September 10, 2024
A Comprehensive Guide to Legal BPO Services for New Law Firms
Patricia Arcilla
Patricia is a content writer for STAFFVIRTUAL. She’s been interested in writing since she realized...
Starting a new law firm is exciting, but the work to be done can quickly become overwhelming. From client consultations to case preparations, the demands are constant. Bloomberg’s 2021 Attorney Workload and Hours Survey Analysis even revealed that a fifth of lawyers said they billed over 80 hours in their busiest week. Plus, most of those who worked over 80 hours actually worked more than 100 hours.
Would there be a way that will ease your team from this burden? That’s what Legal Business Process Outsourcing (Legal BPO) offers. It’s a practical solution that lets you hand off routine jobs to experts so you can focus on providing top-notch services to your clients. By understanding the scope and benefits of Legal BPO Services, new law firms can make growing their practice easier for their team and clients.
If you’re planning to or are just starting a new law firm, this guide will help you see why outsourcing can be a strategic move. We’ll break down the basics of all you need to know about outsourcing or offshoring for your practice.
What are Legal BPO Services?
Legal BPO services are like having a team of specialized assistants who handle all the nitty-gritty things that keep a law firm running smoothly. Aside from recruiting freelance or domain-specific lawyers and paralegals, some of the more background work you can get external help for include:
- Document management
- Contract management
- Case analysis
- Transcription
- Data entry
- Legal research
- Litigation support
- Legal coding
- Legal collection
- Accounting billing solutions
Instead of hiring full-time staff for every job, you can tap into onshore or offshore providers who could look for or have experts in the legal field. It’s like having a trusted sidekick who takes care of the background jobs while you focus on winning cases and serving your clients.
5 Key Benefits of Legal BPO for New Law Firms
Now you have an idea of what outsourcing some legal work looks like. Here are some of the good things your practice can benefit from it:
1. Save on Costs
Running a law firm isn’t cheap. However, Thomson Reuters noted despite the increasing workload, 60% of lawyers said their company’s budget either stayed the same or decreased.
Outsourcing companies offer flexible pricing plans that can save you a lot on resources. You won’t need to bring on full-time employees that require benefits and overhead costs.
Instead of paying a full-time paralegal salary, you can offshore paralegal services to a location with lower labor costs. You can even scale and only pay for what you need at a given moment. This would help lessen your company’s payroll expenses.
2. Expertise on Demand
Looking for a legal research expert or a skilled paralegal? Legal Process Outsourcing (LPO) firms have or can find professionals ready to jump in. This saves you from the hassle of recruiting and training.
Imagine not having to find an expert to draft legal documents like briefs or contracts yourself. Your provider will do it all for you. They’ll vet fitting candidates who can do specific jobs with precision and speed. You won’t need to worry if every detail of your work is legally sound.
3. Boosted Efficiency
By outsourcing routine tasks, your firm can free up time and energy for the big stuff — like prepping for court or meeting with clients. You would have extra hours in the day without the extra stress.
For example, delegating admin work like scheduling appointments and managing client correspondence lets your team focus on things that directly impact case outcomes.
4. Scalability
Legal BPO services can scale with you, providing more support as your caseload expands. No need to worry about hiring and letting go of people — it’s all taken care of.
A reliable outsourcing company can also adapt to meet your changing demands seamlessly. That’s whether you need additional research assistance for a high-profile case or extra clerical support during peak seasons.
5. Happy Clients
Faster responses = better service. You can give your clients the attention they deserve when you offload background work. In turn, your new practice can build trust and loyalty along the way.
Why is this important? One of Clio’s recent Legal Trends Reports revealed that referrals remain the best way lawyers get clients. Imagine impressing them with fast document delivery and orderly case updates. This boosts their overall experience and satisfaction with your firm which can lead to word-of-mouth referrals.
Understanding the Scope of Legal BPO Services
We’ve mentioned some of the things you can let external companies handle earlier. Here’s how assigning them to outsourced professionals can help you grow your practice:
Accounting Billing Solutions. For law firms, getting billing and accounting right is essential. Having an outsourcing partner that offers financial management allows you to streamline those processes.
Document Management. From organizing case files to managing client documents, an outside team can keep everything in order so you can find what you need when you need it. You can have all case documents organized digitally and accessible with a few clicks.
Contract Management. Handling contracts efficiently is vital for any law firm. You can acquire assistance in drafting, reviewing, and managing contracts to bolster compliance and minimize legal risks.
Case Analysis. Analyzing cases requires meticulous attention to detail and meticulous research. A great outsourcing partner can do detailed case analysis reports that help lawyers make informed decisions.
Transcription. From court proceedings to client meetings, transcription services ensure accurate records are maintained. Some providers even have solutions that convert audio and video recordings into written documents.
Data Entry. Managing large volumes of data accurately is also crucial in law operations. BPO offers data entry services that input and maintain crucial information. This improves data organization and accessibility.
Legal Research. Thorough legal research is the backbone of case arguments. You can hand off this task to others and just let them keep you up to speed or help you along. It prevents your team from getting overwhelmed with work.
Litigation Support. LPO companies can assist in various aspects of litigation, like document review, evidence gathering, and trial preparation.
Legal Coding. Need legal documents organized and indexed for easy access and analysis? You can find outsourcers who offer coding which helps categorize and manage large amounts of data.
Legal Collection. Managing collections for law practices involves navigating specific knowledge and complying with relevant regulations. Some providers offer legal collection services to recover outstanding debts while ensuring all legal requirements are met.
How to Get Started with Legal BPO
Ready to dip your toes into legal process outsourcing? Here’s how to get started:
1. Assess Your Needs
Figure out which functions are eating up your time and could be outsourced. Think clerical work, research projects, or document handling. You can begin by identifying recurring tasks that take away from core activities. According to Case Status, Inc., lawyers spend too much time on non-billable tasks like:
- Answering phone calls
- Administrative work
- Business management
- Digital marketing
- Reading legal literature
These functions can easily be offloaded to a third-party service provider.
2. Research Providers
Look for a BPO provider with a solid reputation in the industry. Check reviews, ask for recommendations, and compare services and pricing. Read client testimonials and case studies to gauge a provider’s reliability and compatibility with your firm’s needs.
3. Request Proposals
Next, reach out to potential partners and ask for detailed proposals. Get specifics on what they offer, how they operate, and what it’ll cost you. Start with requesting information on service level agreements (SLAs) and data security measures. This helps you verify whether they align with your firm’s standards and regulatory requirements.
4. Trial Run
Consider starting with a trial period to test the waters. It’s a chance to see if the outsourcing company meets your standards before committing long-term. Assign a small project or set of jobs to determine the provider’s responsiveness, quality of work, and overall compatibility with your practice’s workflow.
5. Communication Matters
Strong partnerships thrive on open and transparent communication. Make sure your partner understands your needs and preferences from the get-go. Establish regular check-ins and communication protocols to maintain transparency and address any issues ASAP.
Choosing the Right Legal BPO Provider
Let’s get into the specifics on how to pinpoint the right LPO partner. Here’s what you should consider:
Experience Counts
Like we’ve mentioned, you must find an agency with a track record in the legal field. Experience means they understand your needs and can deliver top-notch service. Choose one that has successfully supported other law firms in your type of practice. This shows their deep understanding of the applicable laws and procedures.
Service Variety
You never know what you might need down the road, so flexibility is key. Opt for an outsourcer that can handle diverse tasks such as litigation support, legal transcription, and clerical assistance. You’d have less to deal with if all your firm’s needs are met under one roof.
Tech Savvy
Make sure that your provider uses up-to-date technology for efficiency and security. You want your data safe and your tasks done right.
Ask about data encryption practices and if the BPO’s communication channels are secure. It’s also good to know about how they maintain compliance with industry standards like GDPR or HIPAA. This can depend on your jurisdiction and client base.
Common Challenges in LPO and How to Overcome Them
We’ve discussed all that’s good about legal BPO services, but they don’t come without challenges. However, they can be easily tackled:
Quality Check
One of the things businesses are most worried about when it comes to outsourcing is the quality of services. It’s actually a common misconception that even though it costs you less, that means the services are also subpar.
To ease your mind, you can set clear expectations and review work regularly. You can also provide feedback as it keeps everyone on the same page and sets high standards.
Moreover, your firm can establish quality control checkpoints for each task or project. Provide specific guidelines and examples of desired outcomes to maintain consistency and accuracy.
Security Measures
Protecting client data is non-negotiable. Choose a BPO firm with robust security protocols to safeguard sensitive information. Check their data handling procedures, encryption methods, and compliance certifications to avoid risks of data breaches or unauthorized access.
Communication Hurdles
Are you worried about working with a remote team? Use tools and protocols to bridge any gaps caused by distance or time zones. Clear communication avoids misunderstandings.
For example, you can use project management software for task tracking. You can also leverage communication platforms like video conferencing or secure messaging apps for real-time updates and discussions.
STAFFVIRTUAL: Your Top Partner for Legal BPO Services
Legal BPO services aren’t just for big firms with big budgets. They’re a lifeline for new law firms looking to grow smartly and serve clients with ease. You’d have more time to focus on your clients and cases without getting dragged down by menial things.
By outsourcing with STAFFVIRTUAL, you can do just that. We’ll handle all the things you’d need to do to find and recruit the best staff. Think about how much smoother your operations will run with professionals taking care of the details. You’ll have more time to strategize, meet with clients, and prepare for court.
Outsource legal BPO services with us. It’s not just a smart move — it’s the key to a successful future in the legal industry. Get in touch with us to learn more.
Sources:
A Guide to Legal Process Outsourcing for Law Firms | Clio
2021 Attorney Workload and Hours Survey Analysis | Bloomberg
Your Guide to Law Firm Business Development | Clio
Exploring What Lawyers Spend Their Time Doing: Daily Tasks and Responsibilities | Case Status, Inc.
Top 10 mistakes to avoid with legal process outsourcing | Time Doctor