not by the first one you see!
  • Prepare and Practice your Incidence Response Plan: Using your data to practice a drill if incident 1, 2, 3… happened what plan of execution would be in place.

Now that you have learned the 5 myths, threats, and things you can do, you are now prepared to run your law practice with confidence. If you missed the presentation by David Myers be sure to watch the recording below.

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PARO: End-of-Year Checklist

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Now that we start a New Year it is important to reflect on our past year’s performance and set a plan for success in the years to come.

Below, please reference PARO‘s End-Of-Year checklist for small businesses. These 6 steps can help your business become successful in 2017:

  1. Review accounts receivable and payable
    Accounts Receivable: To ensure that your cash flow is accurate be sure that your accounts receivable is up to date. If a payment is owned collect ASAP, collect in the next year- but file as a cash or accrual basis, or write it off as a loss.Accounts Payable: Be sure to record your bills on a monthly basis. If you do have a system in place review your accounts payable to see if it is accurate.
  2. Review you inventory (if applicable)
    It is important to keep an accurate record of your inventory quarterly and if you can monthly is even better. This can help you plan in the next year so you know if you are holding too much or missing out if you are holding to little.
  3. Verify 1099 / W2 information and send out forms
    Accurately obtain the personal information from your vendors and contractors to send their 1990s and W-2 forms.
  4. Close your books and prepare for tax filing
    Before you reflect on 2016 your books must be closed. Your bookkeeper or accountant must reconcile your bank accounts, credit cards, and credit facilities. Finally, then can you can review your financial year of 2016 more accurately.
  5. Review your P&L Key Performance Indicators (KPIs)
    Review your key performance indicators by identifying 2 or 3 indicators that drive your business. Over the course of tracking these indicators you are able to see what areas are doing well. From there you can assess the low indicators to help improve your business.
  6. Create a budget for the new year
    Now that you have finally reviewed your financial statements you can plan on working on your businesses’ yearly budget. Since you have gained a financial insight you can budget accordingly.

Click to download PARO’s End-of-Year Checklist

Upcoming Events:

  • Stop by for PARO’s Lunch & Learn Event! January 18th at 12pm, 225 W. Washington , Floor 22.
  • See more upcoming events

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Amata Step Challenge Recap

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Amata Step Challenge Recap

This year, Amata had its first ever Step Challenge! We challenged all Amata members and staff to compete for 12 weeks to earn weekly titles and prizes, culminating in four overall champion categories and an overhaul on personal health. They didn’t disappoint.

Our #AmataStepChallenge began on February 15th, while New Year’s resolutions were still pushing us to blaze trails. We’ve been working hard for the past year and a half to provide a community focused on health and wellness, and we felt like a step challenge was the perfect motivator to help us all spring into health this year!

The sign-ups began, and challenge members were placed into categories depending on their current fitness status. The four categories were Beginner, Intermediate, and Advanced for solo competitors, and a Team category for groups of five individuals. Their challenge: to track their daily step count and compete for the most steps in their category. Steps were submitted weekly and every week, the person/team with the highest step count for that week in their category was awarded a motivating $20 gift card! At the end, the top three contestants in each category were awarded prizes.

During the 12 week challenge, we stuffed challenge members with knowledge and motivation! The road to health is full of distractions, so we shared weekly newsletters packed with health tips and tricks from some of our favorite sources to help keep us all on track. Here are some of our top health tips and tricks to help you prepare!

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12 weeks doesn’t sound very long until you’re living it! When you’re counting down the days, they seem to go much slower. But spending that time focusing on your health and well-being is the best way to pass the days. We are so proud of everyone who participated in the #AmataStepChallenge. Reaching or trying to reach the goal of 10,000 steps or more daily is a great way to improve overall health- and that comes straight from the experts, folks!

What we love the most is that so many people joined something that can be a springboard to other positive life choices. Focus on walking more steps today and perhaps tomorrow you’ll decide to choose the healthy snack rather than the unhealthy one. A small start is still a start nonetheless, and it is all that is needed to get somewhere.

And boy, did we get somewhere! We were blown away with the step counts that were coming in weekly form contestants! From advanced down to the beginner category, many people were hitting marks well above the daily recommended 10,000 steps.

The #AmataStepChallenge helped over 150 people get healthier and we’ve all had a great time doing it! Some people waged personal bets, others added it to their usual workout routine, and some used it to kick-start their new fitness regime. One of the overall winners of the challenge, Kel’ley Garner, a paralegal with Bennett and Bangser, LLC, made the most out of the 12 weeks:

Wow I can’t believe we made it since February!!! I feel so accomplished.  I lost a couple of pounds and spent some good time with good peeps and some positive life reflection time with myself walking.  This challenge was fun and I appreciate all the support you guys gave from the reminders to the motivational links about the benefits of taking care of ourselves, to the smiles and thumbs up at our efforts.  Amata is much more than just an office space, it is an environment that wants each member to have peace and balance.  The things you guys do for our health don’t go unnoticed.  So kudos to you all!!

Thanks Kel’ley! That is exactly what we hoped for ☺

In a few weeks, we will announce our #AmataStepChallenge winners! Will it be you? Subscribe to our weekly newsletters and find out.

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3 Tricks For Small Business Cash Management

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3 Tricks For Small Business Cash Management

Cash is king. Most beginning entrepreneurs think that growing revenues is the key to a successful business, but cash management will often save a struggling business despite the amount of revenue. Here are three ideal opportunities to create value for your company when you need it most.

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