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The New Office Model for Attorneys

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

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

Benefit 1: Flexible Workspace

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

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

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

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

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

Benefit 2: Cost Savings

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

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

Benefit 3: Access to Prime Locations

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

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

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

Benefit 4: Fully Equipped Offices

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

Benefit 5: Support Services

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

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

Imagine having:

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

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

Benefit 6: Networking Opportunities

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

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

Benefit 7: Scalability

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

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

Benefit 8: Virtual Office Services

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

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

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

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

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

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

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

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

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

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

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

 

Enter Amata’s Lawyer Support Services

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

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

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

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

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

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

Flexible Support Services Without the Overhead

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

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

1. On-Demand Paralegals

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

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

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

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

2. Legal admin support

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

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

3. Virtual assistants

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

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

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

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

4. Live receptionist

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

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

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

5. Office options

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

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

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

Access AM250-Quality Legal Support On Your Terms

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

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

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

Discover our legal support staff for lawyers in Chicago.

Why Your Law Firm Needs a Professional Legal Answering Service

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Why Your Law Firm Needs a Professional Legal Answering Service

 

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

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

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

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

 

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

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

At Amata, we provide you with a Live Virtual Receptionist who will ensure that you never miss a caller. You can free your time to focus on billable hours, while your receptionist screens calls, schedules appointments, replies to messages and returns phone calls for you. All the information is updated in your database, so you can follow up at your own pace while clients are taken care of.

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

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

 

Legal Answering Services vs Generic Answering Services

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

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

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

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

 

Seamless Integration: Outsource Without Legal Ramifications

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

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

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

 

10 Benefits of a Virtual Receptionist for a Law Firm

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

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

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

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

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

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Secure Potential Clients Today – Save Money & Time Down the Line

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Secure Potential Clients Today – Save Money & Time Down the Line

This is part two in our series “Being Remote: Lessons to Take Back to the Office.” You can read part one here.

Business phone technology is an overlooked area of any attorney’s business. Most assume that by having a phone number, they are set. Like all areas of business, however, there is a better way, and attorneys who have this “better way” setup are not only functioning in a way that maintains the appearance their physical office is open right now, but they have also avoided the disruption to their business, client intake, and handling of potential customers that many others scrambled to fix during the first few weeks of shelter-in-place.

The “better way” business phone setup for attorneys is simple. You have:

  1. A professional appearance

    A live receptionist who answers your main line, knows you, know your business, and understands client intake

  2. Control over your schedule

    Either via screened calls, so you can choose who you want to speak to, or via the ability to redirect calls automatically to your partner when you’re in meetings, working without disruption, or on-the-go

  3. The ability to answer and make business calls from anywhere

    A crucial, and often missing aspect to the “traditional” law firm’s phone setup

You may be thinking, “I have one and two right now with my personal receptionist” or “my phone technology checks off items two and three.” And to be fair, that is a great start! But only attorneys who had all three of these services were able to keep focus on running their firms this past month, instead of scrambling to fix things.

These are the same attorneys who go on long vacations or travel overseas and don’t worry about interruption to their business. Attorneys who stay at home semi-regularly, with their client or opposing counsel never knowing they just dropped their kids off at school. These attorneys simply have it better, because they have more flexibility and control over their life and law firm. All from a simple business phone setup.

The business phone is your lifeline for adding potential clients to your pipeline.

In the digital age, the average person is more desperate for human connection. When a client is calling an attorney, that feeling is amplified. They want to hear a real person on the other end of the phone, and they want to feel both heard and supported by them. A professional law firm receptionist is invaluable for making these connections. They are also an expensive commodity for the modern firm.

As an attorney, however, you have a lot to do. You’re juggling work and life, and being on call for each client just isn’t possible. Unlike a doctor however, you can’t make rounds, and your clients aren’t in a room waiting patiently. Having a receptionist fielding your calls will satisfy your client’s needs for being attended too, while also allowing you to be in control of your schedule.

Additionally, the proper phone software can allow you to make changes to your call handling on the fly. If you need to adjust and redirect your calls to a partner you can do so on the backend. Or if you’d like a more personal touch you can send a quick email to your live receptionist and let them know how you’d prefer your calls handled.

This one simple measure ensures you continue adding clients into your pipeline without sacrificing anything.

The ability to take calls anywhere

This is the secret ingredient many attorneys phones are missing. Having control of your schedule, and having a live receptionist are nice, but they are both only at the top of their game if you can also make and take calls from anywhere. The technology exists for attorneys to go out and grab their coffee and lunch and breath of fresh air, and also still take the call from that opposing counsel or judge they have been waiting for. Amata’s own 3CX technology allows making and taking calls from your business phone line. And you’re not sacrificing you physical office device to do so. The number will ring to all devices, and you simply choose where to pick up from, cellphone of office phone.

When you’re in complete control of the calls you take and don’t take, you can also be in control of where you’re sitting walking and being, with no one else knowing anything different. Making an important call from the Chicago Riverwalk has never been easier than it is now.

By having a professional receptionist you have not only great client intake and by having control of your schedule you increase your billable hours (because being interrupted decreases your billable income more than you may realize). And you keep your firming running at the level you’re used to even during these strange times.

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Pros and Cons of Call Answering Services – A New Alternative

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virtual office receptionist

Back in the days of traditional law firms, people had receptionists at their front desks who knew the business and fielded attorney calls. In this modern land of telecommuting, and shared and co-working office space, the modern day equivalent to a receptionist became a Call Answering Service.

Benefits of Call Answering Services

Flexible Call Scripts

Customized greetings for your firm, with dialogue that shifts depending on who is calling.

Detailed Notes and Messages

When you’re not available, your potential and current clients still feel taken care of after leaving a message behind, and you won’t miss any important information mentioned during the call.

Fast Answer Times

Your incoming call will ring at multiple phones in a call center all at once, meaning your line is picked up immediately.

Cons of Call Answering Services

Faceless Call Answering

Every time a client calls back, a different voice answers, and it feels like their first time calling all over again.

Not Intuitive

That call from an opposing lawyer who is on vacation? It got pushed to voicemail because you were on the other line. Call Answering Services can only act on what notes you leave, so for situations you don’t anticipate, you will be the one who misses out.

A New Alternative to Impersonal Call Answering Services

We weren’t satisfied with the impersonal nature of Call Answering Services, so we came up with our own solution. Amata’s Reception Services is the best of both worlds. The receptionist you and your clients hear on the other end will remain the same. That’s because all of your phone calls will ring to your chosen Virtual Office receptionist. The few occasions your regular receptionist is busy, 6 others are ready to promptly answer your phone.

Your Amata receptionist is more than just a voice, they know who you are, they know your business, and they will learn your clientele. Providing you with the best service possible, and changing the game from impersonal to personable.

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The Need for a Virtual Office

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We Are A Full-Service Support Solution For Professionals

Chicago_Virtual_Office_Defined

With today’s rapidly evolving technology, it is increasingly common for businesses to embrace the virtual or work life. Virtual office users range from early stage start-ups looking to grow their presence without overextending their budgets, to established businesses that are gradually expanding. No matter your type of company, a virtual office can provide you with the amenities of a complete office and set you up for a success.

Benefits Of A Virtual Office

Leasing and maintaining an independent office for your business can become costly, depending on the stage of your business and its growth plan. Why strain yourself or your budget when a virtual office reduces overhead cost, increases flexibility for meeting and staffing needs, and provides access to class-A building services when needed. Here are a few benefits a virtual office can provide:

  • Virtual Phone Answering Service: A personalized call answering program promotes work productivity. This cost-effective program allows you to prioritize workflow while never missing an important business or client call. Amata provides a personalized call answering service for your business with an after-hours auto attendant and a designated number for call forwarding.
  • Phone Automation: Automation is an interactive voice response system that interacts with callers. It allows businesses to respond to customers promptly and in an organized manner. Once the appropriate information is given to the customer, a member from your team may reach out in a more personal response. This is a great service for small businesses when competing against larger businesses to create a personalized customer experience.
  • Virtual Access: Virtual access gives your business the opportunity to grow with access to a shared office space, coworking rooms, common areas, cafés, and conference rooms during standard office hours. Amata offers a virtual access package, which is perfect for people who work remotely, such as frequent business travelers andthose with a home-based office who require the professional appearance of a formal office.
  • Prestigious Business Address: A prestigious business address projects a professional image to your clients while you work from home. This is a great option for those whose business is not yet ready to rent an actual office space. Amata gives you the option to choose from one of six prestigious business addresses to impress your clients on paper. As an added bonus, mailing addresses also allow you access to common areas, cafés, and coworking rooms.
  • Conference Rooms: A virtual office gives you discounted access to conference rooms where you can conduct meetings or conference calls. Give your business a professional appearance and some of downtown Chicago’s best views when you have meetings with potential business partners or clients. Amata provides multiple conference rooms in every center. Book your room here.

Work Smarter Not Harder

As large corporations transition employees to remote work positions, the playing field is leveled a bit more for small market businesses and entrepreneurs. Now, both employees of large and small companies can enjoy greater work-life balance through the convenience of a virtual office. Reduce time and money wasted on daily commute. If your business is looking to conserve budget or gain an additional location without entering into a lease, a virtual office space is right for you.

See if a virtual office is right for your business. Contact Amata for information about the virtual office plan.

As your business weighs the importance of the image it projects through its office presentation and location, make sure you take charge of its online reputation. Continue read this helpful article for more insight: Take Control Of Your Online Reputation.

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How To Know When You’ve Outgrown Your Home Office

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How To Know When You’ve Outgrown Your Home Office

Does your kitchen table double as your desk? If you’re having a hard time separating your personal life from your professional life, it could be time to find a new space for your home-based business. While home offices are often a good fit for startups, allowing entrepreneurs to save on rent and other expenses, they present challenges once a company starts to bring on employees and land its first clients, according to this recent article from Mashable.

With everything from barking dogs to crying babies, home offices can be full of distractions, making it difficult for small, start-up businesses to maintain a professional image. A living room isn’t the same as a conference room, and a bedroom isn’t the same as a private office. Home offices also lack the professional exposure of a commercial office with street traffic and, due to their isolated nature, don’t facilitate collaboration with other entrepreneurs. Additionally, heavy foot traffic from employees can be a red flag to homeowners associations and possibly affect your homeowners or renters insurance, creating unnecessary headaches at a time when you’re trying to grow your company, according to the article.

If you aren’t ready to commit to traditional office space, shared office providers like Amata Office Centers are a great, affordable alternative. In addition to offering you private, professional office space, our facilities feature a variety of common areas like state-of-the-art conference rooms and on-site cafés that are ideal for face-to-face meetings with clients, who may be uncomfortable talking about business deals in your family’s dining room. Another less visible perk of shared office suites is the built-in professional network that comes with each center, making it easy for entrepreneurs to work together to solve common problems.

But a shared office suite isn’t the only way to boost your professional image. For those who want to take a smaller step, a virtual office could be a good starting point. Our virtual office solutions provide professional mail and phone answering services that serve as an extension of your brand, allowing you to have a downtown address while continuing to work from home. You can also rent conference space on an as-needed basis. If you ever decide to move to one of Amata’s Chicago office centers, your company address and phone number will stay the same, making the transition from home to office seamless for you and your clients.

Are you a home-based entrepreneur looking for shared office space in Chicago? Head over to our website to find the plan that’s right for your company. And be sure to follow us on Twitter, Facebook andLinkedIn for updates about Amata and additional tips for growing your business.

Until next time,

Ron Bockstahler,

CEO & Co-founder

Image By: Tammy Strobel

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