Vol. 73, No. 10, October
2000
To whom can attorneys turn for
real, practical office management and computer tips geared especially
for them?
For starters, turn to your colleagues, professional staff, and
consultants.
The Law Practice Section and Solo and Small Firm Practice Committee
cosponsored "60+ Hot Practice Management and Techno Tips in 60 Minutes"
at the Bar's annual convention in June. In the interest of space, the
presenters offer their favorite tips. Nothing said in this article is to
be construed as a State Bar endorsement of any brand or product.
- Tips
from Debra Hix-Sykes, President & CEO, DHS & Associates,
Milwaukee.
- Tips
from David Grove, Owner of Grove Law Office, DeForest.
- Tips
from Ross L. Kodner, Founder of MicroLaw Inc., Milwaukee.
- Tips
from Lori Kannenberg, Law firm administrator, Lawton & Cates
S.C., Madison.
|
Debra Hix-Sykes |
President & CEO, DHS & Associates, Milwaukee,
a management, ancillary, and training consultancy. She previously was
law firm administrator at Beck, Chaet, Molony & Bamberger,
Milwaukee. |
A Little Good "R & R" Can Go a Long Way.
Staff recruiting and retention are
ever-increasing challenges for firms of all sizes. While many firms
offer traditional and valued benefits such as health insurance,
retirement plans, vacation, and so on, many have resisted offering
benefits that increase staff's quality of life. Benefits such as
flexible schedules, continuing education assistance, increased
responsibility and authority, consistent gathering and giving of
feedback and recognition, association dues, and creative firm events can
set your firm apart from the pack.
MDPs - Not Just for the Big Fish.
Despite the ABA's recent vote against allowing lawyers to partner
with nonlawyers, the basic concept of Multidisciplinary Practices
services should not be abandoned. Development of services are not just
for the large firms and do not always require "partnering" with
nonlawyers. All firms, including solo practitioners, can improve
business development and revenue by offering "nontraditional" law firm
services via their existing talented pool of lawyers and other
employees.
It is important to offer ancillary services that mesh with and
complement your existing law practice. The key is to ensure that you are
leveraging every opportunity for business with your existing client base
and future clients. Many liability carriers will endorse coverage for
these services through your existing policy. Remember to treat new
matters performed under the ancillary umbrella in the same manner as
legal matters, that is, conflict checks, fee agreements, and so on.
Warning - Merge Ahead.
When merging a new partner with an existing book of business into the
firm, be sure to look beyond his or her money generation, rate of
return, and conflict checking. Clearly understanding the partner's
practice style, expectations, support needs (associate attorneys, staff,
technology, and library), client billing requirements, and so on are
equally important. Also, if support staff will be accompanying the
attorney, it is important to clearly outline the firm's staff policies
prior to the individual(s) joining the firm. Remember, ongoing attention
should be given to the interrelationships and communication between the
existing employees and any new employees.
"Look Before You Leave" Your Current TeleCommunications
Carrier.
Many communication carriers are advertising their capability to
handle a firm's local and long-distance service - usually at a
significant discount. The cost savings look great on paper; however, do
your homework before switching. Insist on references and information
relating to system "down time." Ask if the company owns its lines or if
it leases lines from another carrier. Find out how long the company has
offered the combined services and the geographical locations currently
being serviced. Negotiate a termination clause in the event of
unsatisfactory service and/or access time. If your firm passes
long-distance costs on to clients, request a sample of their account
generated billing reports. Inquire into the carrier's ability to handle
any ISDN, DSL, or T1 lines; its method of charging, that is, actual time
versus in six-minute increments; and if the company contracts for
cellular phones.
Playing Big Brother Can Bring Valuable Insight.
Contracting with a Third Party Administrator (TPA) for specific firm
benefits offers several advantages; however, you should regularly
"glance over the TPA's shoulder." Many TPAs offer quality, accurate
services; however, errors in translation of handwritten or verbal data,
system errors, input errors, and so on can occur. While not all errors
are large, small errors often can evolve into larger errors.
A few tips:
1) carefully review changes you report;
2) review reports even when no changes have been reported for some
time;
3) adopt a "safety net" policy of following up significant verbal
changes in writing and significant written changes by phone;
4) report changes and errors promptly;
5) keep the employee informed.
Taking the Bite Out of Employment Agency Fees.
Most of us have experienced the challenges relating to recruiting
qualified personnel in today's tight market. Quality employment agencies
may offer the gift of time and a pool of candidates. Unfortunately,
these gifts come at a price that may be difficult for some firms to
incorporate into their hiring budget. When deciding to use a placement
agency, use these techniques to lower the cost:
1) shop around;
2) negotiate rates whether you are hiring one or multiple employees;
3) consider a temporary-to-regular hire arrangement;
4) negotiate the warranty period;
5) determine if the open position is one for which you can hire someone
with fewer years of experience (thereby decreasing both salary and fee
costs) but who has a proven ability (via resume and reference checking)
to adapt and learn; and
6) work to develop a longterm, mutually beneficial relationship with the
agency.
Wisconsin Lawyer