The virtual legal assistant is reshaping the legal industry, offering law firms a flexible and cost-effective alternative to traditional staffing. Legal process outsourcing is projected to reach $35.9 billion by 2027 and it’s continuing to grow.
The integration of technology in legal processes is no longer optional; it’s essential. Over 75% of law firms plan to increase their technology budgets in the coming year to enhance efficiency, client service, and profitability.
Understanding how to effectively work with a virtual legal assistant is crucial for maximizing their impact on your practice. Whether it’s streamlining communication, managing workflows, or breaking free bottlenecks within your law firm, this article will help guide you in creating a successful working relationship with your legal VA.
What this article covers:
- What is a virtual legal assistant?
- What’s the difference between a traditional legal assistant and a VA?
- Common misconceptions of working with a virtual legal assistant
- Benefits of hiring an online legal assistant
- How to work with a legal VA effectively
- Common challenges of working with a legal VA
What is a Virtual Legal Assistant?
A virtual legal assistant, also known as an online legal assistant, is a remote professional who supports law firms and legal professionals by handling administrative and basic legal tasks that do not require the expertise of a paralegal or attorney.
Unlike paralegals in law firms, who often handle more complex legal work like drafting legal documents or conducting in-depth legal research, online legal assistants focus primarily on tasks that help keep the firm organized and running smoothly.
Common Virtual Legal Assistant Responsibilities:
- Managing calendars
- Scheduling appointments
- Organizing files
- Handling client communication
- Performing data entry
- Maintaining the overall workflow of the office
- Basic document preparation and e-filing
The key advantage of online legal assistants is that they provide flexible, cost-effective support that can be scaled according to the law firm’s workload. This makes them an ideal solution for solo attorneys or small law firms looking to manage their operations efficiently without the overhead of traditional, in-office staffing.
By leveraging this type of partnership, law firms can ensure that routine tasks are handled efficiently, freeing up paralegals and lawyers to focus on higher-level, billable legal work that directly impacts their clients and cases.
What is the Difference Between a Traditional vs Virtual Legal Assistant?
Traditional legal assistants, often found working on-site at law firms, provide legal administrative support directly within the law firm’s office environment.
In contrast, virtual legal assistants perform the same tasks but operate remotely using cloud-based tools and technology.
While they provide the same essential support, virtual legal assistants offer greater flexibility and often come at a lower cost, as they work on a contract or freelance basis without the need for office space, payroll taxes, full-time benefits, and unneeded or unproductive hours.
Common Tasks Handled by Virtual Legal Assistants
Both traditional and virtual legal assistants help keep law firms running smoothly by taking on routine but essential tasks, such as:
- Managing Documents: Organizing, filing, and maintaining legal documents.
- Law Firm Communications: Handling client, opposing counsel, court and third party inquiries, scheduling meetings, and ensuring clients stay updated on their cases or matters.
- Scheduling: Coordinating appointments, depositions, mediations, court dates, and meetings to keep the attorney’s calendar organized and efficient.
- Law Firm Organization: Improving the law firm’s overall organization as it relates to files, client portals, and case management systems.
Virtual legal assistants rely on digital communication platforms, cloud storage, and online project management tools to perform these tasks efficiently and stay aligned with the attorney’s or law firm’s needs.
What are the Common Misconceptions About Virtual Legal Assistants?
1. Less Effective Than Traditional Legal Assistants
One common misconception about legal VAs is the belief that they are less effective or less professional compared to their in-office counterparts. Some attorneys worry about the security of sensitive information or the reliability of someone who is not physically present.
However, VAs are often highly experienced professionals who specialize in remote work, leveraging secure technology and proven workflows to maintain the same level of confidentiality and productivity as traditional assistants.
2. Lack of Control
Another hesitation is the fear of losing control over tasks or communication breakdowns. Many law firms are accustomed to direct, in-person oversight and might feel uncertain about how a remote assistant can fit into their team.
However, with clear communication protocols, the use of collaboration tools like Slack, Teams, and cloud-based document management systems, legal VAs can integrate seamlessly into a law firm’s operations, and improve upon them in the process.
Legal VAs provide a modern, flexible alternative that meets the evolving needs of today’s law firms. By embracing this model, attorneys and law firms can streamline their operations, cut costs, and focus more on delivering quality legal services to their clients.
What are the Benefits of Hiring a Virtual Legal Assistant?
1. Cost-Effective
Hiring an online legal assistant offers significant cost savings compared to traditional in-house legal staff. Law firms save on overhead expenses like office space, equipment, unneeded hours, payroll costs, and employee benefits since they work on a contract basis.
This means you only pay for the hours worked or tasks completed. By hiring virtually, law firms can allocate resources more efficiently and stay responsive to workload demands without the long-term financial commitments of traditional hiring.
2. Supports Flexibility
A virtual legal assistant offers unmatched flexibility when compared to traditional staff, allowing law firms to scale support as needed without the constraints of traditional hiring. Unlike in-house staff, legal VAs can be adjusted easily according to your law firm’s workload—whether you need to increase hours during a busy period or reduce them when things slow down.
Additionally, legal VAs do not require long-term commitments, so if your business needs change, you can adjust or end the arrangement without the complexities associated with full-time hires. This flexibility not only provides cost savings but also ensures that your firm can pivot quickly without being tied down by rigid staffing structures.
3. Access to Specialized Skills
Hiring an online legal assistant provides law firms access to specialized skills that can streamline administrative tasks and enhance operational efficiency. Unlike general assistants, online legal assistants often bring specific expertise in areas such as legal billing software, client communication platforms, and document management systems, tailored to the needs of a law firm.
This allows lawyers to leverage targeted support for tasks like scheduling, docket management, client follow-ups, and managing case files, requiring extensive training and over-burdening their in-house staff.
At Zirtual, our matching process connects law firms with online legal assistants who have the precise skills needed for your law firm. We focus on pairing firms with individuals who have proven experience in the specific software and systems that are critical to your practice.
Whether it’s familiarity with Clio, Filevine, Odyssey, Wealth Counsel, or any other legal tech or project management tool, Zirtual ensures that the legal VA is not just a good fit but can also deliver immediate value.
This specialized skill access helps law firms stay agile and responsive to their unique operational needs, making it easier to maintain a high level of service and efficiency. Learn more about our virtual assistance services here!
How to Work with a Virtual Legal Assistant Effectively
1. Setting Clear Expectations
To work effectively with an online legal assistant, setting clear expectations from the outset is crucial. This includes defining roles and responsibilities in detail to ensure there is no ambiguity about what their responsibilities for your law firm are.
Finally, leveraging task delegation systems that are trackable, repeatable, and optimized for your firm’s workflow ensures that tasks are completed consistently and efficiently. This approach not only boosts productivity but also provides a clear record of what has been done and what still needs attention. By using tools like task management software or case management systems, you can easily assign tasks to your online legal assistant, monitor progress, and ensure that nothing falls through the cracks.
2. Establish Check-Ins for Accountability
Equally important is establishing robust communication expectations. Decide on how and when you will communicate—whether through email, messaging platforms like Slack, or scheduled video calls. Consistent and clear communication helps maintain alignment on tasks and allows for quick adjustments when needed.
This consistent communication fosters a sense of reliability and transparency, allowing both you and your online legal assistant to stay aligned on goals and deadlines. It not only helps keep your projects moving smoothly but also builds trust in the working relationship, knowing that tasks are being managed effectively without requiring constant oversight.
3. Providing Necessary Tools and Access
It’s essential to provide your legal VA with the necessary tools and access right from the start. We recommend granting access to your firm’s document management systems, such as Clio, OneDrive, or NetDocuments, as well as any other software your firm uses regularly.
Further, it is ideal to have your legal VA be assigned an email address with your law firm so that your clients and third parties do not have concerns when receiving communications that appear to be outside of your law firm about their case.
By having the virtual legal assistant work within the firm’s systems, attorneys can ensure consistency and continuity in workflow, which minimizes disruptions and keeps tasks organized. Additionally, it reduces the learning curve for both parties and allows them to contribute effectively from day one, enhancing productivity and overall efficiency in the firm’s operations.
4. Training and Orientation on Your Firm
When integrating new team members into your law firm, it’s beneficial to provide an initial training and orientation to align them with your firm’s practices, culture, and workflows. Although they bring valuable and direct experience to the table and do not require any skills training, a brief orientation helps them understand the unique nuances of your firm.
This includes how you prefer tasks to be completed, the tone of client communications, and the specific protocols your firm follows.
This initial training phase doesn’t have to be lengthy or complex. Instead, focus on key areas such as your firm’s case management procedures, communication preferences, and any specialized tasks they’ll be handling.
By setting aside time for this onboarding process, you not only ensure that your online legal assistant can hit the ground running, but you also create a sense of connection to your firm’s culture, making them a more effective and integrated member of your team. This alignment ultimately leads to smoother operations, enhanced efficiency, and better overall performance in meeting your firm’s objectives.
5. Ongoing Support and Feedback
Providing ongoing support and feedback is essential for any successful relationship. Regular feedback sessions provide an opportunity to discuss what’s going well and identify areas for improvement, helping the online legal assistant adjust and refine their approach to better support your law firm.
An ongoing dialogue not only strengthens the working relationship but also ensures that the virtual support evolves to meet your law firm’s dynamic needs. By offering constructive feedback and acknowledging successes, your legal assistant can continuously adapt and improve and, ultimately, become an indispensable asset to your legal team.
What are the Common Challenges of Working with a Virtual Legal Assistant (& How to Overcome It)?
1. Time Zone Differences
Time zone differences can initially seem like a hurdle when working with online legal assistants, but these professionals are highly adaptable and committed to accommodating their client’s needs. Legal VAs are often willing to align their schedules with your law firm’s business hours, ensuring they are available for important meetings with the attorney or staff, calls, or tasks that require real-time coordination, such as contacting clients or courthouses.
Clarify that your legal VA will communicate in your time zone to avoid any confusion. When they discuss meeting times or deadlines, they’ll reference your local time directly. For example, if they suggest meeting at “2 PM,” they mean 2 PM in the attorney’s time zone, not theirs.
This approach ensures seamless communication and coordination, making it feel as if they’re operating right alongside your team, regardless of their actual location.
2. Maintaining Confidentiality and Security
Maintaining confidentiality and security is paramount when working with a virtual legal assistant. To protect sensitive client information, it’s essential to implement robust security measures such as secure document-sharing platforms, encrypted communication tools, and regular software updates.
Legal VAs should also sign comprehensive confidentiality and non-disclosure agreements that clearly outline their obligations to safeguard client and law firm data and comply with the law firm’s privacy policies.
Most law firms already have stringent security protocols in place, but it’s important to ensure these measures are fully extended to cover virtual relationships as well. Educating your VA about your firm’s specific security practices during onboarding can further minimize risks.
By taking these proactive steps, you can maintain the same level of confidentiality and security you would expect from in-house staff, ensuring that your law firm’s reputation and client trust remain uncompromised.
3. Establish Goals and Benchmarks
Establishing clear goals and benchmarks is important when working with a legal VA. Setting defined objectives and performance expectations helps both the VA and the attorney stay aligned and focused on desired outcomes. This could include specific tasks to be completed, deadlines to be met, or quality standards to maintain.
Regularly reviewing these goals ensures that your legal assistant is on track and spending the time where it matters the most for your law firm. Utilizing tools such as project management software, time-tracking apps with notes, and task management systems can further support this process by providing a clear framework for monitoring progress and productivity, making it easier to spot any potential issues early on.
By establishing measurable goals and using the right tools, you can create a structured environment that promotes high performance and continuous improvement with your legal assistant.
Learn About Zirtual’s Trusted Virtual Legal Assistants!
Partnering with Zirtual’s legal staffing experts means more than just filling a position—it’s about crafting a custom staffing plan that aligns perfectly with your firm’s unique needs and future goals. Our meticulous matching process delves into your immediate requirements and anticipates your growth, ensuring you’re paired with a virtual legal assistant whose expertise and work style seamlessly integrate with your practice.
This approach not only addresses your current challenges but also sets the stage for sustainable expansion, giving you the confidence that your law firm is backed by top-tier, specialized talent. Let us help you build a staffing strategy that propels your firm forward, one perfectly matched professional at a time!
Request a free consultation today or get more details about our virtual assistant services.