Will Office Space Become Obsolete?

June 11, 2025November 30, 2023 by Amata Law Offices

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.

Discover our offices for lawyers in Chicago.

How Hybrid Law Firms Are Changing The Industry

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

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

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

What this means is that there is not one generalized consensus about how remote work affects lawyers’ productivity and satisfaction. While some studies find that working from home increases productivity, other studies find that having no boundaries between work and life actually reduces productivity. While some studies find that workers feel more motivated working from home, other studies find that people’s mental health suffers when they stop those daily and spontaneous interactions with teammates and clients.

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

Enter the Hybrid Work Model

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

In other words, lawyers value optionality more than anything.

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

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

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

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

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

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

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

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

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

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

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

If you’d like to adopt a hybrid work model for your law firm, but do not want to lose the support services and productive environment a traditional office provides, Amata is for you. Our flexible plans and scalable solutions ensure you protect your profitability, while having access to modern offices that meet your exact needs.

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

Discover our virtual offices in Chicago.

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

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

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

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

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

The Benefits of Hybrid Work

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

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

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

How Flexible Office Arrangements Work

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

A Business Address in a Prestigious Chicago Area

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

Mail Handling, Scanning and Forwarding

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

Conference Rooms & Private Offices for the Day

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

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

Flexible Legal Support Staff, Including Paralegals and Administrative Assistants

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

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

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

Live Receptionists to Meet and Greet Your Clients

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

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

Networking Events

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

A Better Way to Practice Law

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

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

Discover our offices for lawyers in Chicago.

The New Office Model for Attorneys

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

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

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

Benefit 1: Flexible Workspace

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

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

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

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

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

Benefit 2: Cost Savings

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

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

Benefit 3: Access to Prime Locations

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

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

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

Benefit 4: Fully Equipped Offices

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

Benefit 5: Support Services

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

That is why Amata provides on-demand (hourly) support services in the form of admin assistants, paralegals, receptionists, and business phone/phone app services that free your time to focus on billable hours and enjoy your life.

Imagine having:

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

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

Benefit 6: Networking Opportunities

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

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

Benefit 7: Scalability

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

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

Benefit 8: Virtual Office Services

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

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

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

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

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

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

Discover our offices for lawyers in Chicago.

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

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

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

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

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

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

Enter Amata’s Lawyer Support Services

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

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

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

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

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

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

Flexible Support Services Without the Overhead

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

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

1. On-Demand Paralegals

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

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

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

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

2. Legal admin support

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

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

3. Virtual assistants

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

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

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

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

4. Live receptionist

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

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

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

5. Office options

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

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

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

Access AM250-Quality Legal Support On Your Terms

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

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

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

Discover our legal support staff for lawyers in Chicago.

Why Your Law Firm Needs a Professional Legal Answering Service

June 11, 2025October 23, 2023 by Amata Law Offices

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:

Take care of urgent client calls, even when you’re busy
Never miss a new client intake
Schedule appointments
Free your time for billable hours
Filter robocalls
Quickly respond to clients
Cut down costs
Provide client support beyond business hours
Protect your availability and productivity
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.

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Selecting The Best Virtual Office

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

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

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

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

WHO USES VIRTUAL OFFICE PROGRAMS

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

SECURITY PROTECTIONS AND PROFESSIONAL IMAGE

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

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

COST SAVINGS

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

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

SUPPORT SERVICES

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

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

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

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

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Maximizing the Value of a Full-Time Employee

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

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

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

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

EMPLOYEE UTILIZATION USING BILLABLE HOURS

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

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

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

ALTERNATIVE WAYS TO MEASURE EMPLOYEE UTILIZATION

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

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

BEST PRACTICES

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

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

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

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

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Five Things to Look for in Shared Office Space (Revised)

June 11, 2025July 22, 2022 by Amata Law Offices

By Ron Bockstahler

Recent events in the shared office space realm compel me to update this article with a couple of very important points that were not mentioned originally. Today I met with an attorney who was originally introduced to me more than three years ago when he was considering changing his office space. At the time, my company didn’t win his business because he wasn’t unhappy with his space and the perceived hassle of changing addresses for active cases just didn’t seem like it was worth it at that time. Two days ago, the shared office this attorney runs his law firm out of, a large international shared office company, provided a 13-day notice that they are closing the center and all tenants will have to relocate to one of their other locations or find new office space on their own. Now anyone that has ever looked for new office space knows that 13 days is hardly enough time to secure new office space and coordinate a move, especially if your firm has a large active caseload.

Last night I was reminded of another operator that closed their offices and gave their tenants less than two weeks notice to vacate. Many tenants believe that there is little chance of this happening if they join a large national or international co-working company or hared office provider. But almost all the large providers set up each of their locations as individual LLC’s, making it very easy for them to close the non-performing centers with little to no recourse to their parent company. When they do close a center, they provide a very short notice to force their clients to move to another one of their centers that are remaining open.

It’s impossible to eliminate the risk of a center closing, but here are a few questions to ask that will help minimize the risk of going through this very difficult experience. First, inquire about the remaining lease term at the center you are considering. If the co-working operator owns the building, ask them about future plans, what their building-hold strategy is and if the co-working operation has a lease with the building, even if both have the same owners. The next question is to find out what the current occupancy of the center is. We use 85% as a measure of full occupancy and anything under 70% is a red flag that the center could be on the block to close soon. The obvious exception to this is if the center opened less than a year ago and is in the early stages of leasing. To that point, a new center is generally a safe bet that it will remain open for the next 1-2 years, regardless of occupancy. Finally, make sure you understand if the operator is a local, regional, or national operator.

There’s no question that from time to time, offices will close for various reasons, many reasons that are out of the control of the operator. The issue is when operators do not provide adequate notice for tenants to research options and make an educated decision on a new office space. If an operator only has one center, that should be a red flag and you need to scrutinize the deal they are offering very closely. Regional operators usually have several centers, are privately owned, and generally go to extreme lengths to protect their reputation. Even if they do close a center, chances are they will handle it in a professional manner, providing as much notice to clients as possible to protect their reputation in the industry and in their areas they operate.

The last point I will make is regarding taking an office with another law firm. For example, I have worked with several lawyers that have taken an office with a law firm that has a direct lease. The comments I hear most often when a lawyer is electing this option, is the cost is cheaper than a professional co-working operator and they do not need to sign a lease. It is true that the cost is generally cheaper because the lessor law firm is looking to offset a small portion of their fixed expenses for a short period of time. However, the benefit of not signing a lease, often, becomes a liability when the law firm provides a very short notice, generally less than two weeks, that the lawyer must move out because the law firm has hired new staff and will need the office. This almost always leaves the renting attorney in a difficult position at the most inopportune time.

You still want to focus on paralegal support, professional atmosphere and amenities, private office options, the legal network opportunities, and location. But even before you consider these things, make sure you are working with a reputable operator and that the location you are considering checks all the boxes highlighted above. Doing due diligence prior to selecting your next office will save you time and money in the long run.

Looking to get the most out of your office space? We can help you find the right fit – start a conversation with us here.

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Five Things to Look for in Shared Office Space

June 11, 2025May 22, 2022 by Amata Law Offices

By Ron Bockstahler

In the past, law firms were known for sprawling offices, where even the most junior associates had their own private workspace. That changed as larger firms adopted standard-size offices, open floor plans and clustered workstations, and a growing cadre of lawyers — particularly solo practitioners — moved to shared offices. Prior to the pandemic, demand swelled for co-working spaces — including office centers designed specifically for the legal community.

With the pandemic, space needs shifted again. As law firms reconsider their space and hybrid and full-time remote work becomes the norm, the demand for shared office space is rising.

Here’s what you should expect if you’re shopping for legal-only shared office space.

Paralegal support. Some centers offer paralegal staff who can assist with everything from basic administrative tasks to legal research. Some services come at an additional fee, but it saves you the expense of hiring a full-time legal assistant. Paralegals and support staff, typically employed by the shared office provider, can also help line up court reporters, file paperwork and serve subpoenas.
Professional deposition rooms. While amenities like lounges and on-site gyms are common in most shared office suites, private deposition rooms don’t usually make the cut. In centers that cater to the legal community, look for access to private meeting rooms with videoconferencing capabilities to conduct depositions either remotely or in person. You can rent this space as needed, without having to cover the cost for the extra space every day.
(Truly) private office space. Many co-working spaces have open floor plans that group tenants together in one large room or use glass partitions to wall off separate offices and meeting areas. This layout may appeal to startups and creative businesses that thrive on collaboration, but it’s not conducive to the day-to-day needs of most attorneys. Law-specific centers should provide access to lounges and other common areas where you can host guests and network with other legal professionals — without requiring you to give up a private office where you can have sensitive conversations with clients without them feeling like they’re in a fishbowl.
Next-door expertise. Most people choose a collaborative environment so they can work alongside and network with people from different industries. In legal-only centers, you have an opportunity to tap into a built-in network of legal professionals who specialize in different areas of law.
Location, location, location. Proximity to the courthouse is key for many lawyers, so most centers designed for the legal community are located in established legal districts close to the courthouse and other frequented buildings. If your office provider operates multiple locations — either in the same city or, in some cases, across the country — you may have the added benefit of working from whichever center is most convenient on a particular day, eliminating the need to commute back and forth.

The bottom line when evaluating any shared space is to make sure that you are able to reap the social and financial benefits of a collaborative environment without compromising either your professional responsibility or your image.

Looking to maximize your effectiveness in a shared office space? We can help you find the right fit – start a conversation with us here.

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