When the phone rings at a law office, it’s rarely “just a call.” It might be a new matter with a deadline, a worried client who’s already paid a retainer, or court staff trying to reach you before a hearing. Missed calls can mean missed revenue. Sloppy intake can create risk. Constant interruptions can drain billable time faster than almost anything else.

Most firms end up choosing one of three paths: a virtual law firm receptionist service (live people answering remotely as your firm), an in-house receptionist hire (your employee at your front desk), or AI answering tools (software that answers, routes, and captures basic info). Each can work, but each solves a different problem.

This comparison stays grounded in daily law firm work, new client intake, scheduling, messages, after-hours calls, and confidentiality. The goal is simple: help you pick a setup that protects client experience, reduces distractions, and supports growth.

What law firms really need from a receptionist (beyond answering the phone)

A receptionist is your front line. They don’t just “pick up.” They set the tone, control the flow of interruptions, and help your firm act like it has a plan.

On a typical day, calls can include:

• New client intake (the call you can’t afford to lose)
• Current client updates (status checks, document questions, payment calls)
• Court scheduling (clerk callbacks, hearing updates, docket questions)
• Opposing counsel (time-sensitive, sometimes tense)
• Vendors and service providers (process servers, court reporters, IT)
• Wrong numbers and spam (surprisingly time-consuming)
• Emergencies (protective orders, arrests, last-minute filings)

What matters most is consistency. Callers should hear a steady greeting, get routed correctly, and feel taken seriously. Good reception also includes basics that support compliance and reduce errors: accurate message-taking, simple triage, and avoiding promises.

The best setup doesn’t feel like a call center. It feels like an extension of your office, with clear rules, clear language, and predictable follow-through.

Intake quality matters, because it drives revenue and reduces risk

Intake is where many firms win or lose the case before it’s even signed. A structured intake helps you capture facts accurately, set expectations, and route the caller to the right person without creating liability.

A receptionist can gather information, but they shouldn’t give legal advice. That line needs to be clear in scripts and training. Your intake should focus on facts, not conclusions.

Useful intake fields often include case type, incident date, county or venue, opposing party name, key deadlines the caller mentions, contact details, and how the person found your firm. This also helps with conflict check basics. You’re not running a full conflicts process over the phone, but you can flag names and entities early so you don’t waste time moving forward with a conflict.

Good intake also prevents accidental promises. No “we can take your case,” no “you’ll definitely win,” no fee quotes unless you’ve approved the exact language. The goal is accurate information and a clear next step, usually a consult, a callback, or a referral out.

Coverage expectations, after-hours calls, vacations, and overflow

Clients don’t care that you’re in court, on another call, or short-staffed. They just know they reached voicemail again.

Coverage gaps happen in normal situations: lunch breaks, court running long, staff out sick, Monday morning surges, and call spikes after marketing pushes. “Overflow” means calls that come in when your team is busy already, or when all lines are tied up. If overflow goes to voicemail, you’re training prospects to call the next lawyer on their list.

A good reception plan includes three parts: who answers first, where calls go when you’re busy, and what happens after hours. Without that, even a talented receptionist will struggle, because the system will fail them.

Virtual law firm receptionist, in-house hire, and AI: how each option works in real life

These options aren’t equal substitutes. They’re different tools. The right choice depends on your volume, your practice area, and how much control you need day to day.

Virtual law firm receptionist services: predictable coverage without adding headcount

A virtual receptionist service uses live, trained receptionists who answer as your firm. They can screen calls, follow your intake script, schedule consults, and send messages by secure channels. For many small to mid-size firms, the main value is coverage. Calls get answered even when you’re tied up, in court, or focused on work that requires deep attention.

Strengths tend to include:

• Consistent answering during business hours, and often after-hours options
• Fewer interruptions for attorneys, because only true priority calls reach you
• Scalability when call volume jumps, without rehiring
• Professional scripting so intake stays consistent across callers

Limits are real, too. You need clear call handling rules, strong onboarding, and secure message delivery. You also need to update the team when your calendar changes, when staff is out, or when a campaign drives new leads.

This model pairs well with broader support. Many firms add admin support, a virtual assistant, or legal support to take more off the attorney’s plate, for example: calendar management, sending engagement letters for signature, follow-up calls to confirm consults, document formatting, organizing discovery files, and e-filing prep under attorney direction. When those pieces work together, attorneys stop being the traffic controller for every small task.

For a closer look at what that experience can feel like, see Live receptionist services for law firms.

In-house receptionist: full control, but you manage the hiring, training, and coverage gaps

An in-house receptionist gives you physical presence. That matters if you have walk-ins, daily mail, frequent visitors, or lots of conference room activity. You also have direct supervision and culture fit, which can be a big deal in small offices where tone and trust are everything.

In-house strength often looks like:

• On-site coverage for visitors, deliveries, and office needs
• Immediate coordination with attorneys and staff in real time
• One set of hands that can learn your clients and your rhythms

But the trade-offs add up. You handle recruiting, background checks, training, payroll taxes, benefits, and performance management. Turnover hurts twice: it costs money, and it creates service gaps. Even a great receptionist takes time to train, and partners or office managers usually absorb that cost in non-billable hours.

Coverage is the hardest part. When your one receptionist is out, the phones don’t stop. You’ll need a backup plan for vacations, sick days, lunch breaks, and busy periods. Also, the more “front desk” duties you assign, the less time there is to answer calls quickly. Mail runs, visitor check-ins, and conference room setup compete with the phone, and callers feel that competition.

AI phone answering: fast and cheap, but limited trust for sensitive legal calls

AI answering tools can handle basic tasks fast. They can route calls, capture a message, transcribe voicemail, and answer simple FAQs. For some firms, AI also helps after hours by collecting a callback request or pushing urgent calls to an on-call number.

The limits show up quickly in legal settings. AI can mishear names, dates, and phone numbers, which are often the most important intake details. It can miss emotion, urgency, or confusion. If it produces the wrong statement or implies advice, you now have a client experience problem and a risk problem.

You also need to think about consent and recording rules, plus confidentiality and data handling. Some clients won’t share sensitive facts with a bot, even if it’s accurate. Others will hang up the moment they suspect they’re not talking to a person.

Best-fit use cases for AI tend to be narrow: very high-volume simple routing, internal lines, or backup voicemail transcription. If you use AI for intake, set strict boundaries and avoid collecting highly sensitive details unless your policies and systems are ready for it.

How to choose the right mix for your firm, cost, compliance, and client experience

Most firms don’t need a single “winner.” They need a plan that matches the work. A family law practice may need empathy and careful urgency rules. A real estate practice may need scheduling and reliable message detail. A high-volume traffic practice may need speed, routing, and tight scripts.

Cost also behaves differently by option. An in-house hire is a salary plus taxes, benefits, and management time. A virtual receptionist is often a fixed monthly plan tied to usage, which can be easier to scale up or down. AI is usually the lowest direct cost, but the hidden cost shows up if it loses good leads or captures bad data.

Compliance and confidentiality should sit at the center of your decision. Keep intake scripts clear, limit sensitive collection when needed, train everyone on what not to say, and use secure systems for message delivery. If calls may be recorded, have a plan for notice and consent that fits your jurisdiction and your policies.

Use this quick decision checklist to pick the best option

1. How many calls do you get per day, and how many go to voicemail now?
2. When are your peak times (mornings, lunch, after court, after ads run)?
3. Do you need after-hours coverage, or just after-hours message capture?
4. How complex is intake for your practice area?
5. Do you need bilingual answering?
6. How sensitive are the first-call details (criminal, family, immigration, PI)?
7. Do you want consults scheduled directly on calendars?
8. Do you need basic integration with tools like Clio, MyCase, or Outlook?
9. Who will own scripts, updates, and escalation rules, and how often?
10. What’s your backup plan when the primary option is busy or unavailable?

Hybrid setups often work best: virtual receptionist for coverage and overflow, in-house support for front desk and on-site tasks, and AI for voicemail transcription or after-hours message capture with clear disclaimers.

Plan your rollout so clients notice better service, not a change

Start with your call map. Identify your call types, your priority callers, and what counts as urgent. Write short scripts that match your tone and protect your boundaries. Set escalation rules so truly urgent calls reach the right person, and everything else gets handled without breaking attorney focus.

In the first week, measure what’s happening, not what you hope is happening:

• Missed call rate
• Lead capture rate
• Appointment set rate
• Message accuracy (names, numbers, dates, reason for call)
• Client complaints or friction points

Review call logs, adjust scripts, and keep tightening. Train your team to trust the process so attorneys stop reacting to every ring, and start controlling when they’re interrupted.

Conclusion

If you want on-site presence and direct control, an in-house receptionist can be a strong fit, as long as you plan for coverage gaps. If you want reliable answering, better intake consistency, and room to grow without adding headcount, a virtual law firm receptionist service usually fits the day-to-day realities of practice. AI works best as support, not as your only front door.

If you’re ready for a reception plan that feels like an extension of your firm, call 312-736-7431 or fill out the form to talk with Amata Office Centers. Be the next tenant, and get a team that acts like your COO , handling daily tasks so you can focus on clients and growth.

If business development feels like a string of random lunches, half-finished follow-ups, and “we should post more” meetings, the problem usually isn’t effort. It’s the lack of a clear revenue target and a simple plan that turns that target into weekly actions.

The best law firm business development systems look boring on purpose. They tie goals to lead sources, intake, billing, and cash collection, with just enough structure to hold people accountable. Relationship-building still matters, but it runs on math and consistency. A strong local presence helps too, especially in a market like Chicago where a credible business address and real meeting space can change how prospects and referral partners judge your firm. If you want a built-in relationship channel, consider the Amata Referral Network for Growing Law Firms , which is designed around vetted attorney-to-attorney referrals.

This guide lays out a practical path: set revenue targets, build steady lead flow, tighten intake, improve billing terms, and add monthly recurring revenue where it fits.

Set revenue goals that guide every business development move

“Get more clients” isn’t a goal. It’s a wish. A revenue goal forces choices, how many matters you need, which practice areas to push, how many consults to run, and what your firm can actually handle without blowing up service quality.

Start with an annual revenue goal that matches reality. Look at last year’s collected revenue, then pick a target that accounts for capacity, staff support, and pricing. For many small firms, a 10 to 30 percent increase is aggressive but possible, if intake and follow-up are strong. If you’re changing your model (new niche, new fee structure, new location), keep the first goal tighter and focus on consistency.

Then break it down:

• Annual goal divided by 12 equals your monthly target.
• Monthly target divided by your average fee equals matters needed per month.
• Matters needed divided by your close rate equals consults needed.
• Consults needed divided by your show rate equals scheduled consults.
• Scheduled consults divided by your lead-to-consult rate equals leads required.

A simple formula to keep in view is:

Required leads = Revenue goal ÷ Average fee ÷ Close rate ÷ Show rate

Plain examples (illustrative math, adjust to your firm):

• Family law, flat-fee matters : $360,000 annual goal, $6,000 average fee, 40% close rate, 80% show rate. You need about 188 leads a year, about 16 leads per month.
• Business litigation, higher fees : $900,000 annual goal, $30,000 average fee, 30% close rate, 75% show rate. You need about 133 leads a year, about 11 leads per month.
• Estate planning packages : $480,000 annual goal, $4,000 average fee, 45% close rate, 85% show rate. You need about 313 leads a year, about 26 leads per month.

Who owns the number? Assign it to one person per practice area, usually a partner or practice lead. That person doesn’t “do all the marketing.” They keep the scorecard honest and make sure weekly actions happen.

Review cadence matters. Look at the scorecard weekly (15 minutes), and do a deeper review monthly. Don’t wait for a bad quarter to notice you’re short on consults.

Track a short list of metrics that connect to cash:

qualified leads, consults scheduled, show rate, signed engagements, average fee, time to invoice, cash collected.

Turn your goal into a simple math plan your team can follow

Business development falls apart when the plan lives in one partner’s head. Turn your revenue goal into a one-page math plan the whole team can read.

Here’s a step-by-step example for a small business law practice with a mix of matters:

1. Revenue goal : $600,000 for the year.
2. Monthly target : $50,000.
3. Average case value : $7,500 (mix of entity work, contracts, and disputes).
4. Matters needed : $50,000 ÷ $7,500 = about 7 matters per month.
5. Close rate : 35% of consults sign.
6. Consults needed : 7 ÷ 0.35 = 20 consults per month.
7. Show rate : 80% show for scheduled consults.
8. Scheduled consults needed : 20 ÷ 0.80 = 25 scheduled consults per month.
9. Lead-to-consult rate : 50% of qualified leads schedule.
10. Qualified leads needed : 25 ÷ 0.50 = 50 qualified leads per month.

Before you commit to the numbers, confirm a few assumptions:

• Capacity : Can your current team handle 7 new matters monthly plus ongoing work?
• Staffing : Who schedules consults, gathers documents, and follows up?
• Practice mix : Are you pushing higher-value matters or low-margin work?
• Fee fit : Does your pricing match the clients you’re targeting?

When the math plan is clear, your weekly question changes from “Should we network more?” to “We need 50 qualified leads this month, what activities produce them?”

Pick the right scorecard, so you know what to fix each month

A scorecard should point to the fix. If your signed matters are down, is the issue lead volume, consult quality, or follow-up? Track KPIs that tell you where the leak is.

Use 6 to 10 KPIs, define them in plain language, and review the trend line each month:

• Qualified leads : People who meet your basic criteria and have a legal need you handle.
• Consults scheduled : Qualified leads with an appointment on the calendar.
• Show rate : Percent of scheduled consults that actually happen.
• Signed engagements : New clients who sign and meet your intake requirements.
• Close rate : Signed engagements divided by completed consults.
• Average fee : Average collected or billed amount per new matter (pick one and stay consistent).
• Time to invoice : Days from work performed to invoice sent.
• Time to collect : Days from invoice sent to cash received.
• Referral meetings held : Short count of actual relationship conversations, not “networking events attended.”
• Follow-up speed : Time from inquiry to first response.

What trends mean in practice:

If leads are steady but close rate falls, your consult process or offer is off. If consults are scheduled but show rate drops, confirmation and reminders need work. If signed matters are up but cash lags, your billing terms, replenishment language, and invoicing speed are the problem. The scorecard keeps your team from arguing about opinions, because the numbers tell you what to adjust.

Build a steady flow of leads, referrals, and trust

Most firms don’t have a lead problem. They have a consistency problem. A good month comes from a speaking gig, a big referral, or a lucky search result, then the pipeline goes quiet because no one repeated the actions that created it.

The lead channels that tend to work for law firms are straightforward:

Referrals from other attorneys and allied pros, past clients, local networking, speaking and teaching, content that answers common questions, and selective ads when you can track what converts. The “best” channel is the one you can run every week without burning out.

Niche helps. Clients don’t want a buffet. They want a clear answer to, “Do you handle my kind of problem, and can you explain it in plain language?” You don’t need to narrow to one exact issue. You do need a clear offer and a clear starting point, like a fixed-fee package, a paid consult, or a defined first step.

Trust is the multiplier. Prospects decide if you’re “real” before they talk to you. Referral sources do the same. A professional presence signals stability: responsive phone answering, a reliable place to meet, and a consistent experience from the first call to the signed agreement. In Chicago, a strong business address and well-run meeting space can make an early difference, especially when you’re competing with firms that look larger than they are.

Referral sources that actually send matters and how to earn more of them

Referrals are still the most dependable channel for many practices, but they don’t happen by accident. Build a short list and treat it like a real pipeline.

Start by identifying 10 to 20 targets that already serve your ideal clients:

Other attorneys (different practice areas), CPAs, financial advisors, realtors, therapists (for family law), business brokers, insurance pros, and trade groups. Pick people who are active, responsive, and respected.

Then earn repeat referrals by being easy to work with. Referral partners want three things: their client treated well, updates without chasing you, and no surprise conflicts.

What to offer:

• Fast status updates and a clear point of contact.
• A simple conflicts process and quick “yes or no” on acceptance.
• Co-marketing that educates (joint webinar, short FAQ, guest article).
• A clean handoff back to them after the matter ends.

A simple monthly outreach routine can keep the engine running:

Week 1: reconnect with two existing partners.
Week 2: meet two new targets.
Week 3: send one useful resource to your network (short email, not a newsletter essay).
Week 4: follow up with open loops (people you met, pending referrals, thank you notes).

A first-meeting script outline that doesn’t feel salesy:

• “What types of clients do you serve most often?”
• “What legal issues come up around that work?”
• “What do you wish lawyers did better during a referral?”
• “Here’s how my firm handles intake, updates, and conflicts.”
• “If it makes sense, let’s try a small referral and see how it goes.”

Make intake your growth engine, not a bottleneck

You can’t out-market a messy intake process. This is where firms lose revenue quietly, missed calls, slow follow-up, vague consults, and engagement letters that sit unsigned.

Map the journey from first contact to paid retainer. Each step needs an owner, a time target, and a backup plan.

Intake best practices that protect revenue:

Respond fast, answer the phone live when possible, pre-qualify with a short script, run conflict checks early, schedule consults with clear expectations, and follow up like you mean it. Many firms also need a better handoff between the intake person and the attorney, so the consult doesn’t start cold.

Admin support can change the whole machine when it’s consistent. A virtual assistant, legal assistant, or paralegal (under attorney direction) can handle daily tasks that often steal partner time, such as:

• Scheduling consults, confirming attendance, and sending reminders
• Collecting intake forms, IDs, and key documents before the consult
• Coordinating conflict check intake and routing to the right attorney
• Setting up client files, templates, and checklist steps after signing
• Drafting routine emails, status updates, and request lists for review
• Monitoring trust account replenishment triggers and sending notices
• Following up on invoices and payment links, then flagging issues early

When support staff operate like a client COO, the goal is simple: take tasks off the attorney’s plate so the attorney can focus on legal work, client relationships, and business growth.

If you want help building that kind of support and a professional base in Chicago, call 312-736-7431 or fill out the form, and ask about becoming the next tenant at Amata Office Centers.

A fast, repeatable intake workflow that raises your signed rate

A strong intake workflow is simple, strict, and kind. It reduces friction for good clients and filters out poor fits.

Use a numbered flow so nothing gets skipped:

1. Answer and capture : Live answer when possible, otherwise return calls within 15 minutes during business hours.
2. Qualify : Confirm practice fit, urgency, location, and ability to pay (in plain language).
3. Conflict check : Start it before you offer advice; aim for same-day clearance.
4. Schedule the consult : Offer two time options; collect a consult fee if that’s your model.
5. Confirm and prep : Send calendar invite, location or video link, and a short document request.
6. Run the consult : Give a clear plan, clear fee options, and clear next steps.
7. Send engagement : Same day whenever possible, with a short email summary.
8. Collect payment : Retainer or first invoice paid before work begins (with limited exceptions).
9. Onboard : Welcome email, document checklist, and first milestone date.

Response time targets that move the needle:

• New inquiry response: within 15 minutes to 2 hours
• Missed call callback: within 30 minutes
• Post-consult engagement sent: same day
• Follow-up for undecided leads: 1 day, 3 days, 7 days (then close the loop)

No-shows happen. Treat them like recoverable revenue. Send a polite reschedule link within 10 minutes, call once, then follow up the next day.

Engagement letters, billing terms, and getting paid without friction

Many firms sign the client, then lose momentum on payment. Clear terms prevent that.

Match your engagement letter to your billing type:

Hourly work needs clear scope language and retainer replenishment terms, so you don’t become the bank. Flat-fee work needs clear deliverables and exclusions, so the fee stays profitable. Contingency work needs clear cost terms and decision points. Hybrid arrangements can work well when the case has uncertainty, but the client needs predictable payment.

Practical clauses that reduce future disputes:

• Scope and what’s not included
• Communication expectations (who to contact, response times)
• Change orders for new work outside scope
• Billing cadence and invoice delivery method
• Payment methods accepted, including card or ACH where permitted
• File closing terms and record retention basics

Billing trends in January 2026 are not subtle. Clients want clarity. They want defined packages, plain-language estimates, and monthly options for ongoing needs. If your billing reads like a mystery novel, you’ll spend more time collecting than practicing.

Add monthly recurring revenue with offers clients can say yes to

Recurring revenue isn’t right for every practice, but it can stabilize cash flow and smooth out the feast-or-famine cycle. It works best when clients have ongoing legal needs and value quick access over one-off projects.

Business clients are a common fit. Many don’t need a full-time general counsel, but they do need steady contract review, policy updates, employment guidance, and someone who can respond fast when a deal heats up.

To make recurring revenue profitable, package it with boundaries:

Define scope, response times, who can contact you, and what counts as out-of-scope work. Track utilization and margin. If one client consistently uses 2 times the planned hours, fix the tier, raise the price, or move them to hourly for overflow.

Simple tiers also make selling easier. Clients like choices, but not a 12-option menu. Two or three tiers is usually enough.

Recurring offers connect back to your revenue math. If you know you want $50,000 per month, a base of monthly clients can cover part of that before you sign any new matters. That reduces pressure, which improves decision-making in intake and pricing.

Fractional general counsel on a flat monthly fee, how to package it safely

A fractional general counsel offer should feel clear and calm, not vague. Here are three tier examples in plain language (adjust to your jurisdiction rules and your firm’s capacity):

• Starter (foundations) : Up to 3 hours per month of contract review and business Q&A, one 30-minute call, basic policy review once per quarter.
• Growth (active operator) : Up to 6 hours per month, two calls, contract templates, light employment guidance, vendor and customer agreement reviews.
• Premium (deal pace) : Up to 10 hours per month, priority response times, more calls, quarterly risk review, support for negotiations (with defined limits).

In every tier, state exclusions clearly: litigation, court appearances, complex tax, and anything requiring specialty counsel unless separately agreed.

Rules that protect the firm:

• Conflicts checks still apply, even for “quick questions.”
• Document advice in writing, even short emails.
• Define response times honestly, then meet them.
• Set an overflow rate for work beyond the monthly hours.
• Review utilization quarterly, and adjust pricing when the data supports it.

The goal isn’t to trap clients in a subscription. It’s to provide consistent value without scope creep quietly eating your calendar.

Conclusion

Strong law firm business development is simple when you make it measurable. Set a revenue goal, turn it into lead and consult targets, choose a few lead channels you can run every week, and fix intake so good prospects don’t slip away. Then tighten engagement letters and billing terms so signed work turns into cash, and consider recurring revenue offers where ongoing support makes sense.

If you want to grow across Chicago and Illinois, a credible business address and a support team that keeps intake and admin moving can raise trust fast. Call 312-736-7431 or fill out the form, and ask how to become the next tenant at Amata Office Centers.

 

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EXECUTIVE SUMMARY

The expectations of consumers are very high when it comes to getting information. Most of us can learn just about anything with a simple Google search. But when it comes to legal advice, consumers want more. When a consumer calls a law firm, they are not interested in going directly to voicemail and then waiting for a return call. They are expecting to speak to someone.

So, what do you do when having a dedicated receptionist on staff is no longer a viable option? We all know the cost of a full-time employee can be more than a firm should pay and backing up a full-time receptionist when they are away from their desk or on vacation can add up in both direct costs and the cost of having errors at the front desk. Having a non-receptionist fill-in for them can lead to poor quality and, often times, missed calls.

The live receptionist industry has ballooned into a multi-billion-dollar industry, which has led to many “not-so-good” entrants into the industry. Studies show that 80% of callers who reach a voice mail first when calling a law firm will not leave a message, resulting in lost revenue opportunities. So, finding a live receptionist provider that is best for your law firm is very important.

In this article we will focus on 5 keys to evaluate when selecting a live receptionist provider for your firm. In no specific order we will share insights on what to look for in the providers contract, the quality of service, their mobile app offering, price versus cost, and what a quality set-up should look like.

CONTRACT ISSUES

We will start with contract issues because it is easy to determine a provider’s contract terms.

If, after a cursory review, the terms are unacceptable, stop evaluating the company and find another provider. You should always have the flexibility to port your phone number away from the provider, even if you are in default of the agreement with the provider. Unless you get it in writing, the provider may refuse to release a phone number once they have it in their system. Once they port the number into their system, they own the rights to it. You spend too many resources to take a chance that the phone number that you market to potential clients will not always remain with your firm. Stay away from any provider that will not put this requirement in writing.

As with any fast-growing industry, there are many new providers to choose from. Having confidence that they will be able to set up your company at the beginning of a relationship is important, but make sure they are able and willing to assist with a smooth transition if/when you decide to change providers. Believe me, even great companies occasionally lose clients and you need to know, regardless of the reasons you are leaving, the provider will work effortlessly to make sure you experience a smooth transition. You do not want to have your phones down for an extended period of time because the provider you are leaving didn’t port your numbers correctly or they are not returning your calls due to not caring about a past client or because they went out of business.

It’s important to have something in writing that states you have a claim to your phone numbers should the provider go out of business. Most credible companies will even have references from past clients that exited for one reason or another. Also, be sure to confirm how long you will have access to save and export voice messages during your time as a client, as well as once you decide to change vendors. At a minimum providers should provide this access and assistance to export voice messages for 30 days after you cancel their agreement.

Verify how each provider invoices for services. Make sure they do not round minutes for receptionist time up. For example, if the receptionist was on the phone with a caller for 2:41 minutes, their billing should not round that up to 3 minutes. This may seem like a small cost, but for a busy firm, this can quickly add up to a material expense. Unless you are receiving a discount, go with a month-to-month program. This provides you will flexibility if you are not happy with the service or if the direction of your firm changes. It also, helps keep the provider accountable.

QUALITY OF SERVICE

The industry has been around long enough that the reputable companies have been able to expand their service offerings, as well as develop a quality team of receptionists.

The person answering your phone is representing you and your law firm. You don’t want someone that is unhappy at their job affecting how your callers are greeted. Yes, we all go through moments when we aren’t at the top of our game. But a great company will have systems and programs in place to help their employees be happy with their work. Every company’s marketing material will highlight how they will save you time, money, and possibly increase the amount of business you win each year. Make sure they are also promoting the well-being of their employees, especially those that will be talking with your clients.

Finding a provider that takes great care of their employees is usually a great way to make sure the services you receive from that company are the best. There are many articles on employee resources to get a glimpse at what is important to today’s workforce and having a competitive salary is just a starting point. Employees are looking for flexibility in their work schedules, affordable, yet comprehensive healthcare, and many other non-salary perks. It takes a special person to be a professional receptionist, so make sure the provider you sign on with understands how to motivate their team members.

Where are the providers receptionists located and what are their working conditions? If your clients know you as a midwestern law firm, do you want a team of receptionists with a New York dialect answering your phones? For many law firms, this is not a concern, but it’s always a good practice to understand from what part of the country or world your receptionists will be answering your calls.

Finally, what type of ongoing training programs does the provider offer to their receptionists? Do they have development programs that train their receptionists to handle a frantic client or teach them to remain calm during a tense caller conversation? Your clients will often call an attorney when under stressful circumstances. You want the person representing your firm to understand this and speak with your callers appropriately.

MOBILE APPLICATION

Most of us are working remotely at least part of the time. It may be while traveling for business, pleasure, or you’ve made working from home part of your regular routine.

Generally, it’s a sound business practice not to give out your personal cell phone number, or home address for that matter. It’s even more important to make sure the attorneys and staff members working for you are not giving your clients their cell phone number. The alternative to paying for and carrying around two cell phones, is to take advantage of an app that emulates your desk phone. It has taken a few years, but the technology behind these apps has improved to the point that the desk phone app is an excellent solution for remote working.

The basic premise behind the desk phone app is that you are able to use your cell phone to make calls from and have the caller ID come up as if it were coming from your office phone. You are also able to check voicemails, initiate video calls, set your availability, change call handling instructions and instantly communicate with team members. Not all phone apps are easy to use however, so ask to test drive the app before making a long-term commitment. Of course, if you go with the month-to-month offering, you will have the opportunity to use the app without any long-term commitment.

HOW IT SHOULD WORK

The set-up of phones and live receptionist for any reputable provider will be seamless.

The biggest area of concern is making sure the provider communicates effectively with your existing provider and coordinates porting your phone numbers over. Depending on the carrier this process can take anywhere between a day to a week or more. However, as long as your existing provider agrees to forward your phone numbers to the new provider until the port goes through, you should be able to start with the new service immediately.

The next step is to set up your phone scripts detailing how you want the receptionist to answer your phones. Depending on the type of law you practice and the nature of the calls to your firm, you may elect a very simple answer script or a script that includes multiple forms you need completed based on the reason for the call. If you will have the receptionist answer frequently asked questions you will want to provide these to the provider so they can upload them up in their phone answering software. It’s a good practice to go through this process in detail during the initial set-up, then make a few test calls to make sure they are handling callers the way you want.

The final step in the process is to set up a phone directory for your firm. Even if your new provider will answer calls 24/7/365 it is a good practice to have a firm directory set up, 1) in case something happens and the receptionist service is unable to answer calls, you want to make sure it is easy for callers to leave you a message, 2) when someone in your firm is not available, the caller has the option of leaving a message with the receptionist or on voicemail, whichever they prefer, 3) having a firm directory puts technology to work for you by having voicemail boxes set up for various departments such as human resources, account payable, and accounts receivable. Not only is it easier to prioritize call backs or even have the receptionist return phone calls, it gives your firm credibility that comes with size, even if you are practicing on your own.

PRICE VERSUS COST

Cost benefit is an analysis of the pros and cons of a given situation or course of action to determine how the downsides compare to the upsides.

Chances are if you are reading this you have already given thought to the benefits of having a professional live receptionist provider handle your phone calls. Everyone will have slightly different reasons for using a live receptionist to answer calls, such as time saving features like filtering robocalls, coordinating new client in-take or appointment scheduling. For others the need to be flexible and combine their phone system with live receptionist and having a firm directory are important. Whatever your reasons, even with the incredible rate technology is advancing, the need for person-to-person conversation is not disappearing. In fact, having a live receptionist greet your callers helps you stand out from most other law firms.

Due to the explosive growth in the live receptionist industry, a competitive landscape has emerged. Because of this, the top tier live receptionist providers will have pricing structures that are very comparable. If you have found a provider that is promoting a much lower rate than the average, you need to question the quality of service they will be able to provide. All live receptionist providers have one primary cost driver and that is the compensation to the receptionists that will be representing your firm to your callers. This is an example where the price you pay for a service will be directly related to the quality you will receive. The best receptionists, those that will make your clients feel they are with the best law firm, are worth paying well, with all the benefits and perks necessary to help them enjoy a work/life balance.

To complete an analysis on the value of having a live receptionist answer your calls, first you need to select a lifetime value for each client. To give an example, let’s consider a firm that specializes in estate planning and the average lifetime value of each estate planning client is $6,000. If you are going to be paying your live receptionist provider $500 each month, you will need to feel comfortable that the provider will help you win one client each year to justify their cost. That should not be a stretch since it is estimated that calls to businesses are expected to exceed 180 billion annually by 2025 and 80% of callers who first reach a voice mail will not leave a message.

SUMMARY

Consumers have come to expect instant access to information and results, especially when they have legal matters to discuss. If they have a bad first experience there is a very good chance you will not have a second opportunity to win their business so making that first impression of your firm a positive one is extremely important to growing your law practice. Finding the right live receptionist provider for your law firm can have a direct impact on your annual revenues.

The first step in evaluating a live receptionist provider is a cursory review of their agreement. If they are not willing to add language that states they will port your numbers if you leave, even if you are in default, there is no reason to consider the provider any further. Your firm’s phone numbers are too important to not have this requirement in writing. Every live receptionist provider’s largest expense is the cost of the person answering your phones. Look past the marketing materials that state how great they will be for your firm and make sure the provider is taking great care of their people. It is the employees that will determine the quality of service your callers will receive. If you come across a provider who’s charging substantially less than the average provider you are finding in the market, dig deep into understanding how they are taking care of their people before moving forward. This industry is a great example where the cost you pay is very likely to be reflected in the quality of service you receive.

The industry has advanced quickly over the past few years and all providers should include a phone app that will emulate your office phone and allow you to make calls from your cell phone without giving out your cell phone. Take advantage of the phone app and all the features available with it.

The onboarding process will be relatively easy with the top-tier providers. You need to make sure the exit process will be just as easy. At some time in the future, you will make a change and you need to know that the provider you are working with will assist in making you exit as smooth as possible. If it is going to take some time to get your numbers ported, make sure they are willing and able to transfer your numbers while you wait for the port to go through.

Finally, if you are practicing law, you are not in the business of managing a phone system and staffing that system with one or more receptionists. An industry of professional receptionists has emerged, who provide excellent customer service at a fraction of the cost of having your own phone system and receptionist. There are several excellent choices to choose from. Be sure to review the terms & conditions carefully and be sure you always have control of your phone numbers.

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EXECUTIVE SUMMARY

In creating the business model for Amata Law Office Suites, we started by looking at the three most common challenges encountered by solo and partner practice law firms; cash flow management, time management and hiring the right employees. Then we customized our service offerings to make sure we were helping to address these challenges. Along the way we have also been able to assist with other challenges such as marketing, saving for retirement, legal research tools and software solutions through our vendor research program and partnerships that allow Amata clients to enjoy the purchasing power that comes from 100’s of law firms.

Amata Law Office Suites has taken services from four distinct industries and created a unique offering that is customized to the unique needs of law firms. The primary service offerings include attorney support services, office space-as-a-service, virtual office programs and live receptionist service. These services are offered individually and bundled with appropriate discounts available.

Many law firms join Amata using one service and, over time, add other services as they need them. For example, a law firm may start with Amata by occupying a few offices. Since they have full-time staff, they do not use Amata’s paralegal services until a staff member takes time off or leaves the firm, at which time the attorney already has a relationship with an Amata paralegal, with a level of trust already established, and the firm begins using Amata’s paralegals on an as-needed basis, with the benefit of reducing their fixed payroll costs and only paying for services they can generally bill back to their clients.

In the following pages we will breakdown each of the services offered by Amata, how law firms incorporate Amata’s staff into their law practice and some of the benefits that are derived from leveraging outside resources.

ATTORNEY SUPPORT SERVICES

Amata has created back-office operations similar to those at AM100 law firms, for solo and partner practice law firms.

Our experienced paralegals, administrative assistants, and virtual assistants act as an extension of your law firm. Since our team members are full-time Amata employees, you consistently work with the same team member, just like you would if they were on your payroll. Our paralegals have areas they specialize in so from time to time you a specialist may assist in your work, but you will always have the same team lead and the process will remain the same.

Prior to any work being performed our team members will review the scope of work with you and establish cost expectations. Billing rates for our team members varies based on type of work and the team members experience. Alternative fee and project-based fee arrangements are also available for certain projects. General paralegal fees can range from $65 to $180 per hour and all work is billed in 15-minute increments.

For clients that are using office space, one of our virtual programs or live receptionist services, these rates are automatically discounted by 30% savings.

DAILY RUNS TO COURTS, CLERKS AND SHERIFFS OFFICES

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, Amata will pay associated costs for documents and filings, pick up certificates, search the court docket, deliver courtesy copies or handle any other requests to assist with your day-to-day operations and free up time for attorneys and staff at your firm.

PARALEGAL SUPPORT

At Amata paralegals are billed based on years of experience and expertise in specific subject matters. Our senior paralegals have more than 20 years’ experience and have reached a high level of competence and understanding in several areas of law.

In most cases, a senior paralegal will review or oversee the work of paralegals and paralegal assistants on their team. Many of our paralegals join Amata after spending many years accumulating experience at various law firms. They enjoy the work and appreciate the opportunity Amata offers for advancement and to work in a variety of legal disciplines and with multiple attorneys. In some instances, Amata comes across a promising paralegal candidate with 3 or fewer years of paralegal experience and they join the Amata team as a paralegal assistant. These are highly competent individuals that are able to work directly with senior members of our team to assist attorneys and gain the experience to advance in their career with Amata. Many of the law firms we support prefer to work with the same paralegal team throughout the year. In some instances when the law firm is new to Amata or only uses services occasionally, we match up the work with the best suited team member, with an emphasis on getting you the best quality work at the lowest possible cost.

ADMINISTRATIVE ASSISTANTS

Amata has been providing administrative assistant services to law firms since 2002. Our administrative assistants work on-site at each Amata office and are available to assist clients with various tasks including e-filing, scheduling messengers, handling express mailing, binding projects, entering billing and posting on social media. Over the past 20 years the work that Amata’s administrative assistants have taken on has increased to accommodate the needs of the attorneys at Amata.

Since administrative assistants are always working on-site it is very easy for attorneys to get to know them and build a high level of confidence in working with them. The administrative assistants at Amata can handle client call backs, scheduling appointments, ordering lunch or running personal errands for attorneys.

VIRTUAL ASSISTANTS

A Virtual Assistant can be an invaluable gatekeeper for your law firm, saving you time and reducing the anxiety and stress of running a law practice. Like a good attorney, every virtual assistant has strengths and types of work they really enjoy. A great virtual assistant will be able to sort out problems and pull things together for you to review. They will not be experts at everything, but they will be able to source the best resources for the work you need completed. At Amata we use a team approach to supporting our clients. You always have the same point of contact you are comfortable with, but when that person is on vacation you have someone available to assist you that is familiar with you and your firm. You also benefit from Amata’s vast resources and industry partners.

OFFICE SPACE-AS-A-SERVICE

Amata Law Office Suites has created flexible office space with the needs of solo and partner practice law firms in mind.

Unlike a traditional office lease, when a firm licenses multiple offices they can sign up with the option of canceling an office if a team member leaves the firm and the office is no longer necessary. This allows law firms to match their expenses to their revenues, creating a more profitable and predictable cash-flow model. The office space-as-a-service model is very similar to the way law firms are licensing the software’s their firms are using. They pay a monthly licensing fee for each user and when an attorney leaves the firm, they are able to cancel the license fee for the office and services the attorney was using.

The Amata office model allows law firms to enjoy the same, or better, office accommodations they would have with a traditional lease. The common areas of the office are designed to leave a lasting impression on your clients, with elegant designs, well-appointed furniture, and custom artwork. Individual offices provide confidential and secure space to work, take phone calls and meet with clients. For your support staff, workstations are strategically placed to make sure you have instant access to your team, with an abundance of file storage to make retrieving documents easy.

The cost of the office includes having a receptionist greet your clients, potentially eliminating a full-time position from your payroll. Other amenities that are included at no additional charge are a fully stocked café/lounge to relax and network with other attorneys, phone service, copy, fax, print, and mail equipment, conference rooms and our signature cognac room to end the day sharing stories with other attorneys. Understand the importance of ABA Model Rule 1.6, confidentiality of information, Amata provides every law firm with high-speed internet with secure virtual local area network (VLAN) set up for your firm. This ensures that each Amata client operates on a secure network away from other Amata clients.

To maintain a safe and healthy work environment, touchless sensors have been installed on the doors at all entryways and bathrooms, sneeze guards are set up around workstations and sanitation stations are located throughout all facilities. When it comes to the maintenance of your office, Amata acts as your office manager, removing the need for you to waste valuable time and money taking care of an office.

VIRTUAL OFFICE PROGRAMS

Amata’s virtual office programs are customized to suit the needs of law firms. We model our offices off some of the most successful law firms in the country, providing free beverage services, secure high-speed internet, IT support, mail scanning and bank deposit services.

Your virtual office should be set up to help you grow your law firm. Many of our clients start out with a virtual mail only program and expand the program as their firms grow and their needs change.

Amata acts as a business resource for your law firm. As an Amata client you have access to our always expanding network of attorneys, Amata’s third-party research on marketing programs, practice management software, court reporters, accountants that specialize in working with attorneys and many more. Amata virtual clients are able to take advantage of these free services as well as a long list of program features:

• Monthly line of credit for payment of clerk fees and other costs
• Mail scanning and forwarding
• Bank deposit services
• Access to meeting rooms
• Day offices

• Lobby directory listing
• Secure internet
• Large video screens for presentations
• Rooms for video and in-person depositions
• Meeting catering

CONFERENCE ROOMS AND DAY OFFICES

As an Amata virtual office client, full-access to all our office locations is a standard part of our program. Day offices can be reserved and used as your requirements dictate. When you are expecting clients, we make sure they have easy access into the office, greet them when they arrive and help get them set up to meet with you. Prior to your meeting we take care of beverage services, catering when requested and making sure technology tools are working prior to your meeting.

All of our conference rooms are equipped with industry leading technology for video presentations, video depositions and collaboration meetings. You and your guests will have easy access to high-speed wi-fi and conference phones. Through our online web portal, you are able to reserve conference rooms and day offices, connect with other attorneys in Amata’s network and access your account to view conference room credits and retrieve invoice back up for work Amata’s paralegals have done, detailed by matter number.

LIVE RECEPTIONIST SERVICES

The Amata team has been answering phones for law firms for 20+ years and for good reason.

According to a Gallup poll, customers who are engaged during an initial call represent a 23% premium in terms of profitability, revenue and relationship growth over those that go directly to voicemail. Clients call attorneys when they are in need and in today’s culture, they expect an immediate response or they go somewhere else. Having a professional receptionist service answering your calls has a direct effect on profitability.

Besides profitability, there are many other benefits that come with using a professional live answering service. Probably the most valuable benefit being the time you are able to save by not answering robocalls or screening potential new clients. At Amata, other time saving benefits include outbound call assistance, caller notifications and appointment scheduling. These are important services that allow lawyers to better manage their time.

There are many great advantages to be gained by using a live receptionist service and cost savings can be one if the biggest. However, not all live receptionist services are the same and, in many cases, the lower cost providers are worth steering away from.

You can learn more about what to look for in a quality provider in The 5 Keys to Selecting a Live Receptionist Provider. When you consider that payroll is generally a law firms largest expense it makes sense to closely manage payroll expenses to effectively control cash-flow. The cost to maintain full-time salary for a receptionist can be more than 10x the cost to retain a professional live receptionist service. Since the biggest expense for a live receptionist service should be their employees, who answer your calls, it makes sense to avoid those service providers that are cheaper than the average, as this will have a direct effect on the quality service you receive.

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With remote work on the rise, will office space become obsolete?

According to a study done by Boston Consulting Group, ‘1.5 billion square feet of office space could become obsolete’, with low utilization, high vacancy levels, and financial viability slipping away for many.

Here at Amata we provide office spaces for law firms and professional services companies in Chicago, so this is a trend that could deeply affect us. But the reason why we’re not worried (and actually feel hopeful for the future), is because we have lived this already through the pandemic and found that Office Space will not become obsolete, it just needs to twist to effectively serve the new demands of the market.

Enter The New Era of Office Space

During the pandemic one of our natural worries was, “Will people stop needing an office?”. And contrary to our fears, Amata grew and today we serve more than 800 clients all over Chicago.

There are a few reasons for this:

• While companies had to go fully remote for some years, many have realized that this is not a sustainable work arrangement for them. Their associates desire human connection, a dedicated space where they can be productive, and the prestige that comes from an office in downtown Chicago.
• This means that most solo and small law firms today are either working on-site or with hybrid arrangements.
• Hybrid companies are giving their team members the option to choose between remote work or on-site work. 

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.

This means that there is a clear generational divide, where more established lawyers desire to work at the office while younger generations work more flexible options. This is why hybrid companies choose to retain talent by giving their employees options.

But how can they keep an office space without spending excessively or being locked by a 5-year lease?

At Amata, we help them with our flexible plans which allow them to add or drop office space during the term of the contract, without penalty, so they can scale up and down as their company grows. This means that they can add new team members or create a leaner team without being worried about unutilized office space or relocating.

We also provide Hybrid companies solutions that match their desired flexibility, such as conference rooms for the day, support staff on-demand (only pay what you need), mail handling, and networking events.

• Even fully remote companies can benefit from some physicality. For example, listing your home as your official business address can hurt credibility in the eyes of clients, and also not be the best idea for safety reasons.
  
  That is why at Amata we provide remote companies a virtual business address, so that 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 and enjoy mail processing and forwarding from the on-site staff.

What we have found is that office space will not become obsolete, it just needs to be reimagined. Lawyers and professionals want a healthier work/life balance, and they want office spaces that provide it.

That is why our unique model at Amata offers:

• Flexibility – Programs that allow you to cancel offices during a contract term.
• 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.
• Quarterly office socials to make new acquaintances and build relationships with others working in the center.
• Monthly attorney socials with over 800 attorneys involved to expand your network and business opportunities.
• Paralegal assistants that go to city hall, the Recorders Office and deliver courtesy copies to judges for you.
• Live receptionists that can screen your calls, handle new client in-take and greet your guests.
• Easy access to decision-makers and owners of Amata.
• Notary/witness service program at all locations; plus a remote notary/witness service program that includes video recording.
• Conference room usage is not rounded up to the nearest hour. You only pay for time you use in 15-minute increments

All so you can:

• • • • Maintain profitability: When your revenue goes down, as a business owner you need to reduce expenses to maintain profit. Amata provides flexibility in order to achieve this in your office space costs (which are a large chunk of expenses).
      • Access office space on your own terms: Amata provides 12-month lease terms with a 30-day notice to adjust office space. This provides a key ability to reduce costs and maintain profitability when needed.
      • Be fully supported as you grow: Whether you’re doing a virtual or physical office, Amata provides on-demand (hourly) support services in the form of admin assistants, paralegals, receptionists, and business phone / phone app services that you get tasks off your to-do lists and back to growing your business.

So if you are a small law firm considering not renewing your office lease, try Amata. Our model is designed with you in mind: To give you modern offices that boost your team’s productivity and your firm’s prestige, while protecting your bottom line and giving you a support team that grows as your firm grows.

Contact us today to see how our virtual and on-site, flexible office plans can help you scale.

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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:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.

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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:

1. 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.
2. 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.
3. Collaboration Challenges: Remote work can hinder spontaneous interactions and face-to-face collaboration, potentially affecting teamwork and communication.
4. 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.
5. Technical Issues: Remote work relies heavily on technology. Technical glitches, internet outages, or software problems can disrupt work, delay deadlines, and lead to frustrations.
6. 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.
7. 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.
8. Lack of Supervision: Junior lawyers or interns may miss out on valuable mentorship and supervision when working remotely, which can affect their professional development.
9. 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 “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:

1. Hourly paralegals that work as if they are on your staff.
2. Administrative assistants that work with you virtually and in person, depending on your needs and circumstances.
3. Paralegal assistants that go to city hall, the Recorders Office and deliver courtesy copies to judges for you.
4. Live receptionists who can screen your calls, handle new clients in-take, and greet your guests.
5. 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.

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:

1. Copy & Mail Handling: A virtual assistant can manage your office mail and make copies of essential documents when needed.
2. Deliveries: Office staff can assist with physical document deliveries and handling paper checks for legal fees.
3. Research Assistance: A virtual assistant can handle legal research and document requests through Lexis-Nexis.
4. Paralegal Support: A paralegal can manage caseloads, client intake, deadlines, court paperwork, and client inquiries.
5. 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:

1. Editing appellate briefs and other briefs per your notes
2. Handle the back-and-forth aspects of discovery, which can last for months
3. Draft simple complaints and motions
4. Assess and prioritize cases
5. 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:

1. Document review, organization and summarization
2. Data entry
3. Calendar management
4. Meeting scheduling and coordination
5. Technological support
6. Invoice preparation and payment
7. Social media assistance
8. Non-legal correspondence, transmittal letters, and email
9. Case management system update
10. 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:

1. Notary/Witness Service (Amata Location or Remote, includes video recording)
2. Court Runs (Including the assembly, print, and preparation of courtesy copies.)
3. Mail opening/scanning
4. Assistance with certified mailings
5. Scanning/copying documents
6. Faxing documents
7. Preparation of FedEx
8. Set up assistance and coordination of services (phone, copier codes, messenger)
9. Bank deposit
10. Catering support/ordering
11. Faxing support
12. Special orders/3rd party ordering
13. Video conferencing set-up
14. Hand Deliveries/Pick-Ups
15. E-Filing
16. Preparation of Notice of Filing, Notice of Motion, Certificate of Service, and forms.</span
17. Review of local rules, court’s standing orders, & any temporary procedural orders in place.
18. Spindle or piggyback motion hearing dates, and any communications with the court clerk.
19. Confirm acceptance of filing by the court clerk.
20. Document Translation
21. Interpreter – Remote or On-Site
22. Preparation of Table of Authorities
23. Formatting appellate briefs
24. Skip Tracing
25. Asset Search (bank accounts)
26. 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.

Why Your Law Firm Needs a Professional Legal Answering Service

 

Growing a small law firm is no small feat. Attorneys and paralegals are stretched thin, and most clients expect an immediate response whenever they need them.

Think about the last time a client called your office. Were they happy to wait a few days for a reply? Or did they expect to talk to a professional on the phone immediately?

Customer service standards are high in the legal profession, and negating immediate attention comes with the risk of losing great clients. Yet for solo law firms and many private law firms, hiring a full-time, in-house receptionist can be out of reach. After all, you require a professional receptionist who understands the legal terminology and procedures, and has outstanding communication skills to enhance the client experience.

Finding, interviewing, onboarding and training such a person can require a lot of resources. But thankfully, another option is available.

 

Never Miss a Caller and Keep Generating Business — Even When You Can’t

Gone are the days when small law firms maintained full-time, in-house receptionists at the office. The changing dynamics of the modern workforce have paved the way for more flexible and cost-effective solutions. The alternative? Professional legal answering services that act as an extension of your law office, without the costs of hiring, training, and retaining an employee.

At Amata, we provide you with a Live Virtual Receptionist who will ensure that you never miss a caller. You can free your time to focus on billable hours, while your receptionist screens calls, schedules appointments, replies to messages and returns 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.

There are many reasons to keep your company phone number the same, which is why we use a proprietary app that allows your receptionist to reply from your phone, while you keep full ownership over your phone and all your information private. In this way, clients can feel the personal touch of your replies, while you maintain the phone number that you’ve worked so hard to promote.

Access to this app can be shared with as many members of your law office as you require. Voice mails are organized in a firm directory, so they reach you or your associates. You can easily transfer calls, manage your availability, and receive daily reports from the call activity of the day within the app.

 

Legal Answering Services vs Generic Answering Services

Should you choose a legal answering service or a generic answering service?

Legal virtual receptionists understand legal terminology and the inner workings of law firms like yours. They are trained to address legal inquiries, identify the urgency of each case, and assist clients when they need it most.

Our US-based, focused legal virtual receptionists understand your unique needs and can be trained with special handling instructions and scripts that represent your firm. They create a welcoming experience for your callers, and filter calls so you never have to deal with unwanted robocalls again.

It is also more cost-effective to outsource to a professional receptionist service than a full-time receptionist who is sitting in the office all day. Our scalable plans are designed to suit your exact needs: We can handle after-hours calls, assign a full-time or part-time receptionist, and become a true extension of your team that builds long-term relationships with clients on your behalf.

 

Seamless Integration: Outsource Without Legal Ramifications

One overlooked benefit of hiring an outsourced legal receptionist is the decreased legal ramifications for your law firm. Business owners intimately know the significant costs and complexities terminating an employment relationship can carry. In contrast, letting go of an outsourced virtual receptionist can be justified through simpler contractual terms.

A professional virtual receptionist will be able to sort out problems and pull things together for you to review, but they will not be experts at everything. Their role is to be your point of contact and coordinate the best resources for the work that you need to be completed.

Amata’s virtual receptionists are trained to be a part of your team. They will learn your preferred greetings and adapt to your firm’s culture. And with our streamlined arrangement, you can remain agile without fearing any potential legal ramifications for your law firm.

 

10 Benefits of a Virtual Receptionist for a Law Firm

A full-time receptionist sitting in the office is no longer necessary. There are more cost-effective solutions today. Your outsourced virtual receptionist can take calls and do client intake for a fraction of the cost, providing an agile solution that enhances your client experience, frees your time for more billable hours, and streamlines your operations for growth.

The list below sums up 10 benefits of hiring a well-trained legal virtual receptionist:

1. Take care of urgent client calls, even when you’re busy
2. Never miss a new client intake
3. Schedule appointments
4. Free your time for billable hours
5. Filter robocalls
6. Quickly respond to clients
7. Cut down costs
8. Provide client support beyond business hours
9. Protect your availability and productivity
10. Remain professional and accessible

A virtual receptionist can be an invaluable gatekeeper for your law firm, saving you time and reducing the anxiety and stress of running a law practice. This translates into increased ROI, word-of-mouth referrals, and more business for your firm.

Learn more about how Amata’s Virtual Legal Receptionist can assist your Firm here.

Discover our legal support staff for lawyers in Chicago.