The Ultimate Guide to Hiring a Virtual Legal Assistant

As the legal industry continues to change, lawyers and solo practice owners are finding innovative ways to improve  law practice management and reduce expenses. One of the most crucial tips is to consider virtual legal assistant services. These are remote workers who offer general and legal support services to attorneys and law firms so that  they can concentrate on the actual practice of law and delivering results for their clients.

What is a Virtual  Legal Assistant?

A virtual legal assistant (VLA) is a legal professional who works from home to  offer legal and clerical support to lawyers and law firms. VLA services are getting popular as they  enable legal practitioners to allocate work that is not central to their functions, improve on their performance and increase  their productivity. Unlike conventional in-house assistants, VLAs do not need physical offices, devices or  full-time wages, thus making them an economical solution for legal experts.

How Virtual Legal Assistants Can Help Your Practice?

A VLA can do just about anything, from the secretarial work to assisting in  preparation of a case. Some of the key responsibilities include:

1. Email and Call Management

 Lawyers spend a lot of time in the office responding to phone calls and emails. A VLA  can sort out the emails, respond to the queries and make sure that important matters are addressed as soon  as possible. This makes the communication efficient and decreases chances of being distracted.

2. Legal Research and  Documentation

Legal research is one of the most important but time consuming aspects of the legal system. A  virtual legal assistant can assist in compiling case law, statutes and other precedents that pertain to an  ongoing case. Furthermore, they can develop and format legal documents in order to meet the standards and requirements  of the court.

3. Calendar and Schedule Management

Lawyers have to attend many court sessions,  meet clients and meet deadlines. A VLA can help in scheduling, making appointments and even sending reminders  for meetings and events.

4. Legal Outsourcing Services

There are many legal firms today that are  using legal outsourcing services to improve on the delivery of certain services. A VLA can help in the  development of contracts, the organization of case files, and can even help in the preparation of trial exhibits  to decrease the workload on the in-house staff and increase the efficiency of the firm.

5.  Transcription and Dictation

The jobs of virtual legal assistants include transcribing interviews, depositions, and  hearings. This ensures that all the important legal information is well captured and easily retrievable whenever it is  needed.

6. Client Intake and Follow-ups

A VLA can assist with the intake process  by collecting information, setting up an appointment for the first time and contacting the client during the process of  the case. This increases the level of client satisfaction and ensures that all the client’s queries are addressed  in a timely manner.

7. Document and File Management

In the course of their work, law  firms deal with a large amount of documents. A virtual assistant can sort out the documents, ensure that  all the documents are well arranged in the archive and are easily accessible when needed.

8. Billing and  Invoicing

This article looks at how to prepare invoices and how to keep track of the time  billed. A VLA can prepare invoices, send out reminders for payment of invoices and keep the financial  records of the firm in order.

Qualities to Look for in a Virtual Legal Assistant

Getting the  right VLA is important for the growth of your legal practice. Here are some key qualities to consider:

Hard Skills:

Legal Knowledge: Some knowledge of the legal terminology and processes.

Strong Writing Skills:  The ability to write contracts, memos and other legal letters.

Research Proficiency: The ability to  search for legal information and present the findings of the search in detail.

Technical Skills: Knowledge of legal  tools, legal documentation systems and time tracking tools.

Attention to Detail: Since legal work is quite  detailed, this is a very important skill for any VLA.

Soft Skills:

Communication: The ability to  communicate effectively with clients and colleagues in a professional manner.

Time Management: The ability to plan work and  meet deadlines.

Confidentiality: Comprehending the need for client confidentiality and data protection.

Proactiveness: The ability to understand and meet the needs of the lawyer or the law firm before they  even have to ask.

Overcoming the Fear of Hiring a Virtual Legal Assistant

3. Can I have a remote Assistant handle sensitive information?

Privacy is one of the biggest issues in the legal sector.  To reduce risks, have your VLA sign a non-disclosure agreement (NDA) and use  secure file sharing methods. Some additional security can also be provided by working with reputable agencies that offer legal  outsourcing services.

2. How Do I Ensure Productivity?

Using time-tracking tools and project management software  will help you check on your assistant’s performance. It also helps to have daily meetings and clear goals  and objectives that are expected to be met.

3. What If My Virtual Assistant Quits Suddenly?

To avoid disruptions, it is advised to get virtual assistant services from reputable agencies that can provide backup support  in case of absence of the assistant. It also helps to document every process in detail to make it  easier to train a new employee if the need arises.

How to Hire a Virtual Legal Assistant?

To  find the right VLA, there is a specific process that should be followed. Follow these steps to  ensure you hire the best candidate:

1. Define Your Needs

Identify what it is that you  need to delegate and the kind of skills that are required for the job.

2. Freelancer or  Agency

Freelancers are cheaper but agencies offer seasoned professionals with built-in support and security.

 3. Thorough Interviews

Assess candidates on their legal knowledge, experience and communication skills. Try to  find out from the candidate his or her previous experience in the legal field to determine his or her suitability  for the job.

4. Set Clear Expectations

Describe the work to be done, the time  to be worked and the standards to be met to avoid confusion at the beginning of the assignment.

 5. Use a Trial Period

Begin with a short term contract so as to gauge the VLA’s  efficiency before entering into a long term contract.

Final Thoughts

A virtual legal assistant can be very useful  for law firms and sole practitioners. Legal practitioners are able to reduce costs, enhance their productivity and concentrate  on the critical issues by having them perform administrative and legal support work. Whether you require assistance in  research, client relations, or document organization, getting a VLA will help you increase your efficiency and production  in your practice.

If you are planning on getting a virtual legal assistant, it is important to first  identify your needs, look for potential candidates and set some goals. With the right VLA by your  side, you can develop your legal practice to the next level.