How Virtual Legal Assistants Can Transform the Productivity of Your Law Practice

The global shift towards modern workspaces and flexible work policies has led law firms to embrace remote staffing options. Attorneys increasingly delegate routine legal tasks to virtual assistants.

For legal offices unfamiliar with this growing trend, virtual legal assistants are remote professionals who handle repetitive legal work, allowing lawyers to focus their energy on more substantive matters. By taking on document review, drafting, research, scheduling, and various clerical duties, these legal virtual assistants free up attorney time while providing administrative and paralegal support online.

Their services enable streamlined operations and improve legal teams' time management and work quality. As flexible staffing gains traction across multiple industries, virtual assistants become indispensable allies to lawyers and firms prioritizing productivity and work-life balance.

This article will cover:

• Demands on Legal Professionals
• Role of Virtual Legal Assistants
• Top 20 High-Value Tasks to Outsource to a Legal Virtual Assistant
• What to Look for in a Virtual Legal Assistant
• Common Concerns About Hiring a Legal Virtual Assistant
• How to Hire the Best Legal Virtual Assistant for Your Firm

The Demands on Legal Professionals                                

A legal career comes with intense pressures - long hours, tight deadlines, high-stakes cases. In a 2017 American Bar Association study, 28% of lawyers reported dealing with depression, while 19% faced severe anxiety. So many, in fact, would not advise pursuing law.

Amid the chaos of managing overflowing workloads, lawyers must oversee administrative tasks critical to running an effective practice. But there are only so many hours in the day. This daily balancing act is where virtual legal assistants provide invaluable support.

Role of Virtual Legal Assistants

Virtual legal assistants (VLAs) supply remote administrative and personal assistance to help lawyers and firms. Working as independent contractors from home offices, they are paid for hourly work and provide their own equipment.

Lawyers leverage VLAs to complete the essential but often repetitive daily tasks that accumulate - transcription, document management, scheduling, email, research, and more. VLAs' duties center around these organizational functions; they cannot provide legal services or advice. But in handling the fundamental groundwork, VLAs empower lawyers to better direct their expertise toward serving clients.

The result is lawyers who can devote more care and preparation to cases. Remote staff supports solo practitioners and law firms alike to boost productivity and restore balance to legal careers overwhelmed by increasing administrative obligations.

Top 20 High-Value Tasks to Outsource to a Legal Virtual Assistant

1. Hearing Preparation - Compile relevant case law references, supporting documentation, exhibits, and files needed for upcoming hearings.
2. Document Management - Organize digital and paper records using proper naming and filing systems by case, client, or matter for easy access.
3. Legal Research - Research statutes, precedents, case law, and regulations through online libraries and databases to support attorney analysis and arguments.
   
4. Litigation Support - Organize case files, interview witnesses to build chronologies, coordinate the collection of relevant evidence like medical records, and process documents.
   
5. Scheduling - Manage attorney calendars, scheduling meetings, calls, court appearances, and deadlines using shared digital platforms.
   
6. Billing Statement Preparation - Track attorney and staff hours worked, then prepare and send monthly invoices to clients outlining charges.
   
7. Deposition Summaries - Sit in on depositions of witnesses and opposing parties, then summarize key revelations and immediately relevant highlights for attorneys.
8. Due Diligence - Vet expert witnesses through coordinating interviews and deep profile research while confirming the qualifications of outside attorneys for temporary hires.
9. E-Filing - Electronically submit legal forms, documents, and motions through state court e-filing systems, saving print, mail, and courier costs.
10. Marketing Collateral Creation – Draft PowerPoint presentations, attorney bio websites, and LinkedIn profile content to enable business development initiatives at the firm targeting prospective new clients.
    
11. Legal Proofreading - Thoroughly proofread legal content, checking for proper formatting, spelling, grammar, punctuation, and adherence to citation style guides.
12. Motion Drafting - Research legal precedents, then prepare well-organized draft versions of motions to be finalized and filed by the attorneys.
13. New Client Onboarding - Guide new clients through attorney consultation, needed releases, and intake forms to quickly initiate the working relationship.
14. Corporate Compliance Filings - Track deadlines for and prepare annual reports, minutes, and resolutions required to maintain proper standing with state regulators.
15. Attorney Website Maintenance – Regularly review and update attorney biographical details, featured case results, practice area descriptions, and other website content.
16. Transcription Services – Accurately transcribe audio recordings from legal proceedings, client calls, and attorney dictation using foot pedal and word processing software.
17. Attorney Travel Arrangements – Organize travel schedules, book air and hotel reservations, and local ground transportation for court appearances, depositions, and conferences.
18. Social Media Management - Managing social media accounts, creating content, and scheduling posts to enhance the firm's online presence within legal boundaries.
19. Client Intake – Field inquiry calls, send background forms and intake documents to new prospects contacting the firm, then log critical details into the CRM system.
20. Service of Process – Track and electronically notify proof of delivery for complaint papers, subpoenas, and other legal case documents officially served to involved parties.

What to Look for in a Virtual Legal Assistant

When evaluating virtual legal assistants, here are some top qualities to look for:

• Experience and Specialization: Seek out assistants with paralegal training or previous experience supporting attorneys in a legal environment. They should understand legal processes, terminology, and workflows. It also helps if they specialize in your practice areas to understand relevant case law and litigation procedures.
• Technical Proficiency: As their work will require using practice management, document management, and other legal technologies, look for comfort in navigating these systems or the ability to quickly learn them. Research, e-filing, calendaring, and organizing case files may fall under their purview.
• Communication Skills: A virtual assistant must communicate effectively through email, phone, and client meetings. Strong writing skills are essential as assignments like drafting legal letters and documents will be expected. Make sure they can convey legal concepts accurately,
• Time and Task Management: To work independently and efficiently, they need the discipline to stick to deadlines, juggle different cases, and maintain organized records. Look for prior experience coordinating complex tasks.
• Initiative: While you'll provide direction, they should also work proactively to keep cases moving, follow up on outstanding items, prepare filings, and so forth without constant oversight. Ask about working styles.
• Reliability: Ensure they are available during standard business hours for meetings, questions, and collaboration. Look for log-in consistency and dedication. Legal matters have rigid timetables, so you need someone reliable.

Common Concerns About Hiring a Legal Virtual Assistant

1. "I have no idea what a virtual legal assistant is.
   
   Many lawyers, exceptionally seasoned solo practitioners, or those at small local firms need to be made aware of the virtual legal assistant concept. Accustomed to traditional office environments throughout their careers, they have yet to keep pace with innovations enabling remote work arrangements.
   
   
2. "What happens if my virtual legal assistant unexpectedly quits?"
   
   Losing support staff without warning creates turmoil in any business. But for lawyers relying on assistants mid-case, the impacts multiply. Many fear debilitating disruptions if their virtual assistant unexpectedly quits. However, recruiting from an established virtual assistant agency with extensive applicant vetting procedures and policies for temporary coverage helps safeguard consistency. Maintaining open communication channels also lets lawyers stay apprised of potential issues. Though jarring transitions remain possible, the right provider relationships and check-ins reduce this worry.
   
   
3.  "How do I know what my virtual assistant is working on?"

When assistants handle tasks remotely, some lawyers feel they need help to monitor progress adequately or provide timely guidance. With visibility, they can focus on meeting deadlines or output quality. Implementing project management software and check-in meetings grants better oversight of workload. Task tracker tools also create transparency around individual tasks. Through consistent status updates, lawyers can get confirmation that priorities align without micromanaging.

4. "How can I build trust with a legal virtual assistant?"

Developing professional trust proves more challenging virtually without in-person interactions informing instinctive assessments of capability or character. As a result, some lawyers feel hesitant to entrust import duties to unknown remote hires. However, thoughtfully evaluating candidate qualifications, communicating expectations clearly, and establishing rapport through regular dialogue builds confidence. With relationships anchored in transparency around responsibilities, it becomes easier for lawyers to rely on assistants' skills and integrity despite distance.

How to Hire the Best Legal Virtual Assistant for Your Firm

In-person interviews better reveal candidates' personalities and capabilities. But thoughtful virtual hiring processes can still uncover quality virtual legal assistants. For lawyers with no experience managing remote staff, utilize these strategies:

• Create a List of Required Qualities and Skills

Identify credentials and capabilities the role demands that complement your existing strengths. This includes administrative areas, technologies, legal specializations, communication abilities, availability requirements, and other qualifications. Outline needs clearly in job posts so applicants can self-assess fit and you can screen responses accordingly.

• Hire Assistants Proficient in Your Weak Areas

Bring on support proficient in areas outside current bandwidth to maximize talents. Even if you understand finances, offload the tasks to hire bookkeeping-savvy assistants. Free yourself to practice law rather than shore up weaknesses. Divide and conquer duties.

• Seek Work Ethic and Style Alignment

Dig into applicants' working styles, motivations, and temperaments for compatibility beyond skills. Do diligence and communication preferences mirror successful office teammates? The closer the alignment, the faster assistants assimilate into firm rhythms. Prioritize matches.

• Establish Expectations Transparently

Prevent mismatches by candidly discussing typical duties, challenges, priorities, and work philosophy. Allow candidates to ask clarifying questions and voice concerns. Gain insight into their working models as well as identify reliable support arrangements. Articulating needs upfront sets the foundation.

New and seasoned lawyers benefit tremendously from extra support, especially in navigating mounting administrative burdens solo. Onboarding a virtual legal assistant alleviates considerable workload, freeing up mental bandwidth otherwise occupied with orchestrating auxiliary case aspects. 

Rather than expend such energy personally, lawyers can redirect focus toward enriching professional development and personal well-being by designating those responsibilities to specialized virtual staff.

The continual learning imperative central to legal excellence proves difficult amidst the strain of independently managing the practice's bureaucratic, technical, and organizational complexities. 

The stresses of operating infrastructure can restrain career progression and life fulfillment when unassisted. But outsourcing those tedious, time-draining duties to a competent remote partner lifts immense weight from a lawyer's shoulders. Virtual legal assistants shoulder necessary backend responsibilities, empowering attorneys to practice law rather than coordinate logistics.

Finding the "perfect match" legal virtual assistant to meet all your administrative needs can be challenging. As a leading virtual assistant agency supporting entrepreneurs for over 10 years, we excel at matching talented remote staff to fill key support roles for firms and practices of all sizes. 

Contact us today to discuss your needs - we'll help determine the ideal skills and availability so you can hand over the repetitive legal tasks and focus on what matters most. Take the first step today to increased productivity and better work-life balance by connecting with our dedicated team.