How Hybrid Law Firms Are Changing The Industry

June 11, 2025November 27, 2023 by Amata Law Offices

More than three years after the COVID-19 pandemic started, the way lawyers work is changing forever.

While many law firms continue to work remotely, many of them saw the need for physical interaction with clients and teammates and decided to go back to the office. But the generational divide is clear:

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.

What this means is that 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.

So what’s the truth? And what can law firms do to maximize their productivity and team retention, while saving costs on office space?

Enter the Hybrid Work Model

Instead of making people choose between remote work or on-site work, The 2022 Practice Forward Survey found that lawyers want the flexibility to decide for themselves when they work in the office and when they work at home. There is a strong desire to create flexible schedules and hybrid work arrangements, that will allow each person to control their day and tailor it to the way they know they can maximize productivity.

In other words, lawyers value optionality more than anything.

The Hybrid Work Model combines both in-person and remote work, offering lawyers and staff greater flexibility while maintaining the core functions of a traditional law firm.

This model allows firms to attract and retain top talent by offering a more attractive work-life balance, reduces overhead costs associated with maintaining large office spaces, and fosters agility and resilience in our age of disruptions.

However, there are 7 important factors to consider in order to implement the hybrid model effectively:

Clear Policies and Guidelines: Clear policies and guidelines should outline the rules that will govern the hybrid work arrangement. Include expectations regarding work hours, communication, data security, client interactions, and performance metrics. Ensure that all employees understand and adhere to these guidelines.
Technology Infrastructure: Invest in robust technology infrastructure to support remote work. This includes secure remote access to case management systems, cloud-based document storage, video conferencing tools, and cybersecurity measures. Ensure that employees have the necessary hardware and software to work effectively from various locations.
Communication Tools: New communication tools and practices are required to maintain seamless collaboration among team members. Utilize video conferencing, instant messaging, project management software, and virtual meeting platforms to facilitate communication and document sharing.
Performance Metrics: Develop key performance indicators (KPIs) and metrics to assess employee performance and productivity in a hybrid work environment. These metrics can include billable hours, case progress, client satisfaction, and project completion rates. Review and adjust these metrics regularly as needed.
Training and Support: Offer training and support for employees so all of them can navigate the hybrid work model successfully. Provide guidance on using remote work tools, maintaining data security, and managing time effectively. Encourage ongoing skill development to adapt to evolving work practices.
Client Interaction Strategy: Develop a strategy for maintaining strong client relationships in a hybrid work environment. Consider offering both in-person and virtual client meetings, ensuring that clients can access legal services conveniently. Communicate the firm’s commitment to maintaining high-quality client service.
Employee Well-being: Prioritize employee well-being and mental health. Recognize the challenges that come with remote work and provide resources to support physical and emotional health. Encourage regular breaks, flexibility in work schedules, and initiatives that promote work-life balance.

The hybrid work model can represent a significant shift in how lawyers practice, so most team members will require support. By setting clear expectations and controls, but also trusting people will continue doing their jobs, law firms can successfully transition to this new model while maintaining high standards of service.

How Hybrid Law Firms Can Access Office Spaces — On Their Own Terms

At Amata, we saw long before the pandemic how the legal industry was shifting. Technological disruptions and changing attitudes towards work meant that people craved more freedom and meaning, while still prioritizing law firm profitability and growth.

This is why our office-as-a-service model is the perfect complement to hybrid law firms. It allows lawyers to work remotely and protect their bottom line, while still enjoying the benefits of a traditional office space.

Our shared office spaces allow lawyers and professional service companies to have a prestigious business address in Chicago, access a private office or a conference room for the day, and get support from paralegals and virtual receptionists only when they need it. This flexible office space plus support staff on-demand model is why more than 800 law firms choose us.

And there’s more. With Amata, you can access:

Scalable office plans where you can add or drop office spaces during the term of the contract, without penalty, so that you can stay agile without the hassle of relocating.
Flexible legal support staff (both in-person and virtual) that act as an extension of your work, without the costs and risks of hiring full-time employees.
On-demand paralegals, administrative assistants, and virtual receptionists. All pre-vetted for you.
A business address in a prestigious area in Chicago, so you can impress clients and keep their trust.
Mail handling, scanning, and forwarding.
Conference rooms & private offices for the day.
Professional live receptionists to meet and greet your clients.
Networking events, so you can keep building relationships and growing your business even if you are fully remote.
And much, much more!

If you’d like to adopt a hybrid work model for your law firm, but do not want to lose the support services and productive environment a traditional office provides, Amata is for you. 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 can we support your growth, whether you choose to work remotely, on-site, or opt for a hybrid model.

Discover our virtual offices in Chicago.

How Remote Law Firms Can Expand Their Reach In Chicago, Without Needing a High-Priced Office

June 18, 2025November 20, 2023 by Amata Law Offices

Having a remote law firm has many benefits, but it also has its costs. On the bright side, lawyers can reduce commute times, achieve a healthier work-life balance, and sometimes even increase their productivity, while lowering their real estate costs and workplace liabilities.

But almost with the same degree of possibility, lawyers can end up working all day, feel isolated and burnt out, and see a massive drop in productivity. In fact, the 2022 Practice Forward Report by The American Bar Association found that only 13% of lawyers practicing 10 years or more would leave their place of employment for the greater ability to work remotely.

The reality is that established lawyers thrive on relationships and human connection, and remote work can make this significantly harder. That is why a new option is rising today, which is hybrid work.

The Benefits of Hybrid Work

There are 9 things that law firms risk losing when going fully remote, and that can be mitigated by choosing a hybrid work environment:

Limited Access to Resources: Lawyers often rely on law libraries, legal databases, and physical documents. Remote work may limit access to these essential resources, making legal research more challenging.
Client Confidentiality: Remote work environments may not always provide the same level of security as a traditional office, increasing the risk of data breaches or unauthorized access to sensitive information.
Collaboration Challenges: Remote work can hinder spontaneous interactions and face-to-face collaboration, potentially affecting teamwork and communication.
Client Meetings: Building rapport with clients can be more challenging through remote interactions, as it lacks the personal touch and trust-building opportunities that come with in-person meetings.
Technical Issues: Remote work relies heavily on technology. Technical glitches, internet outages, or software problems can disrupt work, delay deadlines, and lead to frustrations.
Isolation and Burnout: Lawyers working remotely may experience feelings of isolation due to the absence of regular social interactions with colleagues. This isolation can contribute to burnout and negatively impact mental health.
Ergonomic Challenges: Lawyers often spend long hours reviewing documents or writing briefs, which can lead to chronic pains and postural issues when working from home without a proper office setup.
Lack of Supervision: Junior lawyers or interns may miss out on valuable mentorship and supervision when working remotely, which can affect their professional development.
Client Perception: Many top-tier clients prefer their lawyers to work from a traditional office setting, viewing it as a sign of professionalism and commitment.

So could there be a way to work how you want, from where you want, without missing out on the benefits of having a well-equipped, professional office?

How Flexible Office Arrangements Work

Amata pioneered an innovative ‘office-as-a-service’ model in Chicago, which allows lawyers to work remotely while enjoying the benefits of a traditional office space. Law firms can take care of business from virtually anywhere, and still access:

A Business Address in a Prestigious Chicago Area

Your clients need to trust who they’re working with. Amata provides the hospitality and the professional and personal touch your clients deserve. Amata provides a virtual business address, so clients associate your organization with Class A, prominent office buildings in the Chicago area.

Mail Handling, Scanning and Forwarding

A virtual business address also entitles you to receive correspondence at the location and enjoy mail processing and forwarding from the on-site staff.

Conference Rooms & Private Offices for the Day

With Amata, you can keep protecting your firm’s bottom line by having a physical office available as needed. Our flexible options allow you to access luxurious conference rooms and fully-staffed offices on demand, and your clients will never know that you aren’t renting the entire space because we customize everything for you.

Our shared office spaces also allow you to pay for only the space that you need. No need to pay for a lavish 200-meter library that you won’t use. And as your firm grows, our scalable plans provide the perfect solution for expansion. These plans allow you to add or drop office spaces during the term of the contract, without penalty, so that you can stay agile without the hassle of relocating.

Flexible Legal Support Staff, Including Paralegals and Administrative Assistants

With Amata, you can access corporate-level law firms without the costs of hiring full-time employees. We provide a wide variety of support services to attorneys including paralegals, legal assistants, administrative assistants, and receptionists (both in-person or virtual).

This allows you to focus on billable hours and growing your firm with a healthier work/life balance, while all the important but tedious tasks are taken care of professionally for you.

Our paralegals research cases on your behalf and draft documents while a virtual legal assistant manages your calendar, returns client phone calls, and plans events. They are all vetted and managed by Amata, ensuring you only pay for the services you require without the increased costs of full-time employees.

Live Receptionists to Meet and Greet Your Clients

Not all firms are created equal, and your office space should reflect that. Our Live receptionists will project an image of reliability and stability to your clients, meeting them as they arrive at your office and handling any urgent task on your behalf.

Live receptionists protect your time and handle important office-related tasks like phone answering, call forwarding, message taking, appointment scheduling, calendar management, CRM updating, and much, much more.

Networking Events

Having served more than 800 law firms for over 21 years, we have noticed that successful lawyers are in the business of building relationships. Amata’s unique model allows you to continue working remotely, but to attend networking events with like-minded professionals you can connect with to expand your partnerships, referrals, and connections.

A Better Way to Practice Law

The concept of a traditional, fixed brick-and-mortar office is evolving. Law firms are increasingly opting for hybrid office spaces that provide flexible solutions to meet their specific needs.

With Amata, remote law firms can continue working how they want and from where they want, while having professional offices and support services on-demand. This provides the perfect arrangement to expand your reach in Chicago while protecting your profitability and the work/life balance you’ve worked so hard to achieve. Contact us today and learn how our virtual office solutions allow you to increase profits while practicing law on your terms.

Discover our offices for lawyers in Chicago.

The New Office Model for Attorneys

June 18, 2025November 9, 2023 by Amata Law Offices

The “office-as-a-service” model, often referred to as OaaS, is a flexible approach to providing office space and related services to professionals, including attorneys. This model saves costs and provides law firms with all the support they need to thrive, with the flexibility to stay competitive in today’s changing marketplace.

In this article we’ll explain eight benefits of the office-as-a-service model (OaaS) for attorneys, and why it is perfect for solo and small law firms.

Benefit 1: Flexible Workspace

Most lawyers start their own law firms seeking freedom – the freedom to have more control over how they work and to generate higher revenue from the book of business they’ve built.

Freedom and profitability. The problem is that large offices with long-term contracts give you none.

With Amata, attorneys can rent office space on a flexible basis, whether they need it for a few hours, days, or months. This flexibility allows you to adapt your office space to your specific needs, such as client meetings, research, or collaborative work with colleagues.

For example, our conference rooms can be used in 15-minute increments, and you only pay for the time you use (they are not rounded up to the nearest hour).

Most lawyers do not need to come into the office on a regular basis. You can free key resources by having a flexible workspace that adapts to your exact needs.

Benefit 2: Cost Savings

Instead of committing to a long-term lease and incurring the associated costs of maintaining a traditional office, attorneys can save money by paying only for the space and services they use.

In today’s economic environment, the ability to adapt by adding or removing office spaces without penalties is crucial. That’s why our plans offer 12-month lease terms with a 30-day notice period for adjusting office space, allowing you to reduce costs and maintain profitability when needed.

Benefit 3: Access to Prime Locations

You probably don’t need a 240-square-foot office with a lavish library. What you need is a space that conveys professionalism and is strategically located near courthouses, government offices, and transportation routes for your team.

Our offices are located in professional and prestigious addresses in Chicago. All locations are within walking distance from major public transportation, and some are even steps away from the courthouse.

This enhances your law firm’s professional image and accessibility to clients. We have 3 locations to choose from and meet your exact needs.

Benefit 4: Fully Equipped Offices

You don’t need to be an AM250 firm yet to access top-tier support. Amata’s offices come fully equipped with essential office amenities, including furniture, high-speed internet, phone lines, printing and scanning facilities, and conference rooms. This minimizes your need to invest in office infrastructure.

Benefit 5: Support Services

One of the downsides when transitioning from a big corporation to running your own solo or small law firm is giving up the numerous support mechanisms that make life easier.

That is why Amata provides 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 enjoy your life.

Imagine having:

Hourly paralegals that work as if they are on your staff.
Administrative assistants that work with you virtually and in person, depending on your needs and circumstances.
Paralegal assistants that go to city hall, the Recorders Office and deliver courtesy copies to judges for you.
Live receptionists who can screen your calls, handle new clients in-take, and greet your guests.
Notary/witness service program at all locations; plus a remote notary/witness service program that includes video recording.

These are all examples of what our law firms get with our Attorney Support Services.

Benefit 6: Networking Opportunities

Growing a solo firm can be, as the name implies, pretty lonely. But with Amata’s model it doesn’t have to be this way.

You’ll get to meet professionals from other industries, which can lead to new clients, referrals, or joint ventures. We also organize monthly meetings with over 600 other attorneys, where you can expand your network and business opportunities.

Benefit 7: Scalability

When your revenue goes down, as a business owner you need to reduce expenses to maintain profit. Amata allows you to drop or add offices during the term of the contract without penalty, resulting in true office flexibility.

Whether your law firm grows or downsizes, you can easily adjust your office space needs without the complications of breaking leases or finding new locations. This scalability in your office space costs (which typically represent a significant portion of expenses) can be invaluable during fluctuations in client demand.

Benefit 8: Virtual Office Services

Working from home can be phenomenal, but there’s one problem: you can’t use your home address for client services!

That is why we provide a virtual business address, so clients associate your organization with Class A, prominent office buildings in the Chicago area. A virtual business address also entitles you to receive correspondence at the location, receive phone calls, and enjoy mail processing and forwarding from the on-site staff.

The New Office Model, Perfect for Solo and Small Law Firms.

The Office-as-a-Service (OaaS) model was born to provide attorneys and law firms with flexible office terms and help them reduce costs while improving operational efficiency.

This enables legal professionals to focus on billable hours, serve their clientele, and enjoy life on their terms. You can access fully equipped offices in prime locations, along with a suite of AM250-level support services, all tailored to your unique needs.

For more than 21 years we have helped attorneys like you to serve more clients without sacrificing their health, family life, or profitability in the process. Give us a call today if you’d like to explore our flexible and scalable office solutions.

Discover our offices for lawyers in Chicago.

How to Access Top Legal Support Services Without Being an AM250 Yet

June 11, 2025November 6, 2023 by Amata Law Offices

According to the American Bar Association (ABA), the average American lawyer works 50 hours per week. But what if we told you only 35% of that represents billable work?

That is what the 2022 Legal Trends Report by Clio found: only 3.5 hours of most attorneys’ long work days are billable. The rest of the time is spent booking calls, mailing clients, running meetings, and doing admin work.

This runs contrary to the reason why most small firm founders started their practice. Attorneys can easily fall into high-stress, low-pay months, daydreaming about the support services AM250 firms enjoy.

But what if you could have the support system of a coveted AM250 firm, but with the flexibility and affordability you require now?

Enter Amata’s Lawyer Support Services

For over two decades, our mission has been clear: Support law firms in serving more clients while enjoying a healthier work/life balance.

Let’s say you started your solo practice after leaving an AM250 law firm. You went from billing $450/hour to $325/hour, but it was okay because that convinced some of your clients to come with you. You expected less overhead, higher profitability, and more control over your time.

The problem is that without assistants, senior paralegals, and accountants, you had to work longer, non-billable hours just to keep up. A 10% drop in billable hours can mean hundreds of thousands of dollars less in potential business that could be developed. That is the opportunity cost of trying to do everything by yourself.

But what if you decide to hire support and focus on billable hours? The list of support services can be long, but very worth it depending on your case:

Copy & Mail Handling: A virtual assistant can manage your office mail and make copies of essential documents when needed.
Deliveries: Office staff can assist with physical document deliveries and handling paper checks for legal fees.
Research Assistance: A virtual assistant can handle legal research and document requests through Lexis-Nexis.
Paralegal Support: A paralegal can manage caseloads, client intake, deadlines, court paperwork, and client inquiries.
Administrative Help: Office and virtual assistants can provide support with tasks like mail retrieval, email management, project management, marketing, social media, proofreading, and document scanning.

The question is, how can you afford these services without being an AM250 law firm yet?

Flexible Support Services Without the Overhead

The demand for legal services has been volatile over the last 3 years. Firms need to manage staffing and resourcing effectively to remain flexible and serve clients without the stress.

Here’s how Amata legal support services in Chicago help you do that:

1. On-Demand Paralegals

No longer do you need to worry about keeping a paralegal busy for a full eight-hour day. We vet paralegals who can act as an extension of your team and bill only the hours you require.

Our senior paralegals have 20 or more years of experience and specialized knowledge. We also can connect you with junior paralegals ready to handle:

Editing appellate briefs and other briefs per your notes
Handle the back-and-forth aspects of discovery, which can last for months
Draft simple complaints and motions
Assess and prioritize cases
Close on real estate transaction

All so you can ease your caseload while paying only for what you require.

2. Legal admin support

With the right support, lawyers are able to boost their productivity, grow their practice, and do what they do best — practice law.

Amata’s legal support services include receptionists and administrators who can help scan documents, track packages, and review court filings. We also understand you don’t have time to train, and that is okay. All our staff is experienced and vetted to understand your unique needs.

3. Virtual assistants

The traditional formula for growing a law firm is billing more hours or increasing rates, but there comes a point where that approach goes against the client’s best interest.

With virtual assistants, there is a third option. Eliminate all under-utilized time and expenses, delegate administrative work, and focus on billable hours. This increases your profitability and allows you to scale, while serving your client’s best interests.

Some of the tasks virtual assistants can handle for you are:

Document review, organization and summarization
Data entry
Calendar management
Meeting scheduling and coordination
Technological support
Invoice preparation and payment
Social media assistance
Non-legal correspondence, transmittal letters, and email
Case management system update
Internet and public database research

4. Live receptionist

Busy lawyers require professional receptionists. And with Amata, there is a better alternative to hiring, training, and retaining full-time, in-house receptionists yourself.

Our legal virtual receptionists ensure that you never miss a caller. They can screen calls, schedule appointments, reply to messages and return phone calls for you. All the information is updated in your database, so you can follow up at your own pace while clients are taken care of.

Hiring the exact receptionist support you need for only the time you need is possible. This significantly reduces the risk when hiring staff to support your operations.

5. Office options

Amata’s revolutionary concept is that office space should be consumed and paid for the same way we use and pay for software. You wouldn’t purchase 5 licenses of your practice management software when you only need 2, so why do we sign long-term leases for space with 5 offices when we only need 2?

Modern law firms require office plans that can be scaled up and down without penalty.

Imagine a place where you can enjoy the comradery of other attorneys, meet with clients in an impressive law office setting, and enjoy coming to the office. If an associate leaves or joins your firm, you can give up or add offices as needed. It’s all about only paying for what you need, not wasting money on office space you are not using in anticipation of growing into the space.

Access AM250-Quality Legal Support On Your Terms

Amata’s paralegals, paralegal assistants, law clerks, and virtual assistants act as an extension of your law firm. Here is a list of some of the services we can give you access to:

Notary/Witness Service (Amata Location or Remote, includes video recording)
Court Runs (Including the assembly, print, and preparation of courtesy copies.)
Mail opening/scanning
Assistance with certified mailings
Scanning/copying documents
Faxing documents
Preparation of FedEx
Set up assistance and coordination of services (phone, copier codes, messenger)
Bank deposit
Catering support/ordering
Faxing support
Special orders/3rd party ordering
Video conferencing set-up
Hand Deliveries/Pick-Ups
E-Filing
Preparation of Notice of Filing, Notice of Motion, Certificate of Service, and forms.</span
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
Interpreter – Remote or On-Site
Preparation of Table of Authorities
Formatting appellate briefs
Skip Tracing
Asset Search (bank accounts)
E-Recording

Inquire today to learn how our on-demand, flexible legal support services can help your law firm increase profitability without the stress.

Discover our legal support staff for lawyers in Chicago.

From Small Business Incubator To Thriving Law Practice

June 18, 2025August 2, 2023 by Amata Law Offices

From Small Business Incubator To Thriving Law Practice

Starting a business of any kind can be hard. Recent law graduates face an even bigger challenge in getting new ventures off the ground due to the highly competitive nature of their field. It takes a lot of upfront capital to start something, and even more hard work and commitment to see it though to success. At Amata Law Office Suites, we understand that not every aspiring lawyer begins their career with such a level of support. That’s why our company is proudly partnered with the Chicago-Kent College of Law’s Solo and Small Practice Incubator program. Providing participants office space free of charge, as well as discounted support services, this initiative is intended to spur graduates’ prospects as they leave law school and pursue the creation of their very own practice.

Today, we’re going to tell you the story of just one of our many successes.

A participant in the Solo and Small Practice Incubator program, this civil rights law firm has worked with Amata since 2017. Limited resources and small staff hindered their ability to make a big impact, but with help from Amata they were able to find just the right arrangement to thrive. The firm was immediately able to expand its services upon moving into their new space – leveraging our amenities to engage with more clients and serve the Chicago community to the scale at which they do today.

Read below to learn more about this specific law practice and what Amata did to help it succeed.

Growing Through Strategic Resource Allocation and Staffing

Any new business, whether it’s in the legal industry or not, will face high start-up costs in the beginning. It’s an inevitable part of the process that, although difficult, can be minimized through careful resource allocation. This firm, like so many others before them, faced this challenge and would have found it difficult to overcome without guidance.

The Solo and Small Practice Incubator provided the platform for our team to connect the firm with resources, including staffing options. Our flexible support services provided cost-effective assistance in the areas of call handling, message taking, and appointment scheduling when the founders needed it most. At an on-demand cost, they were able to drastically cut the amount of money they’d need to otherwise spend on full-time in-house employees. This strategic use of limited resources would prove beneficial as the venture scaled over time and sought to enhance the quality and breadth of its offerings in Chicago.

Simplified Client Intake

The great thing about working with Amata is that there’s no end to the volume or nature of support you can receive. This particular civil rights practice continues to leverage our services in a number of ways, most recently to simplify client intake.

It’s no secret that the onboarding process can be long, arduous, and even counterproductive when done the traditional way. In the past, the firm would solely rely on hand-written notes made by receptionists as leads came in over the phone. That had the potential to create several problems, with miscommunication, lost information, and an inability to accurately track month-to-month numbers being among the most damaging to operational efficiency.

Amata was able to address these issues with a streamlined approach. Now, when potential new clients call in, a receptionist takes down the caller’s name, contact information, and a brief description of their situation. This information is shared with attorneys via email. When the attorney wishes to pursue the matter, Amata’s staff calls the potential new client and, using a 25-question in-take form, qualifies their case for legal services. Once complete, the Amata team member schedules an appointment for the attorney to meet with the potential client either in-person or by video call. This hands-free assistance – as well as Spanish translation support – has enabled the firm to take on a more diverse breadth of clients in less time.

Putting Profitability First With the Power of Flexibility

If you were to ask the firm’s owners, they would surely tell you that rectifying injustices through the practice of civil rights law is why they do what they do every day. But no matter how passionate someone may be, there’s no overcoming the fact that every business needs capital and profit to grow. Amata helped in this domain by providing uniquely scalable solutions.

With our help, the firm is able to scale expenses up and down with workloads, maximizing profitability while keeping costs affordable for clients. In one instance when the firm had two cases going to trial at the same time, Amata’s team was engaged for 12 hours of work. The client was billed $1,020 for this work and invoiced their client $2,040.

Amata Support Services Can Help Your Business Grow

The Chicago-area law firm we’ve discussed here is nowhere near alone in the wealth of budding practices that Amata has had the pleasure of supporting over the years. Our attorney support services are designed to provide just as much value to the small and new as they are the old and well-established.

Inquire today to learn more about how we can help take your operations to the next level.

Discover our legal support staff for lawyers in Chicago.

Increasing Revenues with Existing Legal Clients

June 18, 2025July 11, 2023 by Amata Law Offices

By Ron Bockstahler

Increasing Revenues with Existing Clients

Revenues can come from net new business and from expanding services to existing clients. Most of a firms marketing efforts go towards net new business. Let’s discuss how we can increase revenues with existing clients. This is “low-hanging fruit” that can take a business from break-even to profitability with little financial investment. To take advantage of some of this low-hanging fruit we need to increase our value to existing clients and measure existing clients level of satisfaction.

“EXCEPTIONAL CUSTOMER SERVICE” MINDSET

We spend years building firms that provide outstanding services and products to our clients. Most of us have client testimonials prominently displayed on our websites and throughout our marketing materials. These are satisfied clients, so let’s put some resources into winning more of their business. The first resource is your firms people. Happy employees create a culture of “Exceptional Customer Service”. Increase employee satisfaction by offering perks that motivate your staff.

Everyone in the organization must approach existing clients the same way they approach prospective clients. Think about how you treat a potential client the week you are expecting them to sign a $1 million contract with your firm. Providing them a little extra attention. Making sure they have everything they need. If we showing existing clients this same type of attention, maybe they too will be signing an agreement for an additional $1 million in annual revenue.

CUSTOMER SURVEYS TO CREATE RAVING FANS

Before we approach existing clients to use more of our services, we first need to measure their satisfaction with existing services. One way to do this is the Net Promoter System, created by Fred Reichheld in 2003. The Net Promoter Score is the percentage of customers who are promoters (those who rate your services a 9 or 10 on a scale of 1-10) minus the percentage who are detractors (those who score your services 1 to6). To obtain a score from a client you will need to conduct regularly scheduled client surveys.

CLIENT SURVEYS IN ACTION

Two recent incidents led me to write this article and both involve customer surveys. The first is a vendor Amata uses and the other was an unhappy Amata client. Let’s start with the vendor. For 2 months Amata requested to have an ice maker installed. The assigned representative was aloof and uncooperative. This vendor sent out a random customer survey and our manager used this survey to report our dissatisfaction with the delayed install. The companies quick response was amazing. The ice maker was installed within a week after the survey was submitted. Amata went from a customer looking to leave the company to a happy client, willing to consider this company for the next installation.

The second incident involved an Amata client. The client completed a survey 60-days after joining Amata. In the survey the client expressed dissatisfaction with a billing issue and a couple other items. Amata’s management team immediately met to plan a course of action. A response was sent to this client, addressing each of the concerns, the following day. The client’s follow up response was to praise Amata’s team for addressing the concerns. The client also commended the Amata staff for their professionalism. In both incidents, an unhappy client was turned into a raving fan, with potential for additional services in the future. These are two excellent examples of how the use of surveys help take the pulse of your clients, identify unhappy clients, and turn them into raving fans for your firm.

If you’re interested in hearing more about how you can add more flexibility to your office expenses, contact us and let’s talk.

Discover our legal support staff for lawyers in Chicago.

Selecting The Best Virtual Office

June 11, 2025June 20, 2023 by Amata Law Offices

How do you select the best virtual office program? There has been a big increase in the demand for these programs recently. With the increased demand many new players, looking to make a quick buck, have entered the playing field. Some are marketing companies, with no direct responsibility for the services you are receiving.

Others have very limited resources and experience in providing clients the services they need. When selecting a virtual office provider be sure to look into their history and to make sure they will be accountable for providing the services you are paying for. The most successful companies survive on their reputation, so providing the best service possible is how they win new clients.

Amata Office Suites has been providing Virtual office services for more than 21 years. Understanding how to take care of our clients is what we do better than anyone in the industry.

WHO USES VIRTUAL OFFICE PROGRAMS

Large firms are using virtual office programs to open in new cities. Since the pandemic began many small firms have converted to virtual office programs to reduce costs. Midsize firms that have given up traditional office leases now maintain a combination of physical office space in a coworking office, with a virtual presence for those employees that do not come into the office on a regular basis. Almost every business, regardless of size or the nature of the business, can benefit from maintaining some type of virtual office program.

SECURITY PROTECTIONS AND PROFESSIONAL IMAGE

When selecting the best virtual office, it is important they provide adequate security protections. Providing a home address and personal phone number can expose an owner to unnecessary risk. By using a virtual address for the company, an owner is better able to insulate their private lives from that of their business. In much the same way, separating an owner’s personal cell phone number from the business phone number helps to keep personal information separate from that of the business.

For most businesses a professional image influences their pricing models. Businesses with positive images in the minds of their consumers have more pricing power than those with a negative or neutral image. Companies with a prestigious address in a desirable location, immediately create a positive impression with clients.

COST SAVINGS

Renting or buying a physical office space can be a significant expense for businesses, especially startups or small businesses. Virtual offices offer a cost-effective alternative as they allow businesses to have a prestigious business address at a fraction of what a traditional office space would cost.

Virtual offices enable businesses to operate remotely and have a distributed workforce. Employees can work from anywhere, and the business can have a presence in multiple locations, creating a global presence. Firms can have local addresses and phone numbers in various countries or cities, helping them establish credibility and connect with local customers. This flexibility allows for increased productivity, profitability, and work-life balance for employees.

SUPPORT SERVICES

Virtual office services can include mail handling, a prestigious address, and many additional services that are provided a’ la carte. Many providers specialize by industry. For example, Amata Office Suites provides call answering with client in-take for law firms and professional service companies. Using a provider that provides a phone and phone app eliminates the expense of sourcing a separate business phone provider.

Administrative support can include the use of professional administrative assistants, paralegals and virtual assistants. Taking advantage of these resources will reduce a company’s fixed expenses, reducing risk.

Access to conferencing facilities is another benefit to using a virtual office service. The most prestigious virtual office providers provide access to meeting rooms, with the latest conferencing technologies to host in-person and virtual meetings. This provides businesses access to prestigious meeting rooms when needed, without the need for a dedicated office space.

Speak with an Amata team member to find out how your firm can benefit with a virtual office program. Contact us today.

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Maximizing the Value of a Full-Time Employee

June 18, 2025June 12, 2023 by Amata Law Offices

Employee utilization rates may be the most ignored or misunderstood stat in small businesses and law firms. Instead of using quantifiable data, many small businesses rely on emotions or intuition to determine when it is time to hire a new employee.

What metrics is your company using to ensure an employees’ time is effectively utilized. Is there accurate data available to help determine when to make a new hire?

It is hard to imagine a law firm that generates revenue through billable hours hiring an additional lawyer if their current lawyers are only billing 10 hours each week.

EMPLOYEE UTILIZATION USING BILLABLE HOURS

We define employee utilization as the hours an employee is engaged in productive work divided by the total hours the employee is paid.

Generally, employees are paid for 2,080 hours annually (including vacation and sick time, excluding overtime). If you expect your employees to generate 1,352 billable hours each year, their utilization rate will be 65%.

Once an employee consistently reaches the utilization rate goal, it is time to hire an additional employee to continue growing your business. If the employee continuously fails to reach the utilization rate goal, it may be time to reevaluate if you have the best employee for the job.

ALTERNATIVE WAYS TO MEASURE EMPLOYEE UTILIZATION

For employees that do not generate revenue through billable hours, such as my companies accounting team members, require them to maintain a work log each day detailing what they worked on and how long it took. A simple spreadsheet is easy to create for each employee to log into throughout the day. This is a valuable tool for employees that work remotely and those that work in the office.

Understanding how much time employees spend on productive work versus time spent surfing the internet, emailing friends, and shopping will help companies increase productivity. Just knowing accountability measures are in place will quickly increase productivity among team members. A Google search on office worker productivity statistics may surprise you. The average office worker is productive 31% of their workday. In an 8 hour day, employees are not doing productive work for 5.5 hours, yet companies are paying for those hours.

BEST PRACTICES

To maximize employee utilization, here are some best practices to consider:

Effective Workforce Planning
Analyze your business needs, forecast workloads, and plan your workforce accordingly. This involves understanding the demands of different projects, departments, or seasons and aligning your staff resources accordingly.
Clear Communication and Goal Setting
Ensure that employees have a clear understanding of their roles, responsibilities, and performance expectations. Set specific, measurable, attainable, relevant, and time-bound (SMART) goals with your employees. This enables them to prioritize their tasks and utilize time effectively.
Efficient Task Assignment
Match employees’ skills, expertise, and interests with the tasks they handle. Assign tasks based on strengths and provide opportunities for growth and development.
Optimize Work Processes
Streamline workflows and eliminate unnecessary steps or bottlenecks that can hinder productivity. Encourage employees to provide input on process improvements and implement their suggestions when possible. This will lead to increased efficiency and reduce time wasting activities.
Regular Performance Monitoring
Implement a system to track and monitor employee performance, enabling management to identify areas where employees may be underutilized or overburdened. Provide constructive feedback and offer support to help them overcome challenges and improve performance.
Training and Skill Development
Invest in training programs and provide opportunities for employees to enhance their skills. This helps them become more versatile and capable of handling a broader range of tasks, improving their overall utilization.
Flexibility and Cross-Functional Collaboration
Promote a culture of flexibility and cross-functional collaboration. Encourage employees to share their skills, knowledge, and experiences with one another. Foster a dynamic and resourceful workforce that can adapt to changing needs and fill gaps in different areas.
Effective Time Management
Work with employees on how to set priorities, avoid multitasking, and minimize distractions. Encourage breaks to maintain a healthy work-life balance and avoid employee burnout.
Technology and Automation
Deploy tools to streamline repetitive tasks, minimize manual effort, and free up employees’ time. Implementing the right tools can significantly increase overall productivity and employee utilization.
Recognition and Rewards
Recognize and reward employees for their achievements and efforts. A positive and motivating work environment can boost employee morale, engagement, and overall productivity.

Remember, maximizing employee utilization is not synonymous with overworking employees. It is crucial employees are able to maintain a healthy work-life balance. An alternative to overworking employees or hiring new employees before revenues justify them is Amata’s on-demand virtual assistants, executive assistants and paralegals. Amata can assist with overflow work, back-up when a full-time staff member is out or on a temporary basis while the company is searching for a new full-time employee.

Would you like to speak with Amata team members to find someone that is a fit for you? Contact us today.

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A Civil Rights Law Firm Expands Their Client Base With Amata

June 18, 2025June 2, 2023 by Amata Law Offices

For years Amata has partnered with the Chicago-Kent College of Law’s Solo and Small Practice Incubator program, providing participants office space at no charge and reduced costs on support services while in the program. Once participants graduate the program Amata continues supporting them with programs that scale in cost to allow them time to build up their law practice.

One such participant has been an Amata client since 2017, building a thriving civil rights law practice. Over the years, the firm has used many of the services Amata offers, scaling those services based on the needs and revenue of law firm. Without paying any full-time employees, the firm’s owner has Amata team members answering calls, logging messages, and calling clients to schedule appointments. During periods the firm is getting ready for trial, Amata’s paralegals assist with trial preparation.

Recently this firm expanded the role Amata’s staff plays in new client in-take. As in the past, Amata’s receptionist answers the phone for all callers. With potential new clients, the receptionist takes down the caller’s name, contact information, and a brief description of their situation. This information is shared with the attorney via email. When the attorney wishes to pursue the matter, Amata’s staff calls the potential new client and, using a 25-question in-take form. Once complete, the Amata team member schedules an appointment for the attorney to meet with the potential client either in-person or by video call. The firm has also started using Amata’s Spanish translation team members while expanding the firm’s client base.

Without jeopardizing the ability to provide exceptional legal services to clients, the firm is able to scale expenses up and down with the workload, maximizing profitability while keeping costs to clients affordable. For example, when the firm had two cases going to trial at the same time, Amata’s team was engaged for 12 hours of work. The client was billed $1,020 for this work and invoiced their client $2,040.

This flexibility has allowed the firms partner to enjoy practicing law, maintain a healthy work/life balance, and to maximize the number of clients the firm is able to assist.

Looking to have your law firm supported so you can add more clients? Contact us today.

Discover our legal support staff for lawyers in Chicago.

Paralegal Services Provider: What You Need To Know

June 11, 2025September 30, 2022 by Amata Law Offices

Today’s law firms are at no shortage of things to do. From handling an ever-increasing caseload to keeping up with the latest changes in the law, attorneys have their hands full. This is where a paralegal services provider come in.

What are Paralegal Services?

Paralegal Services are defined as the provision of legal services by a non-lawyer who is qualified to perform substantive legal work through a combination of education, training or work experience. These services may be provided to lawyers, law firms, businesses or individuals and can include everything from legal research and writing to assisting with closings, trial preparation and more.

Paralegal services give law firms the convenience of on-demand support staff to extend their operations. Through ticketing based systems, providers match clients with the right paralegal for the task at hand, making it easy to get started with little-to-no administrative hassle.

The use of paralegal service providers has increased in recent years as the legal industry has become more complex and competitive. The need for qualified support staff has never been greater, and paralegal services provide an efficient way to get the help you need without the overhead of a full-time employee.

This type of support can be especially helpful for small law firms who may not have the budget to support a full-time staff member, or for attorneys who handle infrequent legal matters.

What a Paralegal Service Provider Can Offer You

Paralegal services have become popular for good reason. They have a slew of applications and benefits to take advantage of, including the following.

Great Value at a Low Cost

What is perhaps the greatest advantage of using a paralegal service provider is the cost-effectiveness it offers. When you work with a paralegal service provider, you only pay for the services you need, when you need them. This is in contrast to a full-time employee, who you would need to pay even when there is no work for them to do.

With a paralegal, law firms can reap the full benefits of a highly trained legal professional without having to shoulder the full-time costs of salary, benefits, taxes, and more. This can free up a significant amount of money that can be used for other purposes, such as marketing or expanding business operations.

Flexibility and Scalability

Another advantage of paralegal services is the flexibility and scalability they offer. When you work with a paralegal service provider, you can increase or decrease the number of hours you need as your workload ebbs and flows. This can be a major advantage for small law firms or attorneys who handle a high volume of cases sporadically throughout the year.

Wide Range of Applications

As thoroughly trained and experienced professionals, paralegals are able to fulfill almost as many roles as lawyers themselves. The services they provide can be anything from research and writing to assisting with closings, trial preparation, and more. This makes them a versatile tool that can be used in a wide range of situations.

Virtual and Office-based Availability

If the past few years have shown us anything, it’s that the traditional 9-to-5 workday is no longer the only option. With the rise of the internet and advances in technology, more and more people are working remotely. This is true for paralegals as well.

Some paralegal service providers have a physical office where you can meet with them in person, while others are entirely virtual. This gives you the flexibility to work with experienced paralegals that are based in your city or a virtual paralegal that is located elsewhere in the country.

Considering Paralegal Services for Your Law Firm?

Amata Law Office Suites is a leading provider of paralegal and administrative support solutions to law firms across the United States. Our senior paralegals boast more than 20 years of experience in the field and are adept at handling a wide range of tasks, from research and writing to trial preparation and more.
Whether you need assistance on an as-needed basis or are looking for a more comprehensive solution, we have a package that is right for you.

Discover our paralegal services in Chicago.