Virtual Office

By Ron Bockstahler

We are going on our third year living with Covid-19 and some of the early predictions about a hybrid work/office model are starting to become reality. But the truth is, this reality looks different for almost every law firm and is heavily influenced by personal preference, type of law practiced, and individual situations. When it comes to creating the perfect hybrid work environment, there is no one-size-fits-all solution.

Over the past 30 days, I have worked with five law firms helping them to create a hybrid work environment that will allow them to optimize resources, maximize profitability, and maintain firm culture. All these firms were successful prior to the pandemic and their work volume has been consistently increasing since the pandemic began. Their challenges include maintaining firm culture, developing new associates, coordinating work projects, and keeping their work force from leaving for new opportunities. I will even add my own company, Amata Law Office Suites, into the discussion since we too have experienced similar challenges during the pandemic and are now wrestling with how we move forward. Let’s look at a couple of these firms, their situation and how, at least for now, they are moving forward with hybrid work/office solutions.

Let’s start by talking about the largest of the five firms I’ve recently worked with. Since the project is ongoing, I will not mention the firm name for confidentiality purposes. The firm is based in Florida, with locations in several other states. In Chicago they have 38 attorneys and occupy two adjacent floors in the Chicago loop, about 35,000 sq. ft. in total.  I started talking with this firm about a year ago, late in 2021, as they were considering the best way to move forward with their office space. Like most of us, they wanted to see how the pandemic would play out and how their lawyers and staff would adjust to remote work before making any big decisions on their office space. With enough experience working remote and a lot of input from their lawyers, they are now ready to move forward with a hybrid work/office model they believe will work well for their firm. Their model involves giving up both floors at their Chicago office in a partnership with Amata Law Office Suites, with the firm maintaining twelve offices for lawyers and staff who have elected to come into the office regularly and four offices for hoteling among lawyers and staff that come into the office only occasionally. The firm is signing a licensing agreement with Amata and will use the common areas and conference rooms in the same way as other Amata client. The lawyers and staff without offices have elected to work remotely, only coming into the office for firm meetings or to occasionally meet with clients. By giving up their permanent office space the firm can reduce expenses by just under $800,000 each year.

Next is a three-attorney law firm with two staff members. For the partners of this firm, the remote work model did not suit their work preference. In fact, since the beginning of the pandemic, they have been coming into the office every day. It is common to see the partners meeting serendipitously to discuss a client or case they are involved in. They are all old enough to be empty nesters, so they can work at home without interruptions. Instead, they enjoy the camaraderie the office provides. If I were to rank the reasons lawyers give me for coming into the office, camaraderie and the social aspects would be at the top of the list. For years one of my favorite sayings when talking with my managers has been, busy makes busy. Create a busy environment and people will gravitate to that environment.

Want to learn more about how Amata helps law firms leverage hybrid work? We can help you find the right fit – start a conversation with us here.

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A great paralegal strives to deliver work on time and accurately.

They’re also vital to law firms because they handle everyday tasks on several cases at a time to keep the caseload moving in the right direction.

What do they worry about the most? They have the skills and talents they need to succeed every day, even in a busy legal environment.

We’ll take a look at six things that keep a paralegal up at night, and how they help bring success to a law firm.

1)  Time Management

Paralegals are always busy with the daily tasks that keep law firms and solo practices running smoothly. There is plenty to do throughout the day, such as answering phones, talking to current clients, responding to emails, preparing documents, and getting ready for depositions.

With increased caseload comes increased workload, which is a good thing for your law firm.

When the daily tasks of running your practice become too much and you don’t have enough time to accomplish these tasks, perhaps it’s time to look into a paralegal to help alleviate your workload.

2)  Caseload Management

Paralegals are at the front lines of caseload management. They know what cases should have priority and which ones have looming deadlines. They also know when and how to pass along messages to attorneys regarding important developments in the case, especially if the other counsel reaches out to make a pretrial settlement and it’s time to negotiate.

Would you rather just focus on the aspect of case law to focus on your clients? Or would you rather understand what cases need your attention first and foremost?

Paralegals can help you manage cases from start to finish. They use automated tools to keep track of things (Amicus is a good one), otherwise they would spend too much time doing extra busy work.

Automated tools and platforms also store information, documents, and filings, especially with cloud-based systems. Paralegals know these systems very well as part of their daily tasks, and they can alert you when to review documents ahead of filing them with the court.

3)  Trial Prep

Preparing for a trial is a lot of work. You have to bring evidence, retrieve files, print out documents, and be ready for anything.

Paralegals can help you prep for a trial so you’re ready to follow court procedures, interview the other side’s witnesses, and learn how to talk to a potential jury.

Any paralegals you have on staff can take care of the paperwork and files. You should get ready to deliver the best possible results for your client.

4)  Deadlines

Different court systems have varying procedures and filing deadlines. Your scheduling app keeps track of client meetings and court dates, but not necessarily when filings are due to the court.

Having a paralegal on hand gives you an extra helper to work on filings and documents ahead of deadlines so you don’t miss anything. Missing a deadline can cost you a case or give your opponent leverage against you and your client, particularly when there are motions due or if there’s a pretrial conference coming up.

5)  Client Intake

How do you know what clients you should take?

There are varying levels of potential clients, from ones you know you should never take to ones that are great for your firm.

Paralegals have the know-how to understand what a good client would be for you. You can easily train a paralegal to handle client intake for you with a series of questions to ask potential clients.

Client intake interviews and questions are vital to making sure you can reasonably succeed in your case. You can’t win them all, but knowing vital information ahead of time can help you determine if you want to proceed.

Send along a list of questions (and the answers that a paralegal should know), such as:

• What is your reason for contacting an attorney today?
• Can you tell me more about your situation?
• Have you ever worked with an attorney before?
• Have you already consulted with an attorney about this matter already?
• What outcome would you like to see from this case?
• Do you have any documents you can show me?
• Have you been served with court papers?
• What expectations do you have with our firm?
• How would you prefer we communicate with you?
• Why did you choose to contact us?
• What are your biggest concerns with your situation?
• Have you considered attorney fees and your budget?

A paralegal can also answer many questions the potential client may have, such as what the next steps are, how much money should they pay, and what are any potential outcomes like.

Paralegals also understand the line between getting enough information and when talking to a potential client becomes a waste of time. Your paralegal has the panache to navigate client intake.

6)  Maintaining Accurate Information & Documentation

Accuracy and details are everything in legal work. One wrong name, place, or date, and you could end up losing a case.

Paralegals are masters at knowing details and understanding what details are important. They document everything properly, save them in the right files, and help you maintain proper filing schedules.

When you have so many pending cases on hand, the details can slip away from you. Managing all of the information can fall to paralegals who are trained to handle such tasks.

Hire a Fully Vetted Paralegal to Assist You

Amata is an attorney services firm based in Chicago. We offer a wide range of support services, including paralegals who assist you with the daily tasks of your law practice.

Your paralegal can be virtual or on-site, whichever you prefer. We have a variety of on-demand options to fit your needs, whether you require a paralegal just to maintain caseload or need one to handle all administrative tasks. You don’t even have to hire a paralegal full-time.

Even better, the paralegal you hire is on our payroll and not yours, saving you money on benefits such as insurance.

Contact us for more information. Experienced help is just a phone call away thanks to our network of paralegals.

Discover our paralegal services in Chicago.

Do you want a glimpse into the future of law offices? Grant Drager, Vice President of Business Development at Amata Offices, joins The Inside BS Show with Dave Lorenzo to talk extensively on the topic of the future of law offices.

Watch The Interview Here

Listen to the podcast episode here.

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Attorneys starting off with their own practice need an essential support system to grow and prosper.  

Sure, you have the ability to take care of your filing, administrative tasks, and answering inquiries. 

But do you have the time? 

When you devote less time to mundane yet essential tasks, you have more time to work on settling a case in your favor. 

Let us show you what a full-service virtual office can do for your practice. 

 

Various Plans to Fit Your Needs

Amata offers four different levels of service, all at affordable prices that come in much lower than hiring full-time staff. 

1. Business Address starting at $75. We handle the mail, scan the mail, notify you by email when it arrives, and forward mail to your chosen address. We also offer discounted FedEx services along with specialized messenger services.
2. Live Receptionist & Phone starting at $49. A live person answers your phone from 7 a.m. to 10 p.m. CT. Transcription for incoming calls and messages that we forward to your phone or document system. Listen to your incoming messages through your cellphone.
3. Live Receptionist & Phone with Business address starting at $175 a month. You get everything from the first two plans plus access to one of seven physical locations for you to perform legal work.
4. Virtual Office Plus starting at $275 a month. You get everything from the first three tiers plus keycard access to a physical office space 24/7 as well as 24  conference room credits/month to use whenever you wish.

The average cost to rent office space in Chicago currently sits at $37.56 per square foot.  

If you pay $275 a month to rent space at that rate, your office would be a closet with no windows! 

We offer physical space to work, meet clients and meet other attorneys, as well as staff, for much less than it costs to rent an office and hire full-time staff. 

Using our virtual office services for your law firm lets you save money while you grow your firm. Even better, it gives clients and prospective clients a professional first impression of your legal services. 

 

We Hire Knowledgeable Staff

Every Amata staff member who works for you goes through a four-person interview process at first. You have peace of mind that everyone who answers the phone understands legal terms, knows how to speak to other attorneys who may call the office, and can perform initial screenings of potential clients based on your requirements.  

Better yet, when you need expert assistance for your firm, our team of paralegals, legal administrators, law clerks and receptionists act as an extension of your business. 

 

We Know the Industry

Our team has been helping the legal community in the Chicago area since 2002, and we have nearly 75 years of combined experience helping law firms with administrative tasks. We have experienced property managers who help you with conference rooms, ordering discounted supplies and setting up your workspace.  

Over the past two decades of providing full-service legal office support, we’ve helped over 750 attorneys in 27 practice areas generate thousands of lead shares. 

 

We Own All of Our Assets

What sets Amata apart from other full-service virtual offices for lawyers is that we own all of our assets. When you need to set up a time to work in an office space or meet with clients in a conference room, you don’t have a middle manager to go through.  

Our company owns what you utilize. When you talk to us, you talk to the owners of the space, the supervisors of the employees, and the ones who provide your services.  

 

Take Advantage of This Opportunity

Are you a growing legal practice? We give you room to grow with our scalable yet customizable services.  

Our top service starts at $275 a month. Let’s say you double that for $550 a month.  

That’s still a fairly cheap overhead. The rest of your expenses can go towards billable time with clients rather than hard costs. In less than a couple hours worth of billable time, you pay for a month’s worth of office expenses.  

Even better, virtual offices may be more normalized as we emerge from the pandemic that gripped the world for two years. 

 

It’s All About Your Clients

The American Bar Association notes that some law firms returned to their offices faster than other corporate service entities following the COVID-19 pandemic. Some law practices utilized a hybrid model with some in-office staff and some virtual.  

The ABA says that it depends on the clients of attorneys as to how you should approach your office space. You are probably figuring out how to solve the in-office or work-from home paradigm of doing business. Hybrid models are emerging as the prevailing way to return to normal. 

Amata gives you a chance to wow your clients with a dynamic office space and conference room in downtown Chicago. We still have some pretty spectacular views to make a lasting first impression and creating a wow factor for your big-name clients. 

We also allow you the freedom to work from a park, your favorite lunch spot, or at home with your kids. Secure cloud-based services let you work from anywhere, whether you’re organizing files in Clio or billing a client in LawPay. Some clients can appreciate hearing the squeal of your kids playing in the yard while you work on their case because they value a work-life balance too. 

 

And It’s All About You

You worked hard in law school. You busted all-nighters researching cases and studying for the bar. You deserve to run your law firm as you choose to, not what tradition says to do as you try to pursue clients to grow your practice. 

A virtual office space gives you the freedom for more work-life balance because most or all of your administrative tasks are taken care of. You don’t have to worry about your image since we take care of those details for you as a law-focused support company that understands the legal world in America’s third-largest city. 

 

Amata, An Entire Company as Your Support Staff

Let’s get started. Call or contact us for a tour of our locations if you’re serious about growing your law firm while keeping overhead low. 

Discover our virtual offices in Chicago.

Virtual law firms have seen a rise in popularity over the last several years. But, due to the COVID-19 pandemic, there has been a bigger boost in the demand for virtual legal professionals.

Will virtual firms become the “new normal” for the legal industry? Perhaps. Multiple firms across the country are seeing the benefits, as they’re able to hire and work with top attorneys with different areas of expertise. Clients can benefit, too. If a client needs an attorney specializing in a particular type of law, a quick search within a virtual law form can connect them with the expert legal advice they need.

But, as with any other type of virtual service, there are some potential drawbacks to virtual legal help. One of the biggest challenges is communication. Law firms need to adapt to improve client satisfaction remotely, and that’s often easier said than done.

But, it’s not impossible.

Whether you’re part of a larger firm or run your own, understanding how to improve communication with your clients will make a big difference in your success and trustworthiness. Let’s look at a few strategies that put communication at the forefront of your client-attorney relationship, even if you never meet each other in person.

Digitize Your Documentation

One of the best things you can do to improve your client communication is to stay organized. In addition to working with clients virtually, many attorneys are shifting their documents to cloud-based services. It’s a great way to “go green” and keep important files in one convenient location.

But, like any other filing system, it’s crucial to have some kind of organizational operation in place. Keeping things organized will make it easier to find information on your clients for meetings, or when they call or e-mail to ask a question. It will also make it easier to present information to your clients digitally, in an easy-to-understand format that will make communication stronger for both of you. Plus, staying organized will help you to avoid information silos and miscommunication within your firm.

Consider digitizing your documents through PDFs and creating a virtual library for all client documentation. You can store digital files by case numbers, last names, or however you see fit. In a matter of seconds, you’ll be able to search for files and pull them up, rather than scrambling for information at the last minute before your next virtual meeting.

If you create a cloud-based library, you can also choose to have it password protected. This allows you to directly share all files and information about a client’s case with them, so they can see changes and additions in real-time. It’s a small gesture, but when your client feels well-informed and updated, they’re more likely to trust the process.

Additionally, multi-factor authentication (MFA) or, at the very least, two-factor authentication (2FA) is advised. If your password is considered one form of authenticating or verifying your identity, then another form might be a text message or an email with an additional log-in code, or even the last four digits of your SSN. By protecting your clients’ documents with more than one form of authentication, you’re doing more than the bare minimum — consider MFA for all your clients’ files and data to keep them truly secure.

Set Up Multiple Communication Avenues

No matter how many clients you have, it’s important to make each one feel comfortable and heard. Not everyone will want to talk on the phone, so consider offering several virtual communication options, including:

• One-on-one video chats
• Email
• Instant messaging
• Conference calls

You can even host live streams within your office when you have to meet with more than one person. Live streaming is a great way to communicate a lot of information at once, especially when you’re working with multiple attorneys or your client wants other individuals involved. If you decide to go that route (or do any video conferencing, for that matter), it’s crucial to have the right setup. Choose your live streaming space carefully in a low-traffic area, especially if you’re working from home. Your background should be clean and free from distractions, but it’s never a bad idea to have your degrees hanging behind you.

It’s also okay to add a touch of personality to every avenue you offer. Whether you’re chatting on the phone or hosting a video conference call, be yourself. Have a few personal items in the background of your video, or connect with your client by finding a few interests you have in common. While remaining professional should be your top priority, your client will feel more comfortable and willing to open up if they see the actual person behind the attorney title.

Invest in the Right Software

With many firms across the country going virtual, keeping up with communication efforts will ensure you stay competitive. Consider developing your own online portal for clients. This has become increasingly popular in the healthcare industry for doctors and patients, but it can work just as well for attorneys. A digital portal will give your clients full access to the information they need, and they can set up meetings with you directly.

If you don’t want to build your own online portal, there are plenty of existing companies that have developed communication software. Practice management software like Clio, Practice Panther, and Smokeball can assist with things like:

• Document management
• Billing assistance
• Scheduling
• Case management

The more secure your clients feel when utilizing your virtual services, the better. Strong communication will help with that, so don’t be afraid to invest your time, money, and resources into improving your communication efforts. Virtual law firms are here to stay, and yours can continue to grow if you focus on building professional relationships with your clients, even if you’re in completely different time zones.

Discover our virtual offices in Chicago.

In 2021 working from home has become the new normal. For some, this may still feel like a big transition, but it’s essential to stay up-to-date with changing expectations in the professional world. This goes for all business owners, and is especially true for law offices hoping to stay relevant in a competitive legal climate.

So how can you “future-proof” your legal practice? Think of “future-proofing” as anticipating trends and adapting your law practice to embrace the newest technology. With tech updates, flexible law offices, and cloud-based solutions, your legal practice will be ready to take-on the future.

 

What is a Flexible Law Office?

A flexible law office offers attorneys the opportunity to customize their schedule. This means that attorneys select their work hours and may conduct work from any location. Although a flexible office format might seem too unstructured at first, many attorneys are eager to work in an environment that values their personal preferences and offers an adaptable schedule.

According to an article in Reuters, “a recent survey from legal recruiter Major, Lindsey & Africa found the vast majority of the incoming generation of lawyers prefer to work remotely at least some of the time.” Fostering an environment that values a healthy work / life balance and encourages flexibility is key to maintaining a thriving law practice.

 

What Tools Do You Need to Get Started?

While flexible law offices are the way of the future, it’s unrealistic to expect to transform your law practice overnight. Before you offer lawyers the flexible schedule they crave, you need to implement tools and resources to make the transition possible.

 

Update Your Video Conference Capabilities – Working remotely means relying on technology to get the job done. For lawyers working today, it’s essential to have video conferencing tools that are easy to use and provide reliable connectivity. Since client interviews and meetings need to be done remotely, it’s imperative that you use secure video conferencing platforms to keep meeting content confidential. An article in Bloomberg Law discusses the emergence of “telepresence rooms” to create a more authentic experience during video calls: “advanced audio-visual systems and large, mirror-like screens are used to make it appear that a client or colleague is in the same physical conference room, even if the person is at the other end of the globe.”

 

Use Cloud-Based Platforms

Since remote workers don’t have a centralized hub for information, Bloomberg Law asserts that “law firms are also shoring up their IT infrastructures now that a lawyer can’t simply count on their colleague down the hall to answer a question, or the filing cabinet with a particular document being nearby.”

In order to create accessible IT infrastructures, more law firms are embracing cloud-based document sharing tools. Cloud-based platforms allow documents to be securely uploaded, organized, and stored on an accessible online database. This way, lawyers have access to important files and information no matter where they are.

Flexible law firms are also implementing virtual mailbox services. Virtual mailbox services provide clients with instantaneous access to mail via a secure online platform. Mail is sent to a secure physical address and then promptly uploaded onto the database by a licensed handler. These services are an excellent option for law practices who don’t have a permanent location.

Cloud-based software also allows your legal team to optimize daily tasks. With easy-to-use communication platforms and simple scheduling and bookkeeping software, switching your systems to online services will save you time and money.

 

What are the Benefits of a Flexible Attorney Office?

Flexible attorney offices provide benefits for lawyers and clients alike.

Connect with a Wider Audience – Since lawyers who work in a flexible law office can conduct their work from anywhere, flexible law offices are able to serve a wider population and extend the reach of their business. This helps diversify caseloads, and increases client numbers.

Save Money – Attorneys who work in a flexible environment don’t need to be locked into a 12 months lease to practice the law. With money saved on rent, power, office supplies, and managerial staff, most law practices who switch to a remote model end up saving money in the long term.

Improve Retention – Remote work isn’t just a request anymore, it’s an expectation. Switching to a flexible schedule demonstrates your dedication to fostering a work environment that aligns with current demands.

 

Find Your Office Space at Amata Law Office Suites

Amata Law Office Suites provides lawyers and legal practitioners both in-person and virtual law office accommodations. With flexible pricing and unbeatable legal support services, Amata Law Office Suites has served the Chicago area by providing dedicated conference spaces, offices, and much more.

Now is the time to embrace the future of your legal practice. At Amata Law Office Suites, we’re here to help. 

Discover our offices for lawyers in Chicago.

If you’re a lawyer in 2021, then you probably know how important it is to stay connected. With access to so many resources online, it’s easier than ever to stay in touch with clients, manage paperwork, and schedule meetings.

But what about those documents you need to receive in the mail? As a lawyer, you know that some documents need to be handled in a physical format. A virtual mailbox service enables you to view, manage, and share physical mail no matter where you are in the world. With this convenient and secure service, you won’t need to worry about missing an important piece of mail again. 

What is a Virtual Mailbox?

A virtual mailbox is a digital service that allows you to manage your mail from a secure online platform. When you sign up for a virtual mailbox, you receive a secure physical mailing address where your business will receive mail. Once the mail has arrived at the secure address, a registered agent will scan and upload your mail to a digital platform where you can view it in a matter of seconds.

Here are the top five reasons why virtual mailboxes will benefit your professional life.

#1 Stay Organized

Lawyers have to handle an enormous amount of paperwork. Each client has their own set of documents that need to be meticulously processed and may require time-sensitive attention. Plus, since some forms need to be filled out online, you may be dealing with a confusing mixture of physical and digital documents. 

A virtual mailbox helps simplify the scramble by storing digital copies of the physical documents you receive in the mail in an accessible place. Gone are the days of searching stacks of paper for a specific envelope. With a virtual mailbox, all the important information is at your fingertips, allowing you to stay productive and net more billable hours.

#2 Access Your Documents from Anywhere, at Any Time 

Since all your mail is available through a secure online platform, you can view your documents from any location across the globe. On a business trip in Europe but need to access your mail? All you need to do is log in. With remote work becoming a more common phenomenon, it’s crucial to have the flexibility to work from anywhere. 

#3 Maintain a Professional Impression

Many lawyers choose to save money by not establishing a brick-and-mortar law practice. While this is a great way to cut expenses, it deprives your business of a permanent mailing address. Although some professionals remedy this dilemma by using a personal address or PO box for business correspondence, this solution might seem unprofessional to potential clients.

Virtual mailboxes give you the freedom to work remotely while still maintaining a permanent business address. Your virtual mailbox address is a real physical address, usually located in an office building suite. Having a permanent business address lends legitimacy to your law practice, while also ensuring you maintain your personal privacy. 

#4 Uphold Security

As a lawyer, you’re often dealing with sensitive material. In some cases it would be disastrous for you and your client if documents were lost or fell into the wrong hands. Instead of feeling paranoid about receiving important mail at a PO box or on your front porch, you can rest easy by using a virtual mailbox. 

Virtual mailboxes operate out of secure, legal, locations. All mail is stored is a safe physical space and is only handled by registered agents who have gone through a thorough training process. From there, mail can only be accessed via your secure online account. If necessary, you can schedule a mail pickup to gather documents in person.

#5 Handle Mail More Efficiently

Virtual mailboxes don’t just offer the ability to view digital copies of mail. They also provide services that deal with mail once you’ve finished processing it. 

Need to shred an important document? Virtual mailboxes often offer complimentary shredding services so you can dispose of sensitive information or get rid of junk mail without the hassle of shredding it yourself. 

Need to forward mail to a client? With your virtual mailbox, you can also forward any physical mail to another address. This saves time and money by eliminating the need to visit the post office, and expediting the shipping process. 

Establish Your Virtual Office with Amata Law Office Suites

At Amata Law Office Suites, we’re proud to provide the Chicago area (and beyond) with competitively priced virtual law offices. From virtual mailbox services to phone answering and client intake services, our streamlined virtual process makes it easy to establish your online business in a professional environment. 

Plus, when you go virtual, you can set up your business from anywhere in the world. We cater to clients all over the country looking to set up their law practice in a community-based environment that focuses on connecting lawyers to the resources they need.

Discover our virtual offices in Chicago.

The COVID-19 pandemic has offered a hard reset to the legal profession. No longer are lawyers confined to big firms in big offices, and clients are happier than ever to take meetings from the comfort of their home computer. Becoming a virtual law firm comes with a host of benefits that can not only benefit your business, but makes your clients more satisfied.

But what does a virtual law firm need to succeed in today’s legal landscape? In this blog, we examine three pivotal considerations when deciding to make the switch to becoming a virtual law firm.

What is a Virtual Law Firm?

A survey conducted in an ABA Legal Technology Survey Report shows that the term “virtual lawyer” means many different things to many different legal practitioners. The most common consensus is that a virtual lawyer lacks a traditional office space. As lawyers have entered the 21st century, the common notion of a law firm has developed and evolved, particularly for solo or private practitioners.

Yet in the wake of COVID-19, the definition has once again evolved, as over 80% of law firms transitioned to working remotely some or all of the time. With this meteoric change, the way lawyers work has changed dramatically, and their tools with it. Nearly every law firm might now be called a “virtual law firm” to some degree.

The unprecedented shift towards virtual business across nearly every segment of the economy has also changed how customers engage with law firms. 

Minimum Requirements for Becoming a Virtual Law Firm

No matter how a lawyer defines a virtual law office, lawyers who use the internet to conduct business must make careful considerations around how they interact with clients. Failing to acknowledge certain aspects of your practice can put you in legal hot water, including:

• Office Address Requirements
• Client Engagement
• Cybersecurity
• Practicing Within Your Jurisdiction

Office Address

Two different types of office address requirements exist in the legal field: a physical office requirement, and an advertising office requirement. Depending on your state or jurisdiction, these requirements vary widely.

For instance, some states with an integrated bar requirement mandates a physical residence address necessary for Board of Governors elections. These are different from mailing addresses, which often don’t need to be tied down to a working space. In these cases, a physical office is mandatory.

An “advertising office requirement” is an adaptation of the ABA Model Rule 7.2(d), requiring that all legal marketing materials include the name and contact information of at least one lawyer or law firm responsible for its content. Most states have some variation on this rule.

The internet offers a robust network for expanding your client base through online advertising. By targeting online content to prospective clients, lawyers can quickly net qualified leads by leveraging digital marketing strategies based on search inquiries. Before you start practicing law virtually, ensure that you check any office address requirements in your area.

Client Engagement and Cybersecurity

At the beginning of the pandemic, the speed at which lawyers were able to adapt to a new working environment was largely contingent upon whether they were a paper-based or paperless law office.

Paperless law firms provide lawyers with tools that help streamline their day-to-day operations, such as quick retrieval of documents and electronic signature authentication, all without being present in an office setting. Not only can this help put hours back in your day, it can also be of tremendous benefit for those who work off flat fees.

To successfully pull this off in a virtual law office setting, you will need to consider how you will engage with your clients without being present in the same room. Cloud-based client portals are quickly becoming a requirement for keeping a client and their lawyer aligned on a case, provided that due diligence is taken to ensure that their information is safe from cybersecurity attacks. The Illinois State Bar Association has outlined several methods for selecting a cloud-based service provider.

Taking the time to digitize existing paper documents can be arduous, but it future-proofs your legal practice and makes it easier to serve clients in the long-term.

Practicing in Your Jurisdiction

While your practice may be virtual, your ability to practice in different states is not.  Virtual law offices need to be extremely diligent in avoiding the unauthorized practice of law, or UPL.

Even if your business is not actively soliciting clients from other jurisdictions, you can only serve clients in regions you are licensed to practice in. Marketing efforts can usually be tailored from state-to-state, but the best digital strategy you can use to ensure you can serve your clients comes from the intake process.

Whether you opt to use an online form or virtual legal receptionists, your intake process should be clear about what states you can and cannot represent. The more structured this process, the less likely you will represent a client out of your jurisdiction.

Amata Law Office Suites: Providing Tools for Tomorrow’s Virtual Law Office

With more lawyers opting out of a physical office for a virtual one, Amata Law Office Suites provides clients with all of the tools you need to succeed in today’s legal environment. We provide a community where lawyers can work side by side and access the expertise across a wide variety of specializations, which can also be accessed on a hybrid or virtual model. Come in for client meetings as-needed, or utilize our legal services to bolster your business. Virtual receptionists and contract paralegals are all a part of our services, making us the premiere legal office experience. Full program and pricing details available here.

Discover our virtual offices in Chicago.

A virtual paralegal is a game-changer for a legal practice that needs a second set of hands, but can’t afford to hire a full-time paralegal on staff. For solo and private practice law firms, they offer an ideal solution to many of the problems that emerge on a day-to-day basis. But are they a better option than freelance paralegal services?

Contract paralegals offer many benefits to legal practices of all shapes and sizes. These include:

• Increased billable hours
• Can scale as needed to your workload
• Handles the same work as a full-time paralegal
• Doesn’t require training – plug and play
• No benefits, insurance, or taxes

Virtual paralegals differ from contract paralegals in that they are, by their very name, virtual. This can be a benefit or a burden to law firms. For legal practices that work remotely, or find themselves travelling often, a virtual paralegal can be as flexible as your practice, performing duties no matter where your job takes you. For those who work best in brick-and-mortar settings, freelance paralegals can be a better choice.

Should I choose a virtual paralegal or a freelance paralegal? Before making a decision, it is important to ask yourself basic questions about the nature of your practice.

Do I Have a Lot of Paperwork?

One of the primary differentiators between hiring a virtual paralegal is that they choose where they work. Paperless law firms can benefit greatly from their services, as they don’t need to physically visit an office – it can all be handled from a computer.

However, many law firms – particularly those with legacy – depend on processing a great deal of paperwork. For these firms, virtual paralegals can only function in limited capacity. They cannot visit your office, and therefore cannot assist with these primary functions.

How does your legal practice operate? If some, or all, of your documents are stored in the cloud, a virtual paralegal can serve your business. If not, you may need to consider sourcing contract paralegals locally. Determine where your needs are served best, and base your decision around your workload rather than what is most convenient.

Does My Legal Field Require Extensive Knowledge of State Laws?

State and local laws vary dramatically from place to place. Being a paralegal is more than a jack of all trades – they must have implicit knowledge of how local laws will affect the handling of your case. A virtual paralegal can help assist with general tasks, but as they work from anywhere, they may be unfamiliar with specific information that is necessary to handle your tasks.

Hiring a full-time paralegal gives you confidence that they are well-equipped to handle the caseload you give them. While contract paralegal services can assign you staff that is suitable for your field, it is essential that they are familiar with state and local laws. Before hiring, ensure their familiarity with laws around your area.

A Virtual Paralegal Works for Some Firms – Most Benefit from Freelance Paralegals

As we enter the aftermath of the COVID-19 pandemic, lawyers that have been working from home find themselves re-entering the office. During this time, many brick-and-mortar paralegals found themselves working virtually, forced to adapt to new practices.

Your firm may have had to completely rewrite the playbook on how cases are managed. For offices that had gone paperless, the transition to working from home was significantly easier. Some firms had to adopt that model in order to survive.

With many Americans weighing the pros and cons of returning to the office, solo and private law firms have to make a decision that is right for their business. Virtual paralegals can provide immense benefits for those not ready to return. Before making this decision however, consider the value of in-office work. Do you need a paralegal to be physically present while you work?

Alternative Legal Service Providers (or ALSPs) can provide law firms like yours with the assistance that you need, when you need it. Hiring locally is generally more desirable, as their needs are more flexible around yours.

Amata Law Office Suites Offers Paralegal Services, and Much More

At Amata Law Office Suites, we are more than just an office space. At the core of our business, we are a leading provider of shared law office space for lawyers. We understand that providing leading office solutions for solo and private law firms also requires having tools at hand to solve common problems in the legal profession.

With features like contract paralegals and live legal receptionist services built into our model, lawyers at Amata have everything they need to generate more billable hours and meet the needs of clients. Instead of paying by the hour, our staff charges for actually time spent on work, ensuring that every dime is spent on your clients’ legal matters.

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For estate planning attorney Michael Milliman, this is a busy time of the month. He takes a four-hour train ride, leaving his Michigan-based law firm (DeLoof, Dever, Eby, Wright, Milliman, Bourque & Issa, PLLC) for a few days, to serve his clients in Chicago. It’s only a short walk from the train before he arrives at his satellite office in the heart of the downtown area.

His days in the Loop are filled with client meetings, a total of 15 over the next 72 hours. When he finishes the first day of meetings, he’ll take another short walk and retire to a nearby hotel. The next day, he’ll do it all over again.

“It keeps me efficient,” he said about his schedule. “I love the fast pace of being in the Loop.”

Milliman has spent his nearly 20-year career in Michigan, but he has always considered Chicago a great second home. Several years ago, he became licensed to practice law in Illinois and began establishing a client base. While most of his work can be done virtually, he prefers a physical office, especially for maintaining client relationships. In 2019, he opened a satellite office with Amata Law Office Suites, Chicago’s first legal community of more than 700 attorneys and six Class-A downtown offices.

“I want my clients to always have a local connection to their attorney,” he said.

Fellow Amata-based lawyer, Ken Fiedler of Ken Fiedler Injury Law, echoed Milliman’s thoughts. Fiedler began his career in Chicago before moving and practicing in Colorado. He developed many connections during his time in the Windy City and always planned to resume a physical presence.

“Chicago is a great place to practice law,” he said, noting the large yet close-knit legal community. “I’ll always consider it home.”

Yet opening a satellite office in a new city can be difficult. According to Law.com, firms typically allocate around 300 square feet of office space per employee. That comes to a minimum of $14,000 for one attorney in downtown Chicago, as the average cost of Class-A office space is $48 per square foot.

To circumvent these issues and better focus on their practices, Milliman and Fiedler chose Amata. In addition to physical and virtual offices, Amata offers live reception services and an experienced legal support team.

“It’s a really economical choice for any firm that wants a presence in a large city, where it has historically been expensive to open a brick-and-mortar office,” Milliman said.

He praises Amata’s “fantastic” paralegal team, which boasts 110 years of combined work experience. He says they copy and scan documents among other tasks that he simply doesn’t have time to manage himself. Specifically, the on-staff notary is one of his favorite Amata offerings.

“It’s a huge, huge convenience for me,” Milliman said. “I never have to worry about scheduling on my notary’s availability and it’s cost-effective. When you bring a mobile notary to your office, they charge for travel.”

Fiedler appreciates Amata’s professional environment and the proximity of his office to the Circuit Court of Cook County. Once COVID-19 restrictions are further lifted, he looks forward to traveling to Chicago and meeting his clients at least one week per month.

Fiedler and Milliman aren’t the only ones taking advantage of Amata’s flexible office options. Amata also caters to Chicago-based attorneys who do business in other states.

Personal injury lawyer Sean Park of The Park Law Firm came to Amata after practicing in Georgia, where he still holds a license. He continues to virtually serve clients in Atlanta. He utilizes Amata’s live reception services and says Atlanta callers don’t necessarily know that he’s located in Chicago or frequently traveling. He attributes that to the professionalism of Amata’s receptionists, who keep him feeling grounded even when he’s working from different states.

“I hope Amata expands into other areas,” he said. “If they opened in Atlanta at some point, they would have my continued business.”

Expand your practice smoothly. Chicago is home to burgeoning startups and leading companies in various industries, making it a prime location for advising clients. With Amata’s investment in technology and support services, attorneys can feel supported anywhere.

Whether you’re based on the East Coast, West Coast or Third Coast in Chicago, call us or visit our website and take an online or in-person tour of one of our six Class-A law firm office spaces to learn how our legal support and live reception services can help you establish a presence in any city in which you desire to work.

Discover our virtual offices in Chicago.