Posts by admin
Voicemail Vs Live Person
Recently I’ve had some discussions with one client, who so appreciates my services he thinks I should start planning to “scale up”. It’s a move I’ve considered, but don’t think I’m ready for just yet.
One concern I have, for example, is that this particularly client mentioned that he’d prefer someone was always available to answer the phone for my company, especially if he were to refer certain types of business to me. I currently only answer the phone very occasionally, as my workspace is not always conducive to professional business calls (got to love those noisy children!) I always respond promptly to phone messages and other than initial consultations my clients generally correspond with me via email anyway.
But I do worry that my phone setup is holding me back, not only from eventually scaling up, but from simply achieving my current goal of a busy one-person virtual legal assistant practice.
Do YOU prefer to speak to a live person the first time you call a business? Do you avoid leaving messages and just move on to the next person if you can’t reach someone? Would reaching a live answering service be enough? Alyssa Gregory had a post not too long ago about exactly this, and she recommended answering your phone as often as possible, with some very valid points noted.
I’ve taken a quick look at a couple of live answering services, and they aren’t too expensive, but in all honesty right now I get maybe 1-2 calls in a month from prospective clients. Most of my contact does come by email, even from possible clients.
I’d love to hear from other solo business owners how they handle the telephone issue. Are you able to answer your phone most of the time? Do you think voicemail is enough of an option when you aren’t free? Can’t wait to see what you think!
Laurie Mapp, Owner Halo Secretarial Services Contact us for more information on virtual legal assistance!
Read More
Setting Up Systems
When I started my virtual legal assistant business, one thing I realized quite early on was how important systems would be to managing my work and my busy personal life. I have tried and discarded more than one system, but currently have a set-up that works quite well for me. I do have a few things I need to add, or improve, as I’m sure we all do!
First, I have a calendar system that helps me stay on track of both daily and long-term planning. I put everything into my Google Calendar, which being web-based is accessible from any of my computers and even my smartphone. I also sync that calendar with my iPod, for another easy source of access. Within my calendar itself I keep a task list with my immediate to-do’s on it. I also track longer term work on my project management and file-sharing system. I use Teamwork PM for this and clients can input deadlines for tasks and I have a project of my own where I put in some deadlines.
Another important system I set up very early on was a backup system. I have a couple of backup options available, as it certainly seems better to have my data as protected as possible! I share most client work with my clients via my Teamwork site, so documents that they have provided me and final work that I have provided them is all stored within that site (which is SSL encrypted). I store work on my computer of course and protect that information with SugarSync, a constantly running backup and storage application. SugarSync also allows me to access my files from my phone or another computer at any time, and keeps old versions of documents, which has helped me already once!
Another “system” I have invested in is my internet. I use the internet all the time, many of my work projects could not be completed without it. Therefore I have cable internet at home, I have an arrangement with a good friend to access internet from her home if I ever should need and I recently purchased a mobile internet stick for use while out and about or in case of a problem with my home internet. In fact two nights ago my home internet was temporarily unavailable and it was reassuring to know how easily I could still log in and therefore fulfill my work obligations.
The main system I need to work on in 2010 is my methods for initial contact with prospective clients – right through to getting started working with clients who sign on. I have a good Contract for Services that I use, but it is important I think to make sure I learn as much about my clients as I can in the beginning instead of simply diving in and doing the work. I am going to put together a set of questions for new clients to be answered by email or phone within the first week of starting to work together, so that little concerns like which font they like work done in can be established easily. What systems help keep you on track? I love getting tips from other home office workers especially!
Laurie Mapp, Owner
Halo Secretarial Services
Contact us for more information on virtual legal assistance!
Read More
Guest Post: How Paralegals Can Work From Home
If you’re a paralegal, you must take pride in the fact that your job is supposed to be among the top 20 best jobs in the USA. Your job is supposed to be relatively stress-free and with all the litigation cases that Americans are filing, you’re not likely to be out of a job anytime soon. Another cool advantage of being a paralegal is that you can work from home, an option that is becoming increasingly attractive in these tough economic times. You don’t have to spend money on commuting to and from work and by freelancing, you can more than you would at a regular job and be assured of work (because you have many employers) if you’re skilled and efficient at your job. If you’re a paralegal who wants to try working from home, here’s how you can boost your chances of success:
Spread the word that you’re available: The most important aspect of being a freelancer is to let people know that your services are available. One way to do this is to advertise and post your profile on job sites. Or if you’ve worked at a few law offices, you could use your colleagues to generate some work for you. The best way to build your work-from-home business is to do quality work and ask people who are satisfied with your services to recommend you to their friends and fellow lawyers. When your work speaks for itself, you won’t have any trouble finding assignments.
Specialize: Paralegals who specialize in one or two areas of the law are more sought after because of their knowledge and expertise in these fields. So broaden your knowledge with a certificate course that gives you in-depth and extensive knowledge in a certain specialty of the law and seek assignments related to cases in this field.
Charge reasonably: Lawyers bill their clients by the hour and if they’re considering hiring you, it’s because they are looking to cut costs or because they don’t have the space and budget for an in-house paralegal. So charge reasonably and according to the complexity of the work you’re expected to do and watch the demand for your services grow.
Stay current: It’s important that you keep up to date with all the happenings in the legal world, more so because you’re sort of removed from where it’s all happening and sort of secluded at home. Continue to learn and research cases even when you don’t have any work at the moment so that you don’t lose out to paralegals who are more current and skilled than you.
Be flexible: Some lawyers may ask you to come in to their offices for discussions or for work that requires collaboration. Be willing to go the extra mile or take on additional work, especially if you’re just starting out or if it is a valued client who’s asking. When you’re flexible and willing to do what it takes to make your business grow, you know you’re on the road to success.
Thanks so much for the post Donna!
Laurie Mapp, Owner Halo Secretarial Services Contact us for more information on virtual legal assistance!
Getting Back Into It for 2010
It’s definitely time for getting back to work. I had more email yesterday from clients than I think I had over the entire last 2 weeks of December! New projects starting up, catch-up work to do – basically just lots of interesting stuff going on!
I’m glad to be back on track, well, mostly. I did enjoy the quieter routine for the holiday season, it was so good to have the time to be with my family and to reflect on the past year. I did a fair bit of reading (novels and blogs – a good mix!) and feel full of ideas for my business this year.
Are you ready for this year? Did you get a chance to review the progress and projects you were involved with in 2009? I’ve taken a look back over last year and I feel good about how far I’ve come. My business is growing, clients send me referrals (incredibly rewarding!), my local network is really booming and my kids are beautiful and happy and I get to be here for them every day.
My plan for 2010 is to just keep moving in this same positive direction. I’m going to work even harder for my clients and try to make their lives even a little bit less busy. I’m going to expand my local marketing campaign and try to find more clients who like to work with digital dictation, as that is an area I’m loving so much! I’m also planning to add a team member who can cover for me during any vacation or illness and who can take on overflow work, as I’m finding that while overall I have plenty of time to assist my clients and even have time to take on more, occasionally I end up with so much work on one particular day that I work a bit too late into the night.
Happy 2010 to you all!
Laurie Mapp, Owner Halo Secretarial Services Contact us for more information on virtual legal assistance!
Read More
Holiday Hours for Halo Secretarial
I’ve already had one or two clients ask about this, so I probably should have been on the ball sooner and shared my hours. I’m going to send out an email to all clients as well, but just to make sure potential clients are aware too, I’m posting the holiday “hours” for Halo Secretarial below:
Closed: Dec 24, Dec 25, Dec 26 and Dec 31, Jan 1
As always, feel free to email questions anytime, but I won’t check my email too often over those two periods. We’ll be entertaining a semi-large crowd for dinner on Christmas and of course it is just nice to spend time with family over the holidays!!
Merry Christmas and Happy New Year to you all!
Read More