Preparation
It cannot be stressed enough that preparation is the Number One element that allows a law office to function smoothly. As a legal secretary, it will be your primary role to be sure that the attorney you work for is prepared and that you are, too. There are several great tools for helping you accomplish this ultimate goal with a minimal amount of hassle. Be sure to have the mechanics of at least one of them down before even applying for a legal secretary position, and if you already hold such a position and do not employ one of these methods, then it is highly suggested that you incorporate one or more into your system as soon as possible. You will find them invaluable in helping you stay organized, which in turn will allow you to do your job more efficiently than ever before.
The three methods are explained below:
The three methods are explained below:
- The date keeper, also known as the day runner, the day planner, etc.
Suggesting the use of these may seem unnecessary, but a large majority of people do not avail themselves of this straightforward, inexpensive, mobile means of keeping organized. These books are wonderful for any business person and particularly beneficial for keeping track of the plethora of activities surrounding any law practice on a daily basis.
They come in various sizes and are relatively inexpensive to purchase at a chain office supply store, a stationery shop, or even a local chain general merchandise store, such as Wal-Mart or K-Mart. For the amount of entries you will have to make on any given day, it is suggested that you purchase full-day sheets rather than those that divide a sheet into multiple days. Full-day sheets may require you to split the year by removing the first six months of entries and adding in the next six, but you will find the extra writing room very useful for notes and keeping track of your daily activities. If you decide to fill your planner binder in six-month increments, be sure to file the previous set of sheets somewhere handy and safe until the end of the year. This way, if a question comes up in regard to who was where when or who did what how, you can thumb through the previous month's entries and provide an accurate answer quickly and efficiently.
The pros of this method are that it is affordable, exceptionally simple to use, easy to carry home when required, and allows ample space for writing. Some drawbacks include the bulkiness or weight of the larger-sized holders, the need to file old hard copies, and the inability to edit once you have made an entry, unless you use a pencil. These planners are an excellent option for staying organized until you can afford to use another method or can begin incorporating other options into your daily routine.
The pros of this method are that it is affordable, exceptionally simple to use, easy to carry home when required, and allows ample space for writing. Some drawbacks include the bulkiness or weight of the larger-sized holders, the need to file old hard copies, and the inability to edit once you have made an entry, unless you use a pencil. These planners are an excellent option for staying organized until you can afford to use another method or can begin incorporating other options into your daily routine.
2. The handheld device, also known as personal digital assistants (PDAs), Palm Pilots, Blackberries, etc.
If you can afford one and you have a knack for technology, a handheld device can be a blessing for keeping you organized on the job and in your personal life. Most units provide tools such as task-scheduling, to-do lists, address books, business card input and appointment reminders.
If you can afford one and you have a knack for technology, a handheld device can be a blessing for keeping you organized on the job and in your personal life. Most units provide tools such as task-scheduling, to-do lists, address books, business card input and appointment reminders.
These electronic entries can be synchronized to your computer desktop or laptop computer at the office or at home so that you have a backup of your important data wherever you are. Most are compatible with programs such as Outlook, and they offer a lightweight, portable and efficient means with which to keep track of daily responsibilities, functions, and appointments. Best of all, the information can be stored for as long as you need it within the unit's memory space. This allows for easy retrieval when required and cuts back on the need for physically filing hard copies and taking up valuable space, which is often a commodity in law offices.
The biggest drawbacks are that they are somewhat expensive, often need upgrades, require a learning curve to use properly and need recharging much in the way cell phones do. Most importantly, they will leave you with quite a problem if damaged or malfunctioning. If you can afford to and decide to purchase an electronic organizer, it is highly suggested that you frequently backup your entries to a personal computer so that you will always have a means of retrieving the data.
The biggest drawbacks are that they are somewhat expensive, often need upgrades, require a learning curve to use properly and need recharging much in the way cell phones do. Most importantly, they will leave you with quite a problem if damaged or malfunctioning. If you can afford to and decide to purchase an electronic organizer, it is highly suggested that you frequently backup your entries to a personal computer so that you will always have a means of retrieving the data.
3. Software programs: There are multiple organizational software products currently on the market.
Chances are there will be one installed on the computer in your cubicle or the office where you work. Microsoft Outlook is one of the most popular all-in-one programs that provide e-mail features, an expansive address book, a "notes" function, timed reminders, to-do lists, and calendar/scheduling features.
There are many other software titles that are similar and work just as well, but Outlook will be one of the most common that you will run across; if you understand how to use it, you should be fine learning any other similar software rather easily.
These programs have the benefit of allowing you to schedule appointments and meetings through a network that gives you access to the schedules of others within the office network. This way, when you are trying to schedule a meeting between the attorney you work for and partner or associate, for instance, you may simply view the other party's schedule over the network to see when he or she is available. If the firm you work for uses this feature, it is a good idea to understand how it works.
Most organizational software requires a learning curve to make the most of the available features. If you can avail yourself of a class that provides hands-on learning, great; if not, the library or local bookstore is sure to have a book on the subject that you may study so that you are familiar with the features.
One big drawback of this method is the lack of mobility, unless you pair it with a synchronized handheld or even double-entry in a planner. A benefit is that everything you enter will be backed up by the main system server every day, thus the loss of important data is rarely a concern. Another big benefit of this method is that most law offices use the same one or two software programs, so the knowledge you gain from using them will carry to any other offices you work for. If you want to know which program is being used by any particular firm that you may be interested in working for, simply call the receptionist and ask. If you are polite and explain the reason for your question, she or he most likely will oblige your request.
With this information, you can prepare to be ready for work in that particular office.
There are many other software titles that are similar and work just as well, but Outlook will be one of the most common that you will run across; if you understand how to use it, you should be fine learning any other similar software rather easily.
These programs have the benefit of allowing you to schedule appointments and meetings through a network that gives you access to the schedules of others within the office network. This way, when you are trying to schedule a meeting between the attorney you work for and partner or associate, for instance, you may simply view the other party's schedule over the network to see when he or she is available. If the firm you work for uses this feature, it is a good idea to understand how it works.
Most organizational software requires a learning curve to make the most of the available features. If you can avail yourself of a class that provides hands-on learning, great; if not, the library or local bookstore is sure to have a book on the subject that you may study so that you are familiar with the features.
One big drawback of this method is the lack of mobility, unless you pair it with a synchronized handheld or even double-entry in a planner. A benefit is that everything you enter will be backed up by the main system server every day, thus the loss of important data is rarely a concern. Another big benefit of this method is that most law offices use the same one or two software programs, so the knowledge you gain from using them will carry to any other offices you work for. If you want to know which program is being used by any particular firm that you may be interested in working for, simply call the receptionist and ask. If you are polite and explain the reason for your question, she or he most likely will oblige your request.
With this information, you can prepare to be ready for work in that particular office.
Research Skills You Need to Know
The practice of law is largely concerned with research, research, and more research. Nearly every legal document that is drafted, nearly every deposition that is taken, and certainly every case that is defended requires research into previous cases and legal precedents to support said documentation or defenses and to make legal decisions. In some instances, research is done by an attorney, a paralegal, or an assistant; however, many attorneys expect their secretary to provide him or her with research, particularly in smaller offices. Even if the office you work in employs one or more paralegals, chances are you will still have to do occasional research. Finally, if you plan on advancing in your career, you should have excellent research skills and be aware of tools that will expedite the process, whether it is currently required of you or not.
Interested in learning more? Why not take an online Legal Secretary Career Overview course?
While there are many methods of structuring legal research, below are the most common steps taught to law students. They are adapted from The Process of Legal Research, by Christina L. Lunz, et. al., and paraphrased from Wikipedia.com. These steps are an excellent starting place for those who are totally unfamiliar with where to start in regard to researching:
- Frame the issue. Before beginning research, get an idea in your mind of what the case is about or what legal issue(s) you need to focus on. Write them down.
- Brainstorm. Think about compatible search terms; for instance, in a case involving assisted suicide, you may want to also search for "right to die," and "euthanasia."
- Determine jurisdiction and time limitations. Do you have a lot of time to research this? Usually not. In some instances, you may have to make do with a quick resource instead of an in-depth and wholly reliable source.
- Decide which format to use. Your choices include print or electronic and may depend on what you have access to and how much time you have.
- Locate, read, and update your secondary sources. These sources are other cases, statutes, and/or regulations that your search term has uncovered after your primary source; i.e., the one that carries the most weight.
- Locate, read and update primary authority. This refers to cases, statutes, and regulations.
- Look up other pertinent guidelines. These include rules of procedure, ethics, non-legal and other materials if needed.
- Repeat the above steps. Depending on your search results, you may need to go back to one of the earlier steps during your research process.
The two most common methods of research are via a law library or electronic databases such as LexisNexis, HeinOnline, FindUSLaw, Loislaw, LawLibrary, or Westlaw.
Each database has its benefits and specific uses. Each database requires a subscription for use. Most law firms, even the smallest, have an in-house library and a subscription to at least one such service. Larger firms may have subscriptions to several or all of the top sites. It would behoove you to learn as much as you can about the databases mentioned here. It will also be beneficial for you to learn about keyword searching, as this is the common method used when doing electronic research. Knowing shortcuts and tricks such as changing the order of wording or using a global character in a search phrase will expedite the process and garner more specific results. Likewise, if you are unfamiliar with library research, you should go to your local public library and learn about this process.
Each database has its benefits and specific uses. Each database requires a subscription for use. Most law firms, even the smallest, have an in-house library and a subscription to at least one such service. Larger firms may have subscriptions to several or all of the top sites. It would behoove you to learn as much as you can about the databases mentioned here. It will also be beneficial for you to learn about keyword searching, as this is the common method used when doing electronic research. Knowing shortcuts and tricks such as changing the order of wording or using a global character in a search phrase will expedite the process and garner more specific results. Likewise, if you are unfamiliar with library research, you should go to your local public library and learn about this process.
Other Important Skills
People skills: Because this position requires that you deal with clients, visitors, and callers on a daily basis, you must have the ability to put people at ease and make them feel welcome.
An easy way to put anyone at ease is with a greeting smile and a few casual questions, such as, "How was your drive here?" Or, if you know them, say, "How is your family?" While some people may feel that it is demeaning to do so, and it is certainly not required of you, you could offer the visitor a cup of coffee or tea. Many others feel this is simply a polite gesture, and it can go a long way in making someone visiting your office comfortable while they wait. The choice is yours.
More stressful than putting visitors at ease is dealing with angry clients, and this does happen from time to time. You must be able to handle irate or disgruntled individuals without making matters worse. The best way to handle a very irate visitor or client is to stay calm and let the person have his or her say without interruption, no matter how tempted you may be to argue. When the person are finished, ask what you could do to make the situation better, or ask the person to hold if on the phone or have a seat in the waiting room while you find someone who can help. Often a full-blown outburst can be thwarted with a little finesse or humor.
As a legal secretary, you are the liaison between visitors and the attorney you work for, and you must always act professionally no matter what your personal feelings or opinions are in regard to the matter.
An easy way to put anyone at ease is with a greeting smile and a few casual questions, such as, "How was your drive here?" Or, if you know them, say, "How is your family?" While some people may feel that it is demeaning to do so, and it is certainly not required of you, you could offer the visitor a cup of coffee or tea. Many others feel this is simply a polite gesture, and it can go a long way in making someone visiting your office comfortable while they wait. The choice is yours.
More stressful than putting visitors at ease is dealing with angry clients, and this does happen from time to time. You must be able to handle irate or disgruntled individuals without making matters worse. The best way to handle a very irate visitor or client is to stay calm and let the person have his or her say without interruption, no matter how tempted you may be to argue. When the person are finished, ask what you could do to make the situation better, or ask the person to hold if on the phone or have a seat in the waiting room while you find someone who can help. Often a full-blown outburst can be thwarted with a little finesse or humor.
As a legal secretary, you are the liaison between visitors and the attorney you work for, and you must always act professionally no matter what your personal feelings or opinions are in regard to the matter.
Computer skills: If you are rusty in your typing, word processing software, or browser navigation skills, you will need to practice or take a class either in person or online to bring your typing speed up and sharpen your computer skills.
It is important to know that a proficient to advanced grasp of programs such as Microsoft Word or WordPerfect will be expected by any law firm.
Also, you should know how to navigate the Internet fairly well if not expertly, and it would give you a considerable edge if you have proficiency in programs such as Excel, PowerPoint and Outlook as well. If you do not already possess these skills, then you should find a means of learning them before applying for a legal secretary job.
In addition to classes offered on-site at computer training schools, there are a number of excellent Internet-based courses, as well as books with compact discs that can guide you through learning these programs and skills. The newest version of any given software is not necessary, so if finances are an issue, you can pick up older versions of lessons for far less money than the newest release of any particular software. If the office you want to work for has a newer version, do not worry about it, just be sure that you understand the program very well, if you do, it will be a simple matter of learning the new features added in the upgraded version, which you can do through the "Help" menu in most cases.
If your typing is rusty or not accurate and fast, there are numerous programs to aid you with bringing your skills up to employment level. Several are free or low-cost, online typing skills programs, while others such as Mavis Beacon Teaches Typing can be purchased at office supply stores.
You should have a typing speed of no less than 75 to 80 words per minute with excellent accuracy, so before even applying for a legal secretary's job, be sure that your typing is at that speed or higher.
It is important to know that a proficient to advanced grasp of programs such as Microsoft Word or WordPerfect will be expected by any law firm.
Also, you should know how to navigate the Internet fairly well if not expertly, and it would give you a considerable edge if you have proficiency in programs such as Excel, PowerPoint and Outlook as well. If you do not already possess these skills, then you should find a means of learning them before applying for a legal secretary job.
In addition to classes offered on-site at computer training schools, there are a number of excellent Internet-based courses, as well as books with compact discs that can guide you through learning these programs and skills. The newest version of any given software is not necessary, so if finances are an issue, you can pick up older versions of lessons for far less money than the newest release of any particular software. If the office you want to work for has a newer version, do not worry about it, just be sure that you understand the program very well, if you do, it will be a simple matter of learning the new features added in the upgraded version, which you can do through the "Help" menu in most cases.
If your typing is rusty or not accurate and fast, there are numerous programs to aid you with bringing your skills up to employment level. Several are free or low-cost, online typing skills programs, while others such as Mavis Beacon Teaches Typing can be purchased at office supply stores.
You should have a typing speed of no less than 75 to 80 words per minute with excellent accuracy, so before even applying for a legal secretary's job, be sure that your typing is at that speed or higher.
Communication skills: As a legal secretary, you will communicate verbally and in writing. Be sure that you improve your listening, speaking, and writing skills if you are lacking in any of these areas. There are numerous books that may be borrowed from the library on the subject of business communication that you may peruse if needed. Listening well is as important as speaking well because without good listening skills, you will never be completely clear on your attorney's needs and, as a result, you will make unnecessary and costly mistakes that could otherwise have been avoided.
Speak clearly and concisely whenever possible; avoid mumbling and unnecessary words. Ask the right questions from clients and others by thinking about what you need to know before speaking. These are all basic rules of good communication and will aid you greatly in a law office environment.
Speak clearly and concisely whenever possible; avoid mumbling and unnecessary words. Ask the right questions from clients and others by thinking about what you need to know before speaking. These are all basic rules of good communication and will aid you greatly in a law office environment.
Proofreading and/or editing skills: In many cases, you will be drafting letters yourself; however, more often, you will be typing correspondence that was transcribed into a recorder or taken via shorthand from the attorney you work for. It is very important that you can spot errors and correct them before asking for a signature from your attorney.
Most lawyers are extremely fastidious about documentation being perfect or nearly perfect every time. It reflects poorly on them if there are errors in spelling and/or grammar in any correspondence with their name on it. It also will do nothing for your career if the attorney you work for keeps spotting errors when signing documents you place on his or her desk. So, before you print, be sure to proofread carefully, edit, proofread again, and edit again if necessary before printing and sending anything out or giving it to your attorney for signature. It is well worth the extra effort and few minutes of your time to gain a reputation in the office as one who is a stickler for detail.
Most lawyers are extremely fastidious about documentation being perfect or nearly perfect every time. It reflects poorly on them if there are errors in spelling and/or grammar in any correspondence with their name on it. It also will do nothing for your career if the attorney you work for keeps spotting errors when signing documents you place on his or her desk. So, before you print, be sure to proofread carefully, edit, proofread again, and edit again if necessary before printing and sending anything out or giving it to your attorney for signature. It is well worth the extra effort and few minutes of your time to gain a reputation in the office as one who is a stickler for detail.
Conclusion
It is vital to be organized in order to keep things running smoothly. Keeping the attorney or attorneys you work for on schedule will be your primary focus; thus, you must avail yourself of organizational tools that will make this task easier. While they may initially seem like extra work, particularly when double-entry is involved, the process of preparation will drastically reduce wasted time in the long run. The second most important duty you must perform is that of researcher. Sharpening your research skills will benefit you whether you currently need them or not. Often being a great researcher will be the boost you need to be promoted to the higher-paying position of paralegal or, alternatively, having this skill will give you access to a higher starting salary or a salary increase. Other skills that you should be sure are up to par are those of communicating well, both verbally and in written form. You should have proficient to expert ability with computer software and hardware, and the social skills of being able to handle irate clients and put visitors at ease. Having these particular tools available to you will put you ahead of the competition when it comes time to interview or ask for a raise.
