When your practice is growing, your calendar is packed, and administrative work is crowding out your billable hours, there’s a clear sign: it’s time to hire your first paralegal assistant.
But how do you start the process? What does a paralegal actually do for a small firm, and how do you avoid common hiring mistakes? Here’s your step-by-step guide for turning “I need help!” into a smart hiring decision.
Why Hire a Paralegal?
A great paralegal isn’t just an extra set of hands—they’re the backbone of a productive firm. Paralegals can:
- Draft pleadings, motions, and routine correspondence
- Summarize discovery and manage case files
- Prepare exhibits and timelines for trial
- Handle client intake, e-filing, and calendar management
- Free up your time so you can focus on billable work
Paralegals bill less per hour but dramatically multiply your productivity. For most solo and small firm attorneys, hiring a great paralegal is the fastest way to scale your caseload and prevent burnout.
Why “Buying Back Your Time” Is the Best Investment You Can Make
As a law firm owner, your time is your most valuable (and limited) asset. Every hour you spend assembling documents, handling intake, chasing paperwork, or scheduling clients is an hour you’re not billing, planning firm growth, or enjoying life outside work.
When you hire a paralegal, you’re not just plugging a gap—you’re buying back that time. That means:
- Focusing on high-leverage work: You can devote your best hours to client strategy, negotiations, court appearances, and building referral relationships—the tasks that actually grow your practice and your reputation.
- Reducing stress and reclaiming your personal life: Instead of burning the midnight oil on admin, you’re home for dinner, getting outside, or recharging so you’re at your best for both clients and family.
- Building a firm that works for you: When routine tasks are delegated and deadlines are managed, you move from “always putting out fires” to actually enjoying the business you’ve built.
The more you leverage help for routine tasks, the faster your practice grows—and the more balanced your life becomes.
What Should You Look for in Your First Paralegal?
Legal experience matters. Look for someone with hands-on experience in your practice area—whether it’s litigation, real estate, family law, or business law. Often, a candidate who has supported multiple attorneys or handled a range of case files is a safer bet for a busy office.
Tech savvy is a must. Today’s paralegals need to master cloud document tools (like Clio, NetDocuments, or MyCase), e-filing systems, and remote communication platforms.
Attention to detail. Typos, missed deadlines, and filing mistakes can cost you dearly. Review work samples, test organizational skills, and ask how they track deadlines.
Communication skills. Your paralegal will handle calls, draft client correspondence, and sometimes run point on intake. Make sure they’re client-friendly and clear in both written and spoken communication.
The Hiring Process: Step-by-Step
- Write a Clear Job Description
Specify your practice area, core job duties, required experience (years or types of matters handled), and must-have skills (e.g., fluency in document management software).
- Post in the Right Places
- Legal-specific job boards (Indeed, LinkedIn, NALA, ILAP, or your local bar association)
- Law school career centers (for recent grads with paralegal training)
- Referrals from colleagues or office service providers
- Screen for Fit, Not Just Resumes
Once you’ve got applicants, prioritize interviews with those who’ve worked in similar settings (e.g., small firms or solo practices). Ask them practical questions about document handling, case management, and high-pressure situations.
- Test Their Skills
Give a short written exercise (“Draft a client update letter” or “Organize these deadlines”). Have them demonstrate e-filing or calendar scheduling. Look for responsiveness and accuracy.
- Check References (and Culture Fit)
Ask past employers about dependability, communication, and initiative—will this paralegal stay focused with limited supervision? Will they represent your firm well to clients and courts?
Should You Hire Full-Time, Part-Time, or Fractional?
- Full-time: If your caseload is steady with routine filings, calls, and document prep every day.
- Part-time: If your need is cyclical (e.g., trial prep, busy season).
- Fractional/on-demand: If budgets are tight or you want to “test drive” what a paralegal can do for your firm without the commitment.
Hint: If in doubt, start with a flexible model—many Amata clients use on-demand or hourly paralegal services first, then expand once they’re confident.
What Does a Paralegal Actually Cost?
In Chicago, experienced paralegal salaries may range from $52,000–$70,000 (plus benefits) for full-time. On-demand or project-based paralegal help will be higher per hour but saves you the overhead of full employment.
Training & Onboarding Your New Paralegal
- Introduce them to your docket/software on day one.
- Set clear communication channels—how do you want to receive updates? How often?
- Walk through your intake, billing, and document review processes.
- Give feedback early and often—don’t wait for mistakes to build up.
The Bottom Line
Hiring your first paralegal isn’t just about getting more work done—it’s about elevating your practice, serving more clients, and giving yourself the freedom to build a law firm and a life you truly want.
If you’re not ready for a full-time hire, Amata’s fractional paralegal support lets you get the help you need, when you need it, without the risk. Pay hourly, scale when you’re busy, and buy back your most valuable resource—your time.
Ready to do more of the work only you can do—and spend the rest of your time where it matters most?
[Talk to Amata to explore on-demand or dedicated paralegal help.]
