When it comes to effective law office management, so many factors need to be taken into consideration that it can be hard to figure out where to start. Most law firms will look at factors concerning what they want to accomplish in the future-goals, expectations, etc.-yet they will forget to think about what can interfere with those things. The changes that can present themselves are often going to impact the factors involved with law office management.
One of the biggest changes that will affect law office management is the ever-changing structure of law firms. The set-up of law firms and the changes in the legal system are in an almost constant state of flux. For a law office and its management-whether it's with the assistance of a law office manager or not-to be successful, those changes will need to be responded to. The changing structure of law firms can be found in several places, but most notably in the legal team, the physical office, the clientele, and the needs of the office as a whole.
One of the largest structural changes that can occur is through the legal team itself. The legal team is the largest functioning part of a law firm, so it is not entirely unusual to see their involvement when discussing changes. They are going to be the ones who are affected by changes the most and quite possibly will be the ones who prompt those changes in the first place. Understanding how the structure of the legal team can change and the effects possible changes can have on them and the firm as a whole is an important part of effective law office management.
Staff size-The high turnover rate associated with law firms may be to blame, but fluctuations in the staff members on a legal team are going to be the most noticeable-and somewhat unavoidable-change. The variations in staff size that law offices can have can make it difficult to keep track of every role available, especially as they change. 1 As firms get bigger, they are going to understandably want and need to increase the amount of people they have on staff. Economic issues, like a recession, can have the opposite effect and force a firm to reduce their staff to save on costs.
Diversity-The legal team at a law office is going to be made up of people from all walks of life, some very different from each other. They may have different reasons for joining the firm, or for why they got into law in the first place and how they got to the point that they have. Diversity is present in law firms in the United States, but its growth is one of the slowest aspects when it comes to the structural demographics of the legal system. 2 Law office staff members who are not white or male tend to be in the minority across the country. Those individuals may feel somewhat isolated, which can affect how the legal team functions as a whole. Increases and changes in diversity within a legal team, as a result, can seem drastic and major.
Levels of experience-Staff members in a law office are going to have different levels of experience, and each person is going to use their experience differently. The landscape of the legal system is changing, especially as new laws are brought in and clients have new reasons for seeking legal counsel. The experiences that different members of the legal team have are going to affect how they change and adapt to those changes. Those who have experience with topics and situations that clients are looking for will undoubtedly excel over their colleagues who do not. In some instances, experience can dictate the hierarchy within a law office or just within a specific case. As changes occur, different experiences can become more valuable than others become and alter the hierarchy.
It should be noted that the legal team would not be the only human component in a law firm that is affected by changes in its structure. A law office's general staff may also be affected by those changes, and there may be changes present in that part of the office as well. Staff members in a law firm will need to make their own alterations in order to accommodate changes elsewhere in the firm. Likewise, any structural changes made to the general staff will more than likely have an extended effect on the legal team. It goes without saying that the clients will also be affected by changes with both the legal team and the general staff, as will be discussed later on in this article.
The Physical Office
Location, location, location-For many years, law offices were private businesses that were located in upscale areas within reach of their clients. Success and reputation affected the location of the physical office, as well as its appearance-which was specifically crafted to attract wealthy clients. It's a design model that has been the norm for over a hundred years or more. 3 Nowadays, that's not how things work and the physical office is reflecting those changes, especially in regards to its location. The location of a law office is still important-most will aim to be in an area accessible to clients that still meet the needs of the firm. However, successful firms no longer need to place themselves in upscale areas to prove to their clients that they are successful. The location of an office has changed from being a marketing technique to a practicality for law firms.
Real world vs. Virtual world-With the advent of new technology and client needs, more law offices are limiting their physical presence and are developing a digital one. For the big law firms that have multiple locations, including those that are spread throughout multiple countries, dividing the office between the real world and the virtual is a necessity for survival. In some cases, technology has rendered the need for a physical office unnecessary. 4 Smaller law firms or lawyers that operate on their own may choose to forgo a physical office completely to save on expenses.
Size and layout-As the legal team changes and grows (or shrinks), the physical office needs to change in response. Some firms will move to bigger locations as they grow, allowing for more comfort and space for both their staff and their clients. Those that stay in the same place may need to remodel or change the layout of their office in some other way to accommodate for changes in the firm. In the event that a law office chooses to incorporate more technology and increase their digital presence, they may make corresponding changes to the size and layout of the physical office. If they have things like servers on-site, they need to have the appropriate space to accommodate them. They may also set up spaces within the office that are dedicated to the usage of technology, like a telecommunications space.
The Clientele
The human components of a law firm can be divided into two major groups. The staff members-lawyers, secretaries, paralegals, managers, etc.-are one group, as discussed previously. The second group is going to be made up of the firm's clients, the people who use the services offered by the firm. Amongst all of the aspects involved in changes to a law firm's structure, changes in clientele are the most common and constant.
Who is seeking legal services?-The accessibility factors mentioned below make it far easier for people to seek and retain legal services from a law office. Those who are involved with the legal system, by either choice or necessity, often need the assistance of a law office. The law system is a complicated and messy thing, and most everyday people are not experienced enough to successfully navigate through it.
Why?-The reasons why a person may need to hire a lawyer are constantly changing. Again, this is because of changes in existing laws and the introduction of new laws. The reasons for hiring a lawyer are going to be as varied as the people who need a lawyer. Not all law clients are criminals or are part of a lawsuit. A person could be in an accident and need a lawyer's help with their insurance company who doesn't want to cover the damage. It could be a couple who's going through a divorce, and they each need an advocate who will fight for their side. Business owners will seek out a lawyer when they start their business or when they make a change to it, like a sale or merger. There are almost too many reasons to list and there will never be a finite list of reasons.
Accessibility factors involved- For a long time, a reputable lawyer was only attainable to those who could pay the high legal fees that were involved. Now, a good lawyer doesn't have to cost a person an arm and a leg-although there are some that do charge that much for a few moments of their time. The decrease in cost has made legal services much more attainable, which allows nearly anyone the opportunity to seek a lawyer or law firm if they need it. There's also the factor of availability, as there are thousands with every kind of specialty imaginable throughout the country. With many using technology to interact with their clients, or who go directly to their clients, not having access to a lawyer or law firm because of distance isn't as big of an issue.
The Needs of the Office
In regards to the changing structure of law firms, the needs of the office are often a component that is affected collectively by the other components listed above. There's a ripple effect as changes roll through, which results in other changes being made to accommodate those changes and any problems that arise from them. The changes made in the needs of the office are necessary to prevent things from falling through the gaps. In many cases, the new needs of the office are not going to be completely apparent until the rest of the structural changes are in full swing or are settled. For the sake of preparation and to ensure that there are no flaws in your law office management, having some idea of what changes there might be in the needs of the office is always a wise decision.
Technological Needs-With new technology being added to law offices, the appropriate knowledge also needs to be added for that technology to be correctly and appropriately used. A firm cannot simply add new tech to his or her office and expect everyone to instantly know how to use it, can they? Often, there will be a need for training or staff members who have specific knowledge and experience with a piece of technology as it is introduced. Meeting technological needs can be easy done in some cases, but it may take more effort and time for them to be met as effectively as possible.
Legal knowledge-The legal system has always been complex, and it is constantly going to be changing. 5 The legal knowledge that is present in an office isn't going to be eternally universal and may need an upgrade from a managerial perspective. Keeping up to date with the changes in the legal system is highly important and necessary for a law office to continue. Even the smallest change in a law can have a major impact on a case, including its outcome.
Management capabilities-Overall, the changes that occur within the structure of law offices means that the management capabilities that an office needs is going to change as well. The new things are not going to necessarily be compatible with the old things. Meeting this need can sometimes require upgrades to the knowledge of those who are responsible for the management of a firm. That can be done through a article-such as this one-or by keeping up with industry news, going to conferences, or just by trying something new.
