Achieving Sustainable Growth as a Law Firm Owner

August 12, 2026April 3, 2024 by Amata Law Offices

Can you grow your business revenue without working longer hours?

That is arguably the biggest question law firm owners wake up with. The rush, the all-nighters, and the relentless pace that got them through law school and built their successful career is no longer serving their desire to scale sustainably.

As the author Margaret Bonnano said, “Being rich is having money; being wealthy is having time.” Most business owners desire not only financial success but also freedom over their calendar, location, and the type of clients they work with.

The question is, how can do this practically? If working longer hours is not the solution, how can law firm owners grow their practices while achieving a healthier work/life balance?

This is where the Utilization Rate Formula comes in.

The Utilization Rate Formula

At a law firm, the traditional thinking is that to generate greater profits you either bill more hours or increase your hourly billable rate, an approach that can go against the best interest of the client.

Instead, here are Amata we use the Utilization Rate Formula to calculate what needs to happen to drive down expenses, produce more work, and increase your profitability.

This formula allows us to achieve leveraged and scalable growth without hurting profitability or the client experience. The key is utilization – only paying for time that is billable to your clients, eliminating all under-utilized time and expenses.

Using the Utilization Rate Formula, you would divide the number of billable hours by the total number of available hours (x100). So, if a paralegal on your staff billed for 32 hours from a 40-hour week, they would have a utilization rate of 80%. This means you need to pay for the under-utilized time, in this example 8 hours, from your profits.

By employing the on-demand paralegal team at Amata, you are only paying for the time they do billable work for you. So, in the example above, you would only pay for 32 hours that you are able to pass along to your client, saving 8 hours that you won’t have to pay for. By delegating and using leverage in this way, you are able to scale your business and profits without placing constraints on your time.

The New Growth Model for Law Firm Owners

After working with more than 600 law firms and professional services companies, we created a unique model that helps you build a thriving company that supports your life — instead of taking away from it.

We do this by protecting your bottom line first. The fast-changing markets of today require service businesses to stay lean and flexible so they can respond to the fluctuating demand of clients. In months when this client demand is high, Amata can expand your offices and provide flexible staffing to meet your growth. In months of contraction, we can reduce your office space without penalizing you for it (like most office and staffing companies do).

And when it comes to office space, you continue to enjoy the full benefits of a traditional office, with the added benefit of being able to add or remove office space as you need it. Considering that office space and staffing are the two greatest expenses for most law firms and professional firms poised for growth, this means a huge pressure is taken off your back.

You can grow at your own pace, save hundreds of thousands of dollars annually, and stay at the forefront of innovation.

Another reason our model is so powerful is that top talent today requires more than a lavish office. They expect reasonable hours, easy-to-access offices, and the freedom to thrive in their personal lives just as much as they do in their careers. We help law firms and professional service firms create an environment that attracts these top performers while staying lean in their operations.

Our role is to help you practice your profession on your own terms. So whether you are working remotely, on-site, or a combination of both, we have solutions for you.

For example, our flexible staffing options allow firms to work with the same staff every day but only pay for the time they actually use. This may mean 5 hours/month for a senior paralegal, 56 minutes/month for a receptionist, and 10 hours/month for an assistant.

By eliminating unnecessary spending (e.g., an 800-square-foot library in the middle of the office), we allow clients to invest in tech, team, and client relationships that will take their business to the next level.

From 7-Day Work Weeks to Exploring America

Amata was born out of a deeply personal pain. Ron Bockstahler, our founder, was a declared workaholic. For decades, he didn’t take two days off in a row until he realized that you should treat your personal life the same way you treat your career. This means having clear and inspiring personal goals and committing to achieve them.

Looking for exploration and to break the patterns of tradition, Ron went on an 8-year RV adventure with his wife across all 50 States in America and 9 Canadian provinces. Surprisingly, his business continued to soar, and he was earning more while living life to the fullest.

Today, Ron competes in Ironman races and is a father of 6 children:

https://www.youtube.com/watch?v=LkiKO9bqqq4

Amata began by managing the backend operations for lawyers, including tasks like litigation copy work and small print jobs. From the beginning, our primary focus has been putting our clients first, doing whatever it takes to create an environment where you can thrive both professionally and personally.

We believe that growing a business without enjoying life is not worth it. That is why we offer innovative solutions that allow you to keep expanding your firm while protecting your profitability, client experience, and work/life balance.

Contact our team and explore how our unique model can help you achieve sustainable growth.

Discover our legal support staff for lawyers in Chicago.

The Fastest Way to Access Qualifying Witnesses for Your Notary Procedures

August 24, 2026March 27, 2024 by Amata Law Offices

Can you grow a law firm remotely? This is exactly what one of our clients did. He continued growing his practice in Atlanta, virtually from Chicago:

“[Amata’s on-staff notary] is a huge, huge convenience for me,” says Michael Milliman, a Michigan attorney who has a satellite office in Chicago through Amata.

When clients call, they don’t necessarily know that Michael is located in Chicago or frequently traveling, which he attributes to the professionalism of Amata’s receptionists. This is one example of how our legal support and live reception services can help you practice law on your own terms.

We Run The Office, You Run Your Practice

Notary services are a must for lawyers. The problem is that authenticating documents, certifying copies, and maintaining records are all time-consuming activities that do not add directly to your bottom line or energize most lawyers. So, following Amata’s philosophy of delegating as a way to grow your practice while enjoying life, we believe in most cases notary-related tasks should be delegated.

One example of this is finding qualifying witnesses. As you probably know, the law requires that you have two witnesses when signing legal documents, and they cannot be connected to the business. Their presence adds an extra layer of credibility to the procedure, confirming that signatories are acting willingly and without coercion.

However finding, scheduling, and coordinating these witnesses can be a time-consuming activity, especially with growing law firms that deal with a large number of contracts, affidavits, wills, and power of attorney. That is why Amata provides you with these witnesses, and can also act as the notary.

With Amata, you get on-demand notary services and qualifying witnesses. With Amata’s notary services, lawyers can quickly access a qualified professional to verify signatures, administer oaths, and certify document copies—all right in their office space. This allows them to focus on the most important parts of the case, like getting the parties to agree.

We are the only office space provider in Chicago who equips their locations with legal admins, certified paralegals, notary services, and more. Our expert legal staff charges by the minute, not the hour, so you only pay for help as needed. By having witnesses readily available within the office environment, lawyers can eliminate the need to coordinate external witnesses and avoid the risk of delays.

These witnesses are not only qualified but also familiar with the specific requirements and protocols involved in witnessing legal documents. This familiarity ensures that the witnessing process adheres to all legal standards and regulations, providing an added layer of confidence in the authenticity of the signatures.

Beyond the time-saving benefits, Amata’s comprehensive notary and witness services contribute to a more secure and controlled legal environment. In-house services reduce the reliance on external parties, minimizing the potential for errors or complications that may arise when dealing with unfamiliar notaries and witnesses. This enhances the overall reliability of legal documentation and reduces the likelihood of disputes or challenges.

“Amata makes the transition from large law firm to solo practitioner virtually effortless. Secretarial and paralegal services are available at competitive rates on an ‘as needed, pay-as-you-go’ basis which is ideal for the solo practitioner or small law firm.”

Paula Kaplan Berger. BERGER LAW, LLC

The Fastest Way to Access Qualifying Witnesses for Your Notary Procedures

Having readily available witnesses and notary services is a game-changer for legal professionals. Every moment saved in admin procedures can be redirected towards billable hours, business-building tasks, and life-enjoyment activities. Lawyers get to focus on their core responsibilities, meet tight deadlines, and serve their clients more efficiently — while ensuring their notarization and witnessing processes are seamless, secure, and compliant with legal standards.

Reap the benefit of having on-demand support from legal staff you know and trust. Our law office spaces include readily available qualifying witnesses, centralized notary services, and much more. Contact our team to learn more.

Discover our legal support staff for lawyers in Chicago.

3 Good Reasons Why People Come to the Office

August 24, 2026March 20, 2024 by Amata Law Offices

The law industry, like many others, has seen a shift. Over 44% of law firms allowed some form of remote working in 2021, and the trend has increased. However, most law firms haven’t transitioned into full remote work, and for a good reason.

Recent studies have found solid reasons why people continue to go to the office. These reasons are timeless, which suggests that there will always be a need for a physical workplace environment where employees can interact and align their collective efforts.

Why do people come to the office?

A study made by Kadence, a technology company in the UK, found that even when companies implemented a “come as you want” policy, employees decided to go to the office. Most people wanted to skip Fridays and some Mondays, but most people would willingly go on Tuesdays, Wednesdays, and Thursdays.

Chart from Kandence.co

So why do employees continue going to the office, even when it’s not required by their bosses? There are 3 good (and timeless) reasons we have found.

Reason #1: Camaraderie

A recent article in Harvard Business Review stated “To Get People Back in the Office, Make It Social.” After the pandemic forced many law firms to shut down their offices, people required a compelling reason to go back to the office beyond company expectations. So, when employees were asked what would motivate them to come into the office, almost everyone agreed: To socialize.

Socializing is much more than having coffee (which we love, by the way). Humans are social creatures that require connection and interaction to feel engaged, motivated, and do our best work. The workplace is a breeding ground for new friendships and meaningful relationships, which becomes a support system that empowers workers to tackle new challenges.

At Amata, we organize frequent networking events where you get to meet professionals from other industries, from accountants to financial advisors, marketing professionals, and HR firms. This can lead to new clients, referrals, joint ventures, and friendships. We also organize monthly meetings where you can expand your network and business opportunities.

Camaraderie also goes beyond colleagues and employees. In the legal profession, there is also an important link that is created between lawyers and clients. This connection is harder to develop without face-to-face interactions, where we can pick up thousands of unconscious patterns in one another and conclude whether someone is trustworthy or not.

Work is not only something people do, it is a place where they go. And the reason why they go to this place is not just the facilities, it is unplanned and meaningful interactions with other people.

This was confirmed by Harvard’s Business Review article, which found the following stats:

85% of employees would be motivated to go into the office to rebuild team bonds.
84% of employees would be motivated to go into the office if they could socialize with coworkers.
74% of employees would go to the office more frequently if they knew their “work friends” were there.
73% of employees would go to the office more frequently if they knew their direct team members would be there.

In sum, people care about people, and social interactions go beyond “entertaining” employees: It is a crucial factor for energizing, fulfilling, and motivating them to do their best work. It creates a sense of belonging that is hard to replicate online.

Reason #2: Focus

Humans have always built dedicated spaces for their activities. We have a place to exercise, a place to eat, and a place to work. Thus, it doesn’t come as a surprise that employees continue going to the office because they want a dedicated space where they can focus and get their work done efficiently.

In a research done by Gensler, 2,000 U.S. office employees said the top reason they come to the office is “to focus on my work.” Many employees are not equipped to work efficiently at home, and they prefer to commute somewhere without distractions.

At Amata offices, workstations are strategically placed to make sure you have easy access to your team, while having your own quiet and confidential environment. Walking down the aisle you will find cabinets with easy-to-retrieve documents. Sanitation stations and bathrooms are also found throughout the facilities.

In sum, we create an environment where you can both deepen your relationships and do your best work. Click here to learn how we do it.

Reason #3: Innovation

The American author Jane Jacobs describes in her book “The Death and Life of Great American Cities” how people require proximity to thrive. The workplace is a hub for connection, collaboration, and innovation. It is a place where the best ideas can flourish, and teamwork can make them real.

There is a reason why the world’s biggest tech companies have grown out of Silicon Valley, or that Florence was a hub of art in the Renaissance. When people with similar interests and complementary skills get together, accelerated growth occurs. And since innovation has been a key component of Amata’s success, we have optimized our offices to foster that innovation.

With Amata growing a business doesn’t have to be lonely. Our physical offices are designed to promote your very best work, where collaboration and innovation can flourish. With a combination of private offices, strategically placed workstations and networking events, law firms and professional service firms can focus on client service while everything is taken care of for them.

By becoming a member of Amata’s professional community, you gain access to a thriving network of over 800 diverse professionals, opening doors to new partnerships, innovation, and business opportunities.

You’ll also unlock all-around support services that grow as you do, including flexible workspace solutions, on-site support staff, and professional conference rooms.

Join Amata today and access “all-in-one” offices that promote camaraderie, focused work, and innovation. You’ll unlock the thriving network, professional offices, and on-demand staff to propel your business to the next level.

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The New Hybrid Office Model for Law Firms Is Here to Stay

August 24, 2026March 13, 2024 by Amata Law Offices

“In January 2018, Hanson Bridgett’s law firm San Francisco headquarters occupied three floors at 425 Market Street. The lease on that space cost the firm $1.6 million per floor per year.”

This story from the Harvard Business Review represents a big hurdle law firms face. In the last few years, rents have gone significantly up, making law firm owners wonder if it would make more sense financially to free up the budget and go fully remote.

But that was not the solution either, as many law firms found. For example, big law firms in the UK started reverting to full-time office attendance, reporting a significant drop in productivity, client rapport, networking, and even employees’ mental health with remote work. One of these firms, Winn Solicitors, also reported, “Not everyone liked the decision to head back into the office, so we lost a few senior lawyers as the majority of other law firms in the North East do offer hybrid working.”

There is also a clear generational divide. The 2022 Practice Forward Report by The American Bar Association found that 44% of lawyers practicing 10 years or less were more likely to leave their current job for one that offers a greater ability to work remotely. At the other end of the age spectrum, only 13% of those practicing over 40 years would leave their place of employment for the greater ability to work remotely.

More than three years after the COVID-19 pandemic started, the way lawyers work is changing forever, and people want options. There is not one generalized consensus about how remote work affects lawyers’ productivity and satisfaction. While some studies find that working from home increases productivity, other studies find that having no boundaries between work and life actually reduces productivity. While some studies find that workers feel more motivated working from home, other studies find that people’s mental health suffers when they stop those daily and spontaneous interactions with teammates and clients.

The Hybrid Model Is Here to Stay

Collier’s North America Law Firm Advisory Group Spotlight Report found that, in 2023, only one out of every five attorneys will return to the office full-time. The other 80% will embrace the hybrid model. Some lawyers will share offices with others, rotating office time with work-from-home time. Others will work mainly from home, attending the office only when they need it.

Not everyone is fully equipped to work from home. Some get distracted by their kids, are not so versed in digital technologies, and struggle with back pain, trying to work at the end of their beds.

Lawyers, unlike other staff, often have face-to-face client interactions and court appearances that require their physical presence in the office. Some functions like litigation support, document filing, and client meetings are also better fit for on-site collaboration. There is also the factor of perception: According to data from AM Law 25 firm McDermott Will & Emery, lawyers who come into the office more frequently tend to be viewed as “high performers” who take advantage of career development opportunities, soaking up opportunities to engage and connect with senior partners.

How the Hybrid Model Works in Practice

Here are some examples of law firms that have embraced the hybrid model, and what they are doing to make the transition smoothly:

Law firm Knights and Signature Litigation encourage their staff to attend the office five days per week, but allow employees to determine how much is needed. The rules are more flexible for people who need to commute long hours. “We trust our people to be where they need to be and do not prescribe rules about set times,” said CEO David Beech.
Law firm Vinson & Elkins announced a four-day in-office schedule, allowing their staff to work remotely on either Monday or Friday. Other law firms have found that their sweet spot is three days.
According to research conducted by Legal IT Insider in association with Philips, the most popular hybrid model is working more than half the week in the office (52% of respondents), with working less than half the week in the office (23%), and giving staff the option to choose their hours of working from home (23%).
Some law firms are more strict with office attendance with junior lawyers, so they can better learn from their peers. The same goes for new hires, regardless of their level of experience, so they can quickly integrate into the culture of the company.

Every law firm is unique and each team needs to experiment and see what works better for them.

Five Tips for Transitioning Into A Hybrid Work Arrangement

Here are five tips that can help any law firm transitioning into hybrid work to make it a success:

- - 1. 1. Maintain Robust Security Protocols. According to LawYaw, around 29% of law firms experienced security breaches during the shift to virtual work. Recommendations include using firm-provided IT equipment, implementing VPNs, password vaults, and offering training on recognizing phishing scams.
      2. Get the Team In Sync. With hybrid models, the entire team needs to communicate more closely. Consider regular check-ins with each employee, making time for work-life balance discussions during briefings, and providing virtual invitations for all meetings and events. Encouraging in-person attendees to engage virtually also prevents isolation of remote team members.
      3. Engagement Strategies. Combatting loneliness among remote workers is crucial for maintaining team mental health and morale. Virtual events, personal updates during team meetings, and dedicated instant message channels for office chit-chat are recommended. Fostering a culture that discourages an ‘us and them’ mentality between virtual and in-person staff is essential.
      4. Document Management. Firms are advised to utilize new tools to reassess their document management systems, especially if disruptions occurred during the pandemic. Ensuring remote accessibility to crucial legal documents is essential for a seamless workflow.
      5. Focus on Impact, Not Just Productivity. Working remotely, it is important to prioritize the quality of meetings over quantity. Focus on the outcomes of interactions to create a more productive environment.

Working at an office and working from home have unique advantages, so it is important to design policies that suit your firm’s and your employee’s specific needs. And while new challenges will arise from this new setting, staying flexible and adaptable will also create new opportunities for a more productive, cost-effective, and engaging environment for lawyers.

Amata has a unique “office-as-a-service” model that allows law firms to seamlessly transition into a hybrid model, without losing the support services and productive environment a traditional office provides Our flexible plans and scalable solutions ensure you protect your profitability, while having access to modern offices that meet your exact needs.

Contact us today to schedule a tour of our locations. Discover how we can support your growth, whether you choose to work remotely, on-site, or opt for a hybrid model.

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The Strategic Advantages of Downtown Chicago

August 24, 2026March 6, 2024 by Amata Law Offices

Chicago’s office building occupancy now sits at 55 percent, up from 13 percent at the height of the pandemic. This new data collected by Crain’s Chicago Business confirms a post-pandemic high in office building occupancy rates.

This is a nationwide trend. In Manhattan, the office occupancy rate “finally cracked 50% in recovery milestone”, this article from Crain explains. In fact, law firms signed more leases this year than ever before. The American Lawyer reported that law firm leasing activity through Q3 2023 nearly outpaced all of 2022 and, according to a recent report from brokerage firm Savills, a larger percentage of U.S. law firms expanded their office square footage in 2023 compared to last year.

“While other types of tenants are cutting space, the expansions this year show that law firms are saying that “office space continues to be very important,” said Tom Fulcher, chair of Savills’ legal tenant practice group;” this article on Reuters.com explained.

The legal industry continues to favor in-person work after the pandemic, and there is a growing sense of stability among law firm leaders that provides the confidence to invest in office space. This article will go deeper into one of the reasons why Amata clients continue to invest in office space – especially in downtown Chicago.

The Strategic Advantages of Downtown Chicago Office Spaces

Making strategic decisions about your office space can massively impact cash flow, talent attraction, and growth opportunities. Here are some of the reasons why Downtown Chicago emerges as an attractive choice with tangible value:

1. Economic Impact

Downtown Chicago serves as a major hub in the city’s economic landscape. According to a recent study, the central business district generates over $600 million annually in direct spending, and this economic activity can translate into increased opportunities for your firm, exposing you to more business and high-profile clientele.

2. Proximity to Legal Resources

Downtown Chicago is home to legal institutions like Courts, the City Clerk, and the Sheriff’s Offices. 60% of the city’s legal offices are also concentrated in this area. This creates a rich legal ecosystem, making it easier for small law firms to find talent and access court facilities and government offices.

3. Networking Opportunities

A study by the Chicago Chamber of Commerce found that over 80% of professional networking events in the city are hosted in the downtown area. For small law firm owners, an office in downtown is a centralized location to connect and do business, which facilitates valuable encounters with other legal professionals, potential clients, and business partners.

4. Cultural Amenities

The impact of cultural amenities on talent attraction is quantifiable. According to a survey by the National Association for Law Placement (NALP), 75% of legal professionals consider cultural amenities an essential factor when evaluating potential employers. Downtown Chicago’s vibrant cultural scene, with industry events and seasonal festivals like the Christkindlmarket (which attracts more than 1 million visitors each year), become another reason for small law firms to choose this location for office space.

5. Client Impressions

A recent survey conducted by Forbes Insights found that 75% of business executives believe a prestigious office location positively influences their perception of a company. An address in downtown Chicago not only impresses clients but also instills confidence and can potentially influence their hiring decisions.

6. Access to Top Talent

Chicago’s legal talent pool is vast and diverse. According to the American Bar Association (ABA), the city hosts over 45,000 active attorneys. Positioning your law firm in downtown Chicago attracts ambitious and highly driven professionals, with statistics showing that 65% of legal professionals prefer working in central locations for career opportunities and professional growth.

7. Convenient Transportation

Over 70% of the city’s transit lines converge in the central business district, making downtown Chicago a transportation hub. This means it will be easier for employees, clients, and partners to reach your office via public transportation (and spend less time in traffic!).

8. Brand Visibility

A study by the International Downtown Association found that businesses located in central districts experienced a 20% increase in foot traffic and a 15% boost in brand recognition. For small law firms seeking greater brand visibility, the impact of choosing a downtown location is quantifiable.

From economic impact to networking opportunities and talent attraction, choosing a downtown office can provide solo practitioners and small firm owners tangible benefits that impact their bottom line. And if you seek a more prestigious position in the competitive legal landscape of Chicago, this should be one of your top choices.

The question is, how can you access an office in downtown Chicago without being a big law firm yet? That is where our flexible and scalable office plans come in. Contact our team and we will tell you all about them.

Discover our offices for lawyers in Chicago.

Why Lawyers Need Sabbaticals

August 24, 2026February 28, 2024 by Amata Law Offices

Abu Fofanah, a 7 figure business owner, announced on his website:

📍On sabbatical

📌 I can’t promise anything, ask somebody else to do it

👨🏾‍💻 After years of working to pour into others— I’m walking away from millions in order to save myself.

While this may sound extreme, the reality is that burnout is a real problem that is increasingly affecting lawyers and remote professional service providers. According to the American Bar Association, 32% of lawyers experience symptoms of depression, and 23% struggle with anxiety. Also, a study by the recruitment agency Realm Recruit found that two-thirds of legal professionals have experienced burnout at least once throughout their careers.

“It’s a dangerous combination where people with ambitious personalities are working in an environment where clients demand so much and everything is urgent,” said Jan Dernestam, Co-Chair of the IBA Law Firm Management Committee.

As a leading voice on the importance of work-life balance, Amata is creating this article to help lawyers avoid burnout and stay fresh for their most rewarding work.

Why Lawyers Need Sabbaticals

There are certain things that just come with the territory. Lawyers often face heavy workloads and tight deadlines, leading to long working hours and high-pressure situations. The demands of handling numerous cases, managing client expectations, and meeting court deadlines contribute to chronic stress.

Dealing with legal cases can also take a significant emotional toll. Complex cases require critical decisions that can have profound consequences for clients. The weight of these responsibilities, combined with the potential for moral and ethical dilemmas, can all contribute to emotional exhaustion and burnout.

Lawyers may also find themselves in situations where they have limited control over their work environment, such as tight court schedules, unexpected case developments, or unpredictable client demands. The pressure to bill a certain number of hours can lead to overworking, sacrificing personal time, and neglecting self-care.

On top of that, the legal profession can be highly competitive, and lawyers may face uncertainty in their career paths. Clients often have high expectations and lawyers may feel compelled to meet unrealistic standards. This combination of unique factors can make lawyers more susceptible to burnout.

So when we say that lawyers need sabbaticals, we recognize taking 6 months off is likely not realistic for most lawyers. But there are three alternatives to stay fresh and enjoy a better work-life balance:

Strategy 1: Schedule Time Off (“Mini Sabbaticals”)

Mini sabbaticals are brief periods of time off, distinct from traditional vacations, that allow you to step away from the daily legal grind. These breaks, whether a long weekend or a few extra days sprinkled throughout the month, serve as a strategic investment in well-being, with positive impacts on both personal and professional life.

The key is to not wait for your schedule to be empty (something that will likely never happen), but to schedule your time off in advance. Even a few hours of rest can renew your focus and creativity, prevent burnout, and allow your best ideas to flourish.

And if you are worried about missing a call during your time off, that’s what our virtual assistants are here for.

Strategy 2: Delegate

Most professionals underestimate the time it takes them to check email, handle appointments, and return calls. These essential but time-consuming tasks can be delegated to a virtual legal assistant, which frees up your time to get new clients, win more cases, and run a profitable law firm.

With Amata’s “office-as-a-service” model, you can access on-demand (hourly) support services in the form of admin assistants, paralegals, receptionists, and business phone/phone app services that free your time to focus on billable hours and enjoying your life.

Strategy 3: Set Limits and Boundaries

Scheduling time off and delegating will get you a long way. But in the legal profession, where demands are incessant and the stakes are high, setting clear limits and boundaries is a must.

What is important to understand is that these boundaries not only safeguards your mental and physical well-being, but will they serve your clients and team in the long run. Having downtime is not selfish or a sign of weakness, but a key component of sustained high-performance.

This becomes even more important when working remotely. With constant connectivity, it’s crucial to set limits on after-hours emails and calls. Designate specific periods for uninterrupted focus or relaxation, and delineate reasonable working hours unless something truly urgent comes up.

Regular breaks are non-negotiable. Lawyers should make time for lunch, short walks, or moments of relaxation during the workday. These brief respites contribute to mental rejuvenation and prevent the cumulative stress that leads to burnout.

Working remotely is great but, without boundaries, it can also become unsustainable. By scheduling time off, delegating time-consuming activities that do not energize you (or directly add to your bottomline), and learning how to say no, you’ll create a healthier work/life balance and a more profitable law firm.

Contact us today and our team will guide you on how our flexible office plans and on-demand support staff can create a profitable law firm you never want to escape from.

Discover our legal support staff for lawyers in Chicago.

Law Firm Billing: How to Collect Payments in a Timely Manner

August 24, 2026February 14, 2024 by Amata Law Offices

Billing can be a huge pain point for lawyers. In the 2023 Trends Report by Clio, it was found that 14% of billable hours never get invoiced and, from those that get invoiced, 11% never get paid by clients. This means a significant portion of most law firms’ profits never reach their bank account.

How can you, as a solo practitioner or law firm owner change this? Read on to discover one actionable tip to get paid in full, on time.

Timing Is Essential

In his book How to Start & Build a Law Practice, author Jay G. Foonberg talks about an essential concept that impacts billing: The Gratitude Curve.

Essentially, in most people approach lawyers when they are in a desperate situation. If there is a fit and they become clients, their immediate sentiment is relief. They’re glad to have a lawyer by their side.

As time passes, the client’s perception of the value reaches its peak. They couldn’t be more grateful for having their lawyer. And then, depending on the nature of the case and the duration of the trial, the “gratitude curve” starts to fall down.

Image credits: Clio Legal Trends Report

The longer the case moves away from a significant milestone, the more a client will feel like they no longer need their lawyer. It is the same with doctors, accountants, advertising agencies, and most professional service providers. If there is not a frequent demonstration of value, clients start to feel like ‘this is just another bill to pay’ and that they can solve the problem on their own (or with cheaper assistance).

So is there a solution? Here 3 strategic moves to make the most out of Foonberg’s Gratitude Curve.

Strategy #1: Bill up front and at the points of maximum perceived value

Needless to say, a client is more likely to pay their bill and see it as an investment when their perception of value is high. This means that bills should be sent up front, as soon as an important milestone is reached, or just before the clients need their lawyer to make the next strategic move.

While this may be common sense, Clio’s study found that 15% of clients never received a bill from their lawyer, and 28% of bills are sent weeks or even months after the work is done, reducing their chances of getting paid.

The solution is to bill clients right when their perceived value is at its highest, and always invoice all billable hours.

Strategy #2: Constantly Overdeliver

There is a concept in customer experience called the “wow” moment. This is when you enter a hotel and see that they left free water or a welcome letter in your room. By integrating these “micro experiences” into your engagements, the perception of value not only increases but can be preserved much longer.

Strategy #3: Simple Payments

Most clients want to pay their lawyer. However, a large portion of law firms are still sending bills by mail, only accepting checks, and not setting clear deadlines.

A bill should be easy to pay. And it pays to do so. In Clio’s 2023 Trends Report, it was found that firms using online payments on average collect 50% of their bills within 7 days of issuing them, while those not using online payments get paid in 15 days or more. This is twice the time it takes for a law firm to receive new funds and be able to reinvest for growth or pay the owner.

At the end of the day, work doesn’t finish until the invoice is fully paid and received. By billing up in a timely manner, keeping the perception of value high, and making it easy for clients to pay their bills, law firms can avoid cash flow problems and get compensated for all their hard work.

If you are having trouble keeping up with invoices and billing clients in a timely manner, a virtual assistant can help. Amata’s administrative assistants are trained in the legal industry and can support in any of these areas:

Email Management
Payroll, Billing, and Accounting
Database Management
Document Conversion and Management
Appointment Reminders and Scheduling
Legal Correspondence and Transcription
Legal Research
Live Virtual Receptionist

Our flexible plans allow you to pay for only the hours that you need, so that keeping your firm’s operations running smoothly doesn’t come with unnecessary overhead costs.

Click here to discover how our Virtual Assistants can assist with billing (and a whole lot more!)

Discover our legal support staff for lawyers in Chicago.

The Real Cost of Not Having a Virtual Receptionist

August 24, 2026February 7, 2024 by Amata Law Offices

We recently heard from an attorney:

“I’m just looking for a job where I can maintain a relationship with my kid and have a bit of time each weekend to go fishing or something. I don’t need the level of grief from a 60-hour work week, just want to balance good pay with quality of life.”

We have seen this trend become more and more prevalent among new lawyers, who demand not only career advancement opportunities but a healthier work/life balance. But what about small law firm owners?

Most lawyers who went solo came from a corporate background, so they know what it’s like to put in 60 hours of work each week. The difference is that, when they start their own firm, they have to keep doing all the legal work PLUS the countless tasks of managing a business.

With time, having time to explore nature on the weekends or even go to your kid’s dance recital becomes a pipedream. Your days run fast, calling client after client, handling paperwork, going to court, and looking for new associates.

Despite wanting to offload some work and free your schedule for higher leverage activities (like serving top-tier clients and growing your firm), it’s normal to hesitate when making a full-time hire for your firm. After all, you started this business from scratch and do not want to dip profits to hire someone who may or may not work. What if you don’t have enough work to keep them occupied?

It is for all these reasons that Amata’s Virtual Receptionist service can have such a great impact on both your firm’s growth and quality of life.

Why Busy Lawyers Need Virtual Receptionists

There are many tasks beyond serving clients that are added to your schedule once you decide to run your own law firm:

– Managing new client intake
– Scheduling appointments
– Answering the phone during off hours (for emergencies)

And while big firms have assistants doing these tasks for lawyers, so they can focus on billable hours, most solo practitioners and small firm owners don’t have this luxury.

With so many tasks to do, how do you know what is the best and most productive use of your time?

You calculate your target hourly rate.

Here’s how that works:

Determine the revenue you desire to generate from your law firm each month.
Define the number of hours you plan to dedicate to your business each month.
Calculate your target hourly rate by dividing your desired revenue by your allotted hours.

So if you aim to earn $10,000 per month and plan to work 30 hours per week (equivalent to 120 hours per month), your target hourly rate should be $83.33.

Now, assuming that HALF your time is devoted to billable hours, that number should be $166 minimum. And if you want that $10,000 per month to be profit (not just revenue), it would have to be even higher.

This is why having a virtual receptionist is crucial. It allows you to delegate as many non-$166/hour tasks as possible, so you can focus on billable hours and growing your bottom line working the hours that you desire.

What is a virtual assistant and what do they do?

Let’s face it—no one became a lawyer to spend their time answering phones and filing stacks of paper.

Virtual assistants are remote professionals who specialize in all those essential but routine tasks like scheduling, document management, and phone answering. At Amata, our Virtual Assistants are trained in the legal industry, so they know how to manage urgent inquiries on your behalf and recognize when to filter a call.

Some of the tasks a virtual assistant can do on your behalf include:

Email Management
Payroll, Billing, and Accounting
Database Management
Document Conversion and Management
Phone Answering and New Client Intake
Appointment Reminders and Scheduling
Legal Correspondence and Transcription

Anything that must be done in the office that would otherwise take you or your attorneys off casework is best left to a virtual administrative assistant.

But if virtual assistants are so important, why do so many law firms wait to hire them? There are 4 reasons:

They don’t know they can delegate these things
They feel like nobody can be trusted
They are afraid hiring will cost them too much money
They genuinely enjoy doing administrative tasks

That is why we created a Virtual Assistant solution that fits your budget and consistent quality needs:

With Amata, you don’t have to hire an in-house legal assistant. Our vetted assistants work only for the hours that you require and act as an extension of your team. We train them to serve the specific needs of law firms, so you can confidently delegate to them.

Investing In Your First (Or Next) Virtual Assistant

As we have seen through this article, the real cost of not having a virtual receptionist is:

Losing precious time and focus from serving your clients.
Getting stuck in the weeds of daily management, phone answering, and office tasks
Not making the money that you want nor having the freedom that you started your law firm for.

But despite the high costs, we understand that investing in your first (or next) virtual assistant can be difficult. That is why all our virtual office clients receive a 30% discount when they use our attorney support services, which in many cases more than offsets the costs of the virtual office program.

So if you want a professional to enter billing, update social media posts, and return client calls for you, we can help. Contact us today to explore how Amata’s virtual assistants trained in the legal industry can save you time and focus.

Discover our legal support staff for lawyers in Chicago.

Practicing Law Without The Errands

August 24, 2026January 31, 2024 by Amata Law Offices

It’s 3:30 pm and you are in the middle of a client meeting. You know City Hall closes at 4:30 p.m., yet you still need to obtain certified copies for an important hearing tomorrow at 8 a.m. What are you going to do?

Running a solo or small law firm can be stressful. There are so many tasks that need to be done, and they need to be done well. The American Bar Association called missing any filing deadline ‘a lawyer’s worst nightmare’. So the question arises:

Should you delegate those small but important errands? And who can you trust to handle things like obtaining Apostille, filing police reports, and paying court fees?

That is one of the questions that prompted us to create our attorney support services packages. We recognized solo practitioners and small law firms needed administrative tasks to be done correctly and efficiently, because mistakes or delays could have serious legal consequences. So we built a team of professionals specialized in ensuring documents, filings, and other legal tasks.

Can You Afford To Delegate Your Daily Legal Errands?

While attorneys need their daily legal errands to be executed on time and with precision, they also face cash flow constraints. This means most of them are not in a position yet to hire a full-time paralegal who can offload their work and allow them to focus on their billable hours.

Will a new hire be worth the money lost to the firm? Will there be enough work to keep them occupied eight hours a day?

This is where Amata’s on-demand, specialized legal support can be your solution. Our paralegals bill hourly, so you can use them only during periods of intense workloads or on a more consistent basis. They provide you the flexibility and savings you’ve been looking for, so you can get more done and focus on your firm’s growth plus providing an exceptional service to clients.

By using paralegals on an as-needed basis, you can reduce your fixed payroll costs and only pay for services that can generally be billed back to your clients.

4 Benefits of Delegating for Lawyers

Most of our clients come to us for our office space-as-a-service plans. This flexible and scalable model allows you to add or drop office space in the middle of a lease, without penalties.

But once they start to also use on-demand legal support, they never look back.

The reason is simple: even if there is an investment, there is nothing like knowing your tedious tasks are being done for you, while you can focus on more fulfilling and productive activities.

You probably have mixed feelings about delegating daily runs to courts, clerk’s offices, and sheriff’s offices, so here are 4 benefits that will help you make a decision:

1. 1. 1. Enhanced Focus on Core Legal Work: Delegating daily errands allows you to dedicate more time and attention to your core legal work, such as client consultations, legal research, document preparation, case strategy, and court appearances.
    2. Opportunity Cost: Time spent on administrative tasks could be better used for tasks that directly generate revenue or serve their client’s legal needs. By delegating your daily runs, you can focus on higher ROI activities and in turn grow your law firm.
    3. Reduced Stress and Burnout: The legal profession can be demanding and stressful, and many lawyers face burnout due to the constant pressure and long hours. Delegating daily errands can alleviate some of this stress, reduce the risk of burnout, and contribute to a healthier work-life balance by allowing you and your team to reclaim personal time.
    4. Increased Client Satisfaction: By delegating daily errands and administrative tasks, you will have more time and energy to provide better service to your clients. Happy clients refer and are more likely to return for future legal needs.

To sum up, delegating your daily runs to a trusted provider allows you to focus on your core billable work, provide better service to clients, and free up space to grow your practice — all while reducing stress and administrative headaches.

What Kind of Errands Can You Delegate?

Amata’s paralegal team makes daily runs to the Daley Center, Recorder’s Office, Secretary of State Office, and the Dirksen Federal Building. With an extended line of credit provided to all Amata clients, we can pay associated costs for your documents and filings, pick up certificates, search the court docket, and much more.

Here is a list of what you can delegate using our Daily Runs to Courts, Clerk’s and Sheriff’s Offices services:

Service of Process
Research of local court rules/procedures; pro hac vice admissions, foreign judgments, out-of-state subpoenas
Court docket searches and retrieval of documents – state, federal and administrative
Obtain certified copies
Obtain state corporate records on companies
File applications, amendments, annual reports, deeds, obtain Apostille, etc.
Police reports
FOIA requests
Pay fees
Birth and death certificates
Delivery courtesy copies
Record deeds
Water certificates
Estimates of Redemption
Obtain duplicate tax bill
Pay code violation orders

So the next time that you are pressed for time and wonder if there’s a team you can confidently delegate your legal errands to, give us a call. We will pick up certificates, search the court docket, deliver courtesy copies, and do any other tedious but important task for you.

Discover our legal support staff for lawyers in Chicago.

3 Steps to Growing Your Law Firm

August 24, 2026January 24, 2024 by Amata Law Offices

Growing a remarkable company is not an easy task. Building something that lasts requires time, work, resilience, and the ability to constantly pivot.

After working with over 600 law firms in Chicago of all sizes, we have seen a few things that separate those who build a thriving firm from those who stay stuck. In this article, we’ll explore what those key characteristics are, and how you can start implementing them today.

Step #1. Set a SMART Goal

We cannot define progress without first having something to strive towards. That is why the first step is setting a Specific, Measurable, Achievable, Relevant, and Time-Bound goal. This is known as a SMART goal, and without it we have no way of measuring progress and will be more prone to stay reactive to whatever life throws our way. We want to be proactive.

Where would you like your law firm to be within 3 years? Define your target revenue, profit margins, team composition, client profile, and hours that you work. Only by being clear and specific about what we want, can we start aligning all our daily actions with our goals.

Try to also go deeper into the reasons WHY you desire those things. The only way to stick with your goals when things get busy and difficult (which they will), is by setting up goals that you genuinely care about and see the importance of. In other words, your goals should be musts and not only wants for you to truly commit to them.

Step #2. Protect Your Schedule

Now that we have a goal, the next step is to invest resources to achieve it. Those resources come in the form of work, money, attention, focus, and time.

Let’s say you want to double your firm’s revenue within the next 18 months. You would need to reverse engineer that target by asking yourself, “What would need to happen for me to double my firm’s revenue?”

This will give you a strategic set of actions that need to get done — either one time or recurrently — in order to achieve that goal.

Where most business owners get stuck is by thinking they will achieve their goals without some sacrifices. As Jim Rohn said, “What got you here won’t get you there”. There need to be real changes in your schedule, your activities, and your relationships for this new goal to materialize.

Dan Sullivan advises business owners to set an inspiring 10X goal. He says “Seemingly impossible goals spotlight a few pathways and enable you to clearly identify the 20 percent of things and people in your life that are producing most of your results, and the 80 percent of things and people in your life that are holding you back.”

“Going for smaller goals (2X growth) means you can keep 80 percent of your existing clients, roles, behaviors, and mindsets. Only minor tweaks are needed.”

“Going for inspiring goals (10X growth) requires a different kind of effort, often less in quantity but higher in quality. You’ve elevated your vision and focus and must eliminate 80 percent of your current reality. 10X requires a full-scale transformation of yourself as well as everyone and everything around you.”

This reinforces the point that, in order to achieve a higher level, many things that are keeping you stuck need to be eliminated or delegated. That is when the next step comes in.

Step #3. Focus On What Matters

Now you have a goal and know that strategic plan to reach it. The next step is to open up space in your calendar. This will give you the time and the mental bandwidth to take your law firm to the next level.

A tool like the Eisenhower Matrix can be highly useful in this case.

The thing is to filter any task you need to do with this set of criteria. If it’s not important and not urgent, you delete it. If it’s not important but urgent, you delegate it. If it’s important but not urgent, you schedule it. If it’s important and urgent, you do it.

In that way, you are only left with tasks that move the needle, while your team takes care of tasks that maintain your current level but don’t contribute strategically to your goals.

What If You Cannot Afford a Big Team Yet?

The reality for solo practitioners and small law firm owners is that, even by having goals, a strategic plan, and protecting their calendar, they do not have the team in place to delegate their work. That means that they need to keep serving clients, growing their firms, and trying to enjoy life all at the same time.

That is why at Amata we created a suite of support services, that allow lawyers to delegate admin work without the overhead costs of full-time hires. With these services, small law firms can focus on growing their firms while protecting their profitability.

Just imagine how much further you would go if you could reduce your workload by 10-30 hours a week with a part-time assistant. At Amata we find and train these assistants for you, and bill hourly for only the work that you require.

Our support services for attorneys include paralegals, law clerks, live receptionists, and virtual assistants who act as an extension of your law firm. Here is a list of some of the on-demand services we provide:

Appointments and Calendar Management
Mail opening/scanning
Court Runs (Including the assembly, print, and preparation of courtesy copies.)
Notary/Witness Service
Scan/Fax/Deliver documents
Review court fillings
Editing appellate briefs per your notes
Draft simple complaints and motions
Handle the back-and-forth aspects of discovery
Video conferencing set-up
New client intake
Hand Deliveries/Pick-Ups
E-Filing
Preparation of Notice of Filing, Notice of Motion, Certificate of Service, and forms.
Review of local rules, court’s standing orders, & any temporary procedural orders in place.
Spindle or piggyback motion hearing dates, and any communications with the court clerk.
Confirm acceptance of filing by the court clerk.
Document Translation and Proofreading
Formatting appellate briefs
Skip Tracing
Social media posting
Asset Search (bank accounts)
E-Recording
And much, much more!

By having these support services without the need to hire, train, and retain employees, solo and small firms can practice law on their terms. You can focus on billable hours, defining your vision, and being a strategic leader, all while enjoying the work/life balance you started your business for.

Contact us today and see how our on-demand, flexible legal support services can help you grow your law firm and free up your time while protecting your profitability.

Discover our legal support staff for lawyers in Chicago.