Your secretariat is the gateway to your firm. Make it flexibleand reliable for greater efficiency and better client relations.
Outsourcing your secretariat is not easy to do. It is the gateway for current or potential clients, a tool and a team for processing administrative tasks and a hub for message, and document distribution (documents, files, and mailings), all critical for handling law firm files properly. If you need to outsource, regardless of the cause, the provider in charge of this outsourcing should be chosen carefully and be in a position to offer:
Once the right provider has been found, you need to draw up the scope of outsourcing. Is it for a one-time substitution, whether short-term or long-term? Is it a question of completing an existing team to compensate for a temporary increase in activity or to extend the firm's telephone reception beyond its opening hours? Outsourcing can also be complete, either at the launch of a firm, pending the recruitment of an assistant, or on a permanent basis, for lawyers wishing to maintain the lightness and flexibility of their individual structure.
In addition to telephone reception, this outsourcing can be extended to other tasks usually handled by a “traditional” secretariat: transcribing, email management with attachment filing, management of RPVA boxes and State Bars, reminders for unpaid invoices, creating events in firm management software, etc.
Last but not least, is to formulate clear instructions for each outsourced function:
To be more effective in transmitting information, you need to make the professional agendas of the firm's lawyers available, as well as their email boxes. As for administrative management, it can only be done with the secretaries' remote access to files. Here too, the choice of the service provider will be crucial and their ability to work with your tools may be decisive.
