How to Put Together an Operations Manual for a Law Firm
When you work for a law company that is quite small, it is simple to devote all of your time to your clients. Even though your customers are an essential component of your business, your company cannot function without you. Your legal firm's operational handbook should contain detailed documentation of its systems and procedures, which are your most valuable assets. They will enable you to successfully delegate tasks and scale your firm, as well as work efficiently and provide a consistent experience for your customers.
Systematization and Operating Procedures of the Law Firm
In any workplace, the processes and procedures that you follow will serve as your reliable road map. The majority of the jobs in your company, including any customer or legal work, as well as any back-end operations, are undoubtedly well-known to you, and you probably know exactly how you want them completed. A system or process is merely the strategy and the methods that you and the rest of your team ought to take when carrying out the work for your company.
Your difficulty, as it is with many other small businesses, is that most of your systems and procedures are probably just in your brain. Don't try to maintain all of those processes and systems in your brain! Because of this, there is an issue on your team because no one can read your mind. It indicates that your team may fail to complete steps or perform labor that is not necessary.
Every year, ineffective business procedures lead companies to lose between 20 and 30 percent of their income.
The use of written processes in your legal company ensures that you will be able to rapidly identify contacts, tasks, emails, documents, and other information linked with clients. In addition to this, they assist you make the most efficient use of your time and resources, while also ensuring that your team does the same. Have you ever witnessed a worker searching for answers to simple inquiries or papers that were stored in the incorrect locations? Documented procedures can help you resolve these challenges, freeing up some of your time while also ensuring that your operations remain consistent.
Your Legal Practice Absolutely Requires an Operations Manual.
A handbook of operations and procedures for a law firm is a document that contains the procedures and policies of the company that the law firm engages in.
There are a lot of benefits that come with having a procedure handbook, including the following:
- Optimization. Your job will be optimized to improve its speed and efficiency if you document the techniques you follow. In addition to this, they will assist you in finding gaps in your systems that need to be filled in order to optimize workflow. Work smarter, not harder, remember?
- Enhanced client experience. To provide the greatest experience possible for customers, procedures that are centered on customers, such as paying bills, should be consistent. Documentation is the one and only approach to guarantee that everything is consistent across the board. Billing that is consistent results in profits that are consistent.
- Delegation and training are made much simpler. Are you aiming to expand your team or do you already have fresh recruits on board? It is much simpler to teach new staff members and distribute work when a legal firm's policies and processes are well documented. You will reduce or even eliminate delays, which will ensure that you continue to provide work in order to satisfy your customers and drive your business.
- Fewer mistakes. Everyone is on the same page when there is a set of documented procedures that you and your ever-expanding staff may refer to at any time. Even when you aren't there to see it. After that, you will have the opportunity to unwind while lying beneath a palm tree. Really.
- The process of scaling and selling. When growth is supported by documented processes, the process becomes less complicated. In the event that you choose to leave your practice, you may assure that your staff will continue to provide excellent care for your consumers.
How to Draft Your Legal Office's Management Procedures
That Will Get You Sold? In that case, the best approach to get started is to just jump right into the procedures that are standard in your law practice. Begin the process of creating your first law firm operations manual by creating a straightforward document (we will cover other possibilities in a later section). You have the option of using either Microsoft Word or Google Docs, or any other word processing software that your company makes use of. Simply start a new blank document right this second.
Toss Out All of Your Procedures at the Law Firm
It is time to start writing down all of the everyday tasks and responsibilities you have been keeping in your brain. Spend some time doing a "brain dump" to get your thoughts organized. Consider everything you do from the time you arrive at work until the time you leave for the day, as an illustration. It is recommended that you bring a notepad with you during the day so that you may jot down any important information. Do a tiny bit of "A Day in the Life" writing here.
We are aware that this step may appear to be daunting. After all, you are a hardworking attorney who is in charge of running the firm. As soon as you've finished with this procedure, we guarantee you'll feel a sense of much-needed clarity. Just make sure you don't give up!
As you compile an inventory of your operations, there are a few things you should keep in mind:
- Client acquisition. Think about the actions you take to bring on new customers and the process of bringing them on board. According to our research, this is one of the processes that attorneys transfer the most frequently as their practices expand.
- Workflows used on a daily basis. Now, think about each individual workflow that you finish on a daily basis. For instance, how do you handle the work and projects for your customers? How does client communication happen? How do you ? email? This section constitutes the bulk of your manual.
- Systems of the financial sector. Consider operations like payroll, billing, accounting, and bookkeeping, for example.
- Human social systems. Your hiring, staffing, and overall management of your law firm's workforce are all included in the procedures that make up your "people-systems."
Put simply, these fundamental procedures should each be dissected into their component parts. After each step has been finished, test it to ensure that it is accurate.
Simply choose one of them to get started with to make things simpler for yourself. It is not necessary to memorize all of this information in a single sitting. Always with the small bites.
Instruments for the Creation of Operations Manuals
No! More! Paper! According to our line of thinking, a client-focused law business must be paperless. Make sure that everyone on the team, whether they are in the office or working remotely, has easy access to the handbook you create. In addition to the conventional document produced by a word processor, there are several possibilities available.
- The files are shared. In order to put together an online manual for your group, you can make use of applications like Dropbox or Google Docs.
- Wiki tools. You might also set up a private, password-protected website similar to Wiki that would only be accessible to your staff members online.
- Video. Recording your workflows and procedures is made much simpler using video recording solutions like Loom and Zoom. In addition, video is an excellent tool for teaching newly hired staff members. It's a win for both sides.
How to Organize the Procedures Manual for Your Legal Practice
Following the completion of your process inventory, you will now be able to begin organizing your law firm's procedures manual. Your manual will contain a section dedicated specifically to each of these procedures that you have listed.
There are a few essential chapters that ought to be included in the policies and processes manual of each fundamental legal firm:
- List of chapters and sections. A speedy triumph. Make sure that the table of contents at the beginning of your manual is clear and easy to read. You and your team will be able to locate procedures more rapidly as a result of this.
- A chart of the organization. Create a job description for each position in your company using an organizational chart. This chart should identify who is accountable for what element of your processes, including contact information in the event that an issue arises.
- Policies and procedures pertaining to the business. The methods you outline will make up the bulk of your guidebook. Include each method in its own section and provide an outline of each step, no matter how insignificant it may seem. Clarify your reasoning in order to prevent confusion. Include topics like payroll, confidentiality, attendance, codes of behavior, and other similar topics in your coverage of policies.
- What to do in an emergency. Make sure that your handbook includes both the standard operating procedures and the alternative plans that you have developed in case of an emergency. To further secure your company, you should include information on what to do in the event of a natural disaster or a data breach in your plan.
- Date. Put a date on your manual and make sure to update it if there is a change.
Keep in mind that your first operations handbook does not have to be incredibly in-depth in order to be useful. It merely needs to provide an overview of your most important business processes. You'll notice that your handbook begins to change as well, reflecting the growth and development of your company.
Let's get started. Consider the top two or three tasks that could be performed in part by a member of the team who is not currently being actively involved. It is important to document those processes. Make it crystal clear how the other member of the team should approach and finish the assignment. You are now in a position to begin delegating. After you have mastered the first few steps, you will just need to repeat the process. Keep in mind that our objective is not perfection but rather to get things started.
How to Ensure That the Procedures Manual of Your Legal Practice Is Always Current
If you find it difficult to keep track of all of your processes in your brain, consider how your staff may feel in this situation. They are not able to read your thoughts. You will need to put your manual in writing and, more significantly, you will need to keep it up to date as circumstances evolve. Even if you are confident that you have conveyed the information verbally, you should take it a step further by writing it and referring to it on a regular basis.
Make the maintenance of your manual a top priority and do so periodically. This helps to avoid messes such as convoluted processes, work falling through the cracks, and increased frustration among the members of your team. We suggest conducting a review of your practices at least once each month to guarantee that everything is in order. In point of fact, pause what you're doing and go ahead and schedule thirty minutes for later. After all, modifications to your processes are inevitable as your business continues to develop and become more automated.
Involve your colleagues, too, in this endeavor! This shouldn't be a project that's done in isolation. At Lawyerist, we require all of our team members to block off one hour of their schedule twice every month so that we may upgrade our systems. You may have meetings on a regular basis to discuss your procedures and ways in which they could be improved. Talk about what's working and what's not working. After that, any modifications that you make should be reflected in your handbook.
How to Make the Most of Your Manual for Both Work and Instruction
It has been told to us that attorneys try to avoid making new hires since the firm operates exactly way they operate it. They are concerned that no one else will carry it out in the same manner as they do. (This is a worry that many people have!) But, give that some thought. If you write down these methods, you will have a much easier time convincing other individuals to use your systems.
Every new worker that you recruit ought to, without delay, be given either a hard copy of the manual or instructions on how to access it online. Make it a point to emphasize how very important it is to follow these protocols in order to guarantee accuracy, efficiency, and the complete happiness of the client. Set an example for others to follow and make frequent use of your procedure handbook.
You will work closely with each new hire to ensure that the onboarding procedure goes off without a hitch while they are in training with you. When they have questions regarding how to carry out a technique, however, it is imperative that you direct their attention to the procedures handbook. It is important to make consulting the operations handbook a routine part of your routine. Your regularly scheduled team meetings provide an additional fantastic opportunity to direct team members to your operational manual or conduct training on the organization's systems.
It Is Well Worth It to Take the Time and Effort to Create a Well-Documented Operations Manual
Putting together a set of recorded procedures can help you feel less stressed, will improve your organization, and will make your business function more smoothly. We are aware that this work is difficult for you to complete given everything else that you have to do each day. We've all been in your shoes, wondering how on earth we'll possibly capture everything that goes into making a company as successful as yours. Nevertheless, it is not impossible. And after it's done, you'll be baffled as to how you ever managed your business without it.