Running a law firm is all about flexible office leasing, balance, managing costs, keeping your team happy, and giving clients the best possible impression.

But as your firm grows, figuring out how to make your office space work for you can feel like solving a puzzle. That’s where flexible office leasing comes in, changing the game for firms that want to grow without unnecessary headaches.

 

Save Money Without Sacrificing Quality

Traditional leases can be a nightmare. Long-term commitments, high overhead, and paying for space you’re not using is a heavy load for law firms.

That’s why flexible office spaces let you scale up or down depending on what’s happening in your firm.

If you have a big case coming up and need space for extra staff, you can easily tap into office space. If you’re experiencing a slower season, you can reduce your office space, without penalties.

In this way, you’re not stuck paying for empty desks. You can stay lean while still maintaining a professional impression with your clients.

 

 

Finding the right office space can be difficult as you’re expanding. With flexible office leasing,  you can start small, and expand as your team grows.

Imagine transitioning into a larger suite seamlessly, without the hassle of renegotiating leases or uprooting your team. This is what flexible office solutions do.

 

Make the Right Impression

Clients notice your office. Flexible office leasing gives you access to premium, professional environments that reflect the kind of firm you’re running—or the kind of firm you’re aspiring to be.

From elegant conference rooms to reception areas and amenities for clients, you can give the impression of a big law firm office without the big price tag.

 

 

 

The Smarter Choice for Law Firms

Flexible office spaces aren’t just about cutting costs—they’re about working smarter. They let you manage expenses, grow your firm at your own pace, and still impress your clients.

At Amata, we’ve designed flexible office solutions with law firms in mind. Whether you need a desk or an entire floor, we’ve got options for any stage of growth.

Contact our team to schedule a visit to our offices in downtown Chicago.

“You can always get more money, but you can never get more time. So you need to ensure the things you spend your time on make the biggest impact,” Allan Dib, author of The 1-Page Marketing Plan

 

There is a little-known secret for growing your law firm, and it is buying back your time. As the author Dan Martell defines it:

 

“The little-known secret to reaching the next stage of your business is spending your time on only the tasks that: (a) you excel at, (b) you truly enjoy, and (c) add the highest value (usually in the form of revenue to your business). Likely, two or three tasks fit that description. Every other task you’re handling is allowing your growth and sucking the life from you, and you should clear it from your calendar. Yes, someone else should be handling about 95 percent of your current work so you can get back to what matters.”

 

This realization is what led Amata to create a wide array of services that help lawyers and professional service providers do that: Buy back their time and focus on what matters. In that way, they get to increase profitability, enjoy a better work-life balance, and feel energized by the work that they do.

 

Today we’re going to talk about a clear example of this: Shipping services.

 

How many times have you spent 2-3 hours sending or receiving a package? While it doesn’t happen every day, shipping can be very time-consuming and take on hours that could be allocated for billable work, high-level strategy, or just relaxing with your loved ones. And that’s when our virtual offices and virtual assistants come in.

 

Once you join Amata, we can hand-deliver and pick up packages for you. Our assistants will manage your shipping needs with the level of urgency that you require, with the fastest option being a delivery within the hour after receipt of documents inside the Chicago Loop area.

Instead of wasting time going to the post office, our administrative support services include the preparation and delivery of Fed-Ex packages, postage services, and an on-demand messenger. Since most lawyers have to deal with sensitive documents, we ensure that your package reaches the right hands promptly and keep a record of it that you can eventually use as proof.

 

Access Shipping Services, Even Working From Home

For remote and hybrid companies, our virtual offices can provide the comfort and professional experience of a luxury office, without the high costs. With our virtual office program, you get access to a business address in a prominent area in Chicago, so clients associate your organization with a Class A location and experience.

 

This also entitles you to receive correspondence at the location and enjoy mail processing and forwarding. The on-site staff will inform you when important correspondence arrives, and we can also receive, scan, and forward any documents for you. Everything is handled with extreme professionality and discretion, as each of our team members goes through a four-person interview process — We want to make sure they care about your success, becoming a reliable extension of your team.

 

“Amata has helped my business grow from a virtual mailbox to two permanent office spaces… [and] has allowed me to present my business in the most professional manner possible.”

Robert Buchanan, THE LAW OFFICE OF ROBERT BUCHANAN

 

The next time you are on a tight deadline to deliver a document or under pressure from your clients to review a document they just sent you, count on us. Amata’s support professionals will take care of all your shipping needs, ensuring you can focus on that 5% of work that truly moves the needle — for your client’s success, your company’s profitability, and your personal fulfillment.

Contact us today to inquire about our virtual office programs and support services.

Many small law firms are feeling the squeeze right now. You’re probably noticing it too—the tension between keeping overhead low while growing and scaling. This can be even higher if you’re locked into long-term leases or office contracts that don’t give you any wiggle room. 

 

That’s where flexible leases can become a game-changer for your firm. They offer you the ability to expand or contract your operations depending on your workload, without the financial commitment of a traditional lease.

 

With flexible leases, you can stay lean while still offering your clients the high-touch experience they deserve. Here are 5 reasons why this could be a great move for your firm.

 

1. Professional Look Without the Low Margins

 

Office space is expensive. In fact, leasing office space is usually the biggest expense for small law firms, just followed by payroll. This can quickly become a burden, especially if your work fluctuates throughout the year.

 

With flexible leases, you only pay for what you need, when you need it. Imagine not having to worry about paying for a space during slow months or scaling up when you take on new clients.

 

This flexibility frees up resources and provides peace of mind, allowing you to invest in other areas of your business like marketing, technology, or hiring. You get the benefit of reducing your overhead without sacrificing the professional look and feel your clients expect.

 

2. Adaptability for Growth and Expansion

 

Most small law firms struggle to create the infrastructure necessary for growth. When your case load increases or you bring on new attorneys, you might need more office space, but committing to a long-term lease for that larger space can be risky—especially if the additional work isn’t permanent.

 

Scalable office spaces allow you to expand your workspace as needed. Whether you need a few extra desks for new team members, a meeting room for a high-profile case, or temporary space to accommodate an influx of work, you can scale up without long-term risk. And if things slow down, you can easily scale back, avoiding unnecessary costs.

 

This kind of adaptability is critical for small firms navigating the ups and downs of client demand.

 

3. Enhancing the Client Experience

 

Your office speaks louder than you realize. Clients seek confirmation that they’re working with a professional, reputable firm.

 

Imagine greeting clients in a sleek, modern office with professional reception services, spacious meeting rooms, and cutting-edge technology. Scalable office spaces often come with shared amenities that elevate your client experience, making your firm look and feel as polished as a large corporate practice, even if you’re operating on a smaller budget.

 

With flexible and scalable office spaces, you can deliver the high-quality experience your clients expect without the hefty price tag. 

 

4. Focusing on Legal Work, Not Office Management

 

As a lawyer and business owner, the last thing you want to spend your time on is office management. With Amata’s flexible office solutions, many of the day-to-day responsibilities like reception services, IT management, and mail handling are taken care of.

 

This allows you to focus on the work that really matters—serving your clients and building your practice!

 

5. Mitigating Risks in Uncertain Times

 

The legal industry is constantly shifting—changing client needs, economic downturns, or even natural disasters can change your firm’s trajectory overnight. Flexible leases allow you to adapt to these changes quickly and effectively.

 

Scalable office space allows you to pivot. Need to downsize during a slow period? No problem. Seeing a surge in new clients? You can expand your space to accommodate that growth.

 

Flexible office space provides the peace of mind that, no matter what comes your way, your firm is prepared.

 

How Amata Can Help

 

At Amata, we understand the unique needs of your firm. We offer flexible, scalable office solutions that allow you to grow and adapt as your firm evolves.

 

Whether you need virtual office services, short-term leases, or full office space with all the amenities, Amata has the solution that fits your needs without tying you down.

 

Reach out to Amata today and see how our flexible leases and scalable office options can support your firm’s growth while keeping costs in check.

What do you do when you’re too busy to handle admin tasks, but not profitable enough to delegate them?

 

As a small law firm owner, you are constantly balancing important tasks. From client consultations to court appearances, your day is packed, leaving little time for the daily administrative runs that are essential but time-consuming.

 

Yet, the challenge remains: your firm is not yet profitable enough to hire full-time staff to manage these tasks. This is where Amata’s Fractional Support services can be a game-changer for you.

 

The Challenge of Daily Runs

Daily runs to the courthouse, the Recorder’s Office, or the Secretary of State Office are critical for the smooth operation of your law practice. These tasks include filing documents, picking up certificates, searching court dockets, and delivering courtesy copies.

 

While essential, these activities can drain valuable time that could be better spent on billable work or strategic planning.

 

 

Amata Law Office Suites offers a unique solution tailored to small law firms like yours. With us, you can access experienced paralegals and administrative staff on an as-needed basis. This flexibility allows you to delegate daily runs and other administrative tasks without the financial burden of hiring full-time employees.

 

How It Works

1. Experienced Paralegals at Your Service: Amata’s paralegals are seasoned professionals, many with over 20 years of experience in various legal disciplines. They are capable of handling a wide range of tasks, ensuring that your daily runs and other administrative duties are completed efficiently and accurately.

 

2. Cost-Effective and Flexible: Amata offers paralegal services billed in 15-minute increments, with rates ranging from $65 to $180 per hour depending on the complexity and type of work. For law firms utilizing multiple Amata services, these rates are automatically discounted by 30%.  This pay-as-you-go model allows you to manage costs effectively and only pay for the services you need.

 

3. Seamless Integration with Your Firm: Amata’s team members act as an extension of your law firm. You will work consistently with the same paralegal, building a relationship of trust and ensuring continuity in your operations.

 

Additionally, Amata’s extended line of credit means they can cover the associated costs for documents and filings, streamlining your billing process.

 

Additional Support Services

In addition to handling daily runs, Amata provides a range of support services that can further alleviate your workload:

 

Administrative Assistants: Our administrative assistants can help with e-filing, scheduling messengers, handling express mailing, entering billing, and even managing social media postings.

They work on-site at Amata offices, always available to assist with your needs.

 

Virtual Assistants: If you prefer remote support, Amata’s virtual assistants can act as invaluable gatekeepers, managing client call-backs, scheduling appointments, and more. This service helps reduce the stress and anxiety of managing a law practice, allowing you to focus on higher-priority tasks.

 

 

Running a small law firm is demanding, and every minute counts. By leveraging Amata’s hourly paralegal and administrative services, you can delegate time-consuming daily runs and other tasks, allowing you to focus on growing your practice and serving your clients more effectively. 

 

With Amata, you get the support you need without the financial strain of full-time hires, making it an ideal solution for small law firm owners looking to optimize their operations.

 

Explore how Amata can support your law firm and help you streamline your daily operations by contacting our team.

The decision to hire a virtual assistant can be transformative for lawyers seeking higher productivity and control over their schedules. But in the current economic climate, we understand if it also feels like a big financial commitment. That is why today’s article outlines four simple steps to successfully hire your first virtual assistant and ensure a seamless integration into your legal practice. Furthermore, we’ll explore how Amata’s legal virtual assistants can play a pivotal role in optimizing your workflow.

 

1 – Define Your Needs and Tasks

 

The first step in hiring a virtual assistant is to put on paper what you do on a daily basis. Identify areas where you spend a significant amount of time outside of billable hours. Some examples include managing emails, scheduling appointments, or handling routine administrative duties.

By defining your needs first, you can clearly communicate to potential hires what you need and ensure that your virtual assistant possesses the skills and expertise required to effectively alleviate your workload.

 

 

2 – Choose the Right Virtual Assistant Service Provider

You can either hire a full-time person through the traditional means (job hunting sites, asking for referrals, etc), or go to a place that has aggregated hundreds of virtual assistants for you.

In both cases, selecting the right virtual assistant service provider is crucial for a successful partnership. And it is important to realize that not all virtual assistant services are tailored to the unique demands of the legal profession.

 

What makes Amata’s virtual assistant services unique is that:

1. Our virtual assistants are fully trained to serve the legal industry specifically
2. You can hire them on an hourly basis to avoid overpaying and the financial risks of a full-time hire
3. We have a wide pool of professional virtual assistants to serve your exact needs

 

These three factors give you flexibility in terms of hours, scalability to accommodate your growing practice, and a thorough vetting process to ensure skilled and reliable support.

 

3- Establish Clear Communication Channels

Effective communication is key to a smooth relationship with your virtual assistant. Clearly articulate your expectations, preferred communication channels, and the workflow for task assignments.

Since Amata’s virtual assistant functions as an extension of your team, establishing a seamless communication process ensures tasks are executed precisely, aligning with your legal practice’s standards.

 

4 – Start with a Trial Period

 

Before committing to a long-term arrangement, you can test the waters with a trial period. This allows both parties to assess compatibility, communication dynamics, and the assistant’s ability to meet your specific needs.

Use this period to provide constructive feedback, make any necessary adjustments, and ensure that the virtual assistant seamlessly integrates into the rhythm of your practice.

With Amata’s support services, you do not need to worry about a trial period at all. You always have the same point of contact, someone you are comfortable working with. When that person is on vacation you have someone else available to assist that is familiar with you and your firm. If at any time you need help to manage your virtual assistant or require a different one, we will assist you through this process.

 

 

Amata’s virtual assistants are trained specifically for the legal industry. They assist solo law firms and small-sized firms with tasks such as legal correspondence, document management, appointment scheduling, and new client intake. Their familiarity with legal procedures ensures professionalism and smooth operations, freeing up your time towards high-value, billable tasks.

Our virtual assistant service can help you take care of several tasks, including:

 

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

 

Moreover, our flexible plans allow you to pay for just the hours that you need. This can remove the budget constraints most solo practitioners and small law firms experience, so that you can grow your firm and gain more control over your hours without the burden of unnecessary overhead costs.

Hiring your first virtual assistant is not a “nice to have”; it’s a pivotal step toward growing your legal practice. By defining your needs, choosing the right service provider, establishing clear communication channels, and starting with a trial period, you pave the way for a more profitable business where you can do what truly energizes you.

 

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

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

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

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

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

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

The Hybrid Model Is Here to Stay

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

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

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

How the Hybrid Model Works in Practice

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

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

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

Five Tips for Transitioning Into A Hybrid Work Arrangement

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

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

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

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

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

Discover our virtual offices in Chicago.

Should you pick a physical office or a virtual workspace? There are benefits either way. A virtual office offers flexibility, cost savings, and remote access. But a physical office provides a dedicated space for collaboration and productive meetings.

Here are Amata we offer the perfect middle. With flexible office spaces, we can serve your needs with the advantages of both a physical and a virtual office. This article is going to explain how.

Virtual Office vs. Physical Office

Here are 3 ways we can help virtual offices:

Cost Efficiency

Virtual offices eliminate the need for physical space, utilities, and maintenance. This option helps businesses maintain profitability, so they can invest more into tech, team, and growth.

At Amata we offer cost-efficient virtual office solutions, so your business can maintain its professional presence without the overhead expenses of a traditional office space.

Flexibility

We understand the importance of adaptability in today’s fast-paced world. That is why we provide 12-month lease terms with 30-day adjustment notice periods, which allow you to quickly pivot if needed.

With our scalable plans, you can also add or reduce office space as needed during the term of the contract, without penalties. Our shared spaces also virtual law firms to maintain their professional image while reducing on the second largest expense for most professional service companies: office space. You can better allocate those resources to improve technology, serve more clients, and grow your team.

Access To Legal Support Services Chicago

Whether you opt for a virtual or physical office, Amata’s support services are readily available to smoothen your operations. Our pre-vetted professionals act as extension of your team including:

• Administrative assistants
• Paralegals
• Live receptionists
• Business phone services

All of which can off-load your essential but tedious tasks like phone answering, posting on social media, keeping your databases updated, and even drafting first drafts for important cases.

Here are 3 ways we can help non-virtual offices:

Modern, Professional Office

Amata’s modern office spaces in Chicago are strategically designed to project a professional image and an environment for enhanced productivity and collaboration. You can enjoy all the credibility, safe facilities, and fully-equipped offices from a large corporation, but without the costs or 5-year leases.

Collaborative Environment

Our physical offices are designed to promote your very best work, where collaboration and innovation can flourish. With a combination of private offices, strategically placed workstations and networking events, law firms and professional service firms can focus on client service while everything is taken care of for them.

Secure and Private Environment

Physical offices provide an unmatched level of security and privacy, which is particularly important for law firms and professional service firms. We equip our offices and conference rooms with robust security measures, ensuring your data and confidential meetings remain protected.

We Can Help You Grow, On Your Own Terms

The choice between virtual and physical offices depends on your unique situation. While virtual offices offer flexibility and cost savings, physical offices provide a professional space for enhanced productivity and collaboration. With our flexible office plans and scalable solutions, we ensure you’ll find the perfect solution for your business, whether you require a modern office space, virtual office services, or legal support in Chicago.

Contact our friendly team and discover your ideal office solution to grow — whether you work remotely, on-site, or with a hybrid arrangement.

Discover our virtual offices in Chicago.

The legal industry is changing. The COVID-19 pandemic has reshaped the way lawyers work, with some embracing the flexibility of remote work while others emphasizing the importance of in-person collaboration.

But for most small firms, office space rental is a big expense that needs to be considered carefully. As the legal industry continues to evolve, so do the needs and preferences of law firms when it comes to office space. Is there a solution in-between costly office spaces and having no office at all?

Before you sign that lease, consider these 5 factors that will help you select an office space that meets your unique requirements.

1. Location, Accessibility, and Client Convenience

Having an office with strategic proximity to courthouses, government offices, and clients can significantly impact your firm’s daily operations and client relationships. A conveniently located office not only reduces travel time for attorneys but also makes it easier for clients to reach the firm for meetings and consultations.

Deciding where your law firm will be located also plays a huge role in attracting and retaining the best employees. A recent study by Thomson Reuters of solo and small law firms found that work/life balance is a top priority for attorneys, and your office location can significantly impact this with commute times.

Top clients AND talent are attracted to Class A office buildings in the Chicago area. And with Amata, you can access them in a way that suits your growth needs and budget.

2. Space Design and Layout

When selecting office space, consider the layout and design to ensure it aligns with your specific needs.

For example, most lawyers do not need to come into the office on a regular basis, but they will occasionally require a conference room. Whether it is for client meetings, gatherings with your team, or space to focus outside of home, your office space should have conference rooms available for the day.

With Amata’s hybrid office model, solo and small law firms can have on-demand conference rooms for up to 18 people. You can book a room with tech capabilities for presentations and lots of coffee, so you can impress clients without the fixed cost of a traditional office space.

3. Technology and Infrastructure

A well-equipped office should provide the necessary technology to seamlessly run your law firm. This includes high-speed internet, secure networking, video conferencing, and reliable phone systems to support your legal teams. 

This is why at Amata we provide a full-service law firm space with the flexibility you require. More than 800 law firms and professional services companies benefit from the following (either directly or through our vetted partnerships):

1. A client in-take process
2. Support staff (on-site paralegals, live receptionists, docket clerks)
3. Practice management software and/or a CRM
4. Billing software
5. Computers/printers/copiers/mail equipment/phone
6. Private and virtual offices
7. Networking opportunities

In today’s competitive environment, reducing your office costs is vital to investing more in technology, automation tools, and compensation. As international lawyer Sandra Chiarlone realized, the result is effectively servicing your clients and growing a successful law practice.

4. Flexibility and Lease Terms

With today’s fluctuations in caseloads and staffing needs, having flexible lease terms becomes a must. Ideally, you would find a comfortable space with a short-term lease that is not costly to terminate.

At Amata, we focus on affordable AND scalable plans. After all, cheap rent may not lead to a reduction in costs. For example, without having the ability to add or drop offices during the term of the contract, you may not know the true cost of hiring a new associate.

But with Amata, if that associate leaves the firm for any reason, that office and the associated costs are terminated — protecting your profitability from incremental overhead expenses.

5. Health and Safety Measures

A home-based work setting may pose challenges in ensuring adherence to post-COVID-19 health and safety protocols. A professional workspace will ensure proper ventilation, sanitization protocols, and established contingency plans for emergencies and crises.

This not only protects the firm from potential liabilities but also strengthens the trust and confidence of both clients and personnel in the firm’s dedication to their well-being.

Conclusion: Selecting the right office spaces comes down to flexibility

It is hard to predict all the factors that may impact your office space. Will you require extra offices? A conference room? New technology?

That is why choosing the right office space for your law firm comes down to flexibility. Location, accessibility, space design, technology, and health and safety measures are all key factors. By having flexibility around these aspects, law firms can create a workspace that not only meets their current needs but also positions them for future growth and success in the ever-evolving legal landscape.

At Amata, we have traditional and modern designs to choose from. All locations are professional, in prestigious locations, and within walking distance from major public transportation. Find the true office flexibility you seek.

Discover our offices for lawyers in Chicago.

Litigation Firm Gives Up Office Lease And Doesn’t Look Back

Welcome to the second profile in our series of success stories from law firms that have chosen Amata Law Office Suites to house their practice’s operations. Covering only eight of the more than 800 law firms that have leveraged our services in Chicago, Illinois, each month we’ll feature the successes of a few firms and how they’ve used Amata to their advantage.

Can office solutions save lives? Maybe not. But at Amata, we’ve certainly seen ours make others’ easier. Case in point this story about a Chicago-area litigation firm that started with us in 2021. Their journey from suppressed potential to unbound growth is just one example of the real-life impact that the right office space provider can have.

Starting With the Basics

Founded in 1997, this practice was a revered name in Chicago’s insurance, real estate and commercial litigation scene long before it started working with Amata. It had grown steadily over the years, finding success through several high-profile cases while expanding its operations not only throughout Illinois, but also Michigan, Indiana and Wisconsin. The HQ team back in Chicago worked out of the same office space for 13 years before their lease went into limbo in the middle of the COVID-19 pandemic.

During this time, the firm – like everyone else – had been forced to take an unconventional approach to business as usual. The three principal partners, six lawyers and additional staff members on the team rarely visited the office space they had and were instead handling most matters remotely.

Taking a New Approach to Work

Of course prior to the pandemic, there wouldn’t have been a question about whether this type of “old school”, self-managed arrangement was the smartest move to make. For many, it was the only way. Business owners had come to accept the sky-high costs of maintaining exclusive office space and assumed it was unavoidable. But remote work changed things overnight to quickly reveal just how much more can be done with less.

In the latter half of 2021, Amata’s team received a call from one of the firm’s partners with questions about how managed virtual offices work. They were particularly interested in phone services, call forwarding and automated receptionist features. These options had the potential to provide all of the advantages of a brick-and-mortar office – reliable customer service and confidential lines for client calls – without actually having an in-house physical presence.

While devastating in other respects, the pandemic presented this firm the opportunity to try out a new approach, and in doing so, reduce its fixed expenses, risk, and partner liability on a short-term basis.

Reaping the Benefits of a Smarter Approach

Within days of signing onto an agreement with Amata, this once-taxed litigation firm was able to drop its monthly expenses of over $21,000/month (including a full-time receptionist) to about $550/month. For context, that’s less than a third of the average rent price for an apartment in Chicago. But they were getting so much more value – not only professionally maintained and managed office space, but also receptionist services and freedom from constraining lease arrangements.

While Amata’s services had initially been sought out in response to the pandemic, the litigation firm moved to transform its partnership into a long-term endeavor. Decision makers found that staff were just as productive in their new flex arrangement and that the cost-savings of adopting it permanently could only pay dividends. This proved true later on in 2022, when the practice added two more associates to its team. They took two additional offices with Amata so that these new partners could work with existing associates in person two to four days each week. Beyond that, no other physical space has been needed to maintain the firm’s productivity and broader operations. Flexible solutions from Amata allow them to drastically increase their monthly cost-savings for reinvestment in company growth.

How Amata’s Solutions Tailor to the Needs of Individual Law Firms

The law firm we’re discussing today is no different from others in Chicago in the sense that it had a problem with operational inefficiency that needed to be tackled. But at the same time, none in the city are identical. Each and every practice has its own story and areas of expertise. Factors like team size, client base, and funding all play into how any given law firm operates. Enhancing efficiency requires case-specific support, and that’s exactly what Amata provides.

Amata gives law firms everything they need – and nothing they don’t. We want to equip your practice to succeed in today’s changing yet competitive landscape. Our innovative services are specifically designed for budding ventures that need a cost-effective way of delivering value to their clients.

We provide a range of solutions, from phone answering and virtual office management to document filing and legal research. As-needed office space is also available so that you can scale up or down as needed. Amata frees up your time, resources, and staff so they can focus on doing what they do best – winning cases. Inquire today!

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By Ron Bockstahler

The most common question I’m asked lately is “What is happening in the office space sector?”.  With a client base of over 800 law firms and businesses, I usually have a good read on what is happening in the office sector of the real estate industry. Throughout June we have seen an increased demand for office space, but more specifically, the demand for flexible office space has been a top priority. Clients are placing a high priority on office flexibility and cost controls in their office selection.

JUNE CONTRACTS

This last week of June alone, Amata signed 12 contracts and/or amendments with existing clients and new clients. Eight of these were to take additional or new space and four were to reduce space. One virtual client, converted to have a full-time office and a California based law firm sign an amendment to have Amata manage their phone system and answer their phones. In each conversation clients were focused on cost controls by exercising the flexibility in their agreements.

FLEXIBILITY

Not included in the above-mentioned new contracts is a 500+ employee New York based law firm, that renewed their agreement with Amata, adding additional offices. The deciding factor to remain with Amata versus signing a lease for their own space was the flexibility Amata provides. Adding or removing an office during the contract term, without any penalty is crucial in this business environment. Another firm dropped an office from their agreement the first week in June, then added a workstation this past week. Successful firms are adapting to the fast-changing business landscape and controlling costs by taking advantage of the flexible lease and staffing solutions provided by Amata.

COMPETITIVE ADVANTAGE

One of Amata’s greatest competitive advantages is the flexibility to manage expenses quickly to match changes in revenues. The cost structure with traditional office landlords makes it impractical and unprofitable to provide tenants this type of flexibility. When a company signs a lease, the landlord amortizes the cost to build-out the space, cover concessions, and brokers fees. Amortized costs do not go away when tenant downsizes and no longer requires all the space. Expanding beyond the initially leased space, without increasing the lease term, further locks in fixed expenses.

Learn more about how you can add flexibility and cost controls to your office expenses by contacting Amata.

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