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How to Have a Stress-Free Holiday Season Without Losing Business

Stress Free Holiday Season

The holidays are a joyous time to spend with your family. Whether that means intimate time with only your immediate family or an elaborate gathering of the entire extended crew, you want to be present and enjoy yourself, right? As an in-demand attorney with cases that don’t wait and callers who don’t quit, it may be hard to get that time away that you (and your family) crave. So what do you do?

Automate Everything in Your Law Firm That You Can

The key to being able to step away from your firm when you need a well-deserved break is automation! When I say automate your law firm, I don’t mean that you need to have a robot set up to push buttons and auto-reply emails. Automation is simply having a system in place that allows you to not have to continuously do the work. This can mean robots, or it can also be a system that triggers humans to act on a task.

What Can I Automate in My Firm During the Holidays?

The answer to this one is easy! Any and everything. Whether it’s having your emails answered, your phones picked up, appointments scheduled, forms filled out, the office cleaned, payments processed…set it and forget it. At least, until the holidays are over and your family is ready to send you back to the office!

Automation doesn’t have to stop with the holidays, however. So many tools are meant for long term use and can help you to save time and make more money all year round. If your family wants to see more of you all year, make it possible by investing in systems that allow you to focus on the work that only you can do. Support work doesn’t have to be your job, too.

Our Favorite Tools to Automate Your Law Firm


The following list is not a complete list of what’s available to you when looking to automate your law firm, but it is definitely a great start. We chose some of our favorite ways to help you relax a little more and get some quality time in with the family. So long to being glued to your desk during the holidays – unless that’s where you prefer to be!

Robot at computer

Client Facing Tools

Clio Grow – Your very first step to automation is going to be investing in a software that handles your clients and their information. Starting out with a CRM like Clio Grow will set you up on a path to success (and a whole lot less paper shuffling). CRMs such as this one manage your clients from intake to court. This allows for a one-time setup of tasks and required paperwork, then every new piece of information will trigger the next step. The steps can function on their own with templates or you can assign certain parts to different members of your team, such as the initial phone conversation.

The biggest benefit to an automated system such as Clio Grow is that you can automate all of your client forms. Need them to fill out an intake form? Clio Grow will send them their customized form at the click of the button, then trigger the next actions after they return it. Fee agreements? Clio Grow starts with a template and inputs all of the required information based on case type and client intake forms, then will send it out on your behalf. Once signed, the client can send it back and trigger the next step in your process.

Zendesk or Freshdesk- Communication is an important part of your clients’ experience. You want them to know you understand their problem and you are working to fix it. Clearly going dark over the holidays isn’t going to work – your clients may riot. Instead, manage all communications in a platform such as Zendesk or Freshdesk that allows all emails, social media, and chat to be located in the same place. You can set up templates that reply to specific questions and automatically assign specific inquiries and communications to other team members.

Scheduling Tools

Acuity – Scheduling can be a nightmare with lots of back and forth emails trying to match up your availability to your clients’. Remove all of that with Acuity and in turn, gain some freedom. You can adjust your availability 24/7 and only show your clients the calendars you want them to see. Acuity also helps with client intake as you can set specific questions they must answer at booking – no follow-up call needed. Acuity will also automatically add your scheduled client’s appointment to all of your calendars and will allow them to pay any fees right then and there.

Social Media Tools

Facebook Publishing Tools – If you regularly post on social media to keep client traffic up, schedule all of your posts! This is an amazing way to free up time ALL of the time, not just over the holidays. When you sit down and create a calendar of content to post (which you should be doing for ultimate productivity), add on half an hour or delegate an assistant to schedule them. Yet another set it and forget it – and an easy one at that!

Postfity – Along the same lines as Facebook scheduling, Postfity is a tool that allows you to schedule LinkedIn posts. It’s free and easy to use – link your account and schedule out your next few weeks’ worth of content. While Postfity does not work to post articles, you can write and draft all of your upcoming articles in LinkedIn, then hit publish when you’re ready. LinkedIn is a hot marketing tool for professionals so if you’re not using it yet, be sure to start!

Do It All Tools (Plus Easy Setup)

Back Office Betties – You already know we have to toot our own horn here – we are the ultimate vacation tool. There are no contracts so you are free to utilize us as you please, even if that means just for the holidays. Our Client Concierge walks you through a seamless process that keeps you free to enjoy your yams and pecan pie. We’re known for answering the phones, sure, but did you know that we also offer Virtual Assistant services and scheduling? Think of the Betties as your team that can be there, even when your firm is closed. Every message will be waiting for you, appointments scheduled, and intakes done. We can even accept payments and make case update calls to your clients. Step in and out of your firm like you own the place. Hint: you do ;)!

Unsure if Back Office Betties can really take that much off your plate? Give us a try for 7 days – FREE. No gimmick, no credit cards. Just allow us the pleasure of helping you help your clients, even if it’s while you sit on your couch.

 

How to get Law Firm Answering Services for (Nearly) FREE

Your phone has been ringing off the hook all day long as you repeatedly hit *ignore* so you can focus on the research you’re doing for an existing client’s case. Maybe 20% of those calls leave a voicemail – 80% of callers don’t think anyone will even listen to their message. Once you have time to call those few people back who bothered to leave you a message, they let you know that they’ve already found representation.

Sound familiar?

When your phone isn’t answered, you’re losing out on clients and money. BT Business estimated in 2014 that one missed phone call averaged out to a loss of about $1575 USD. Obviously this will vary from business to business but it is an alarming amount to lose from one missed call. Don’t let this happen to you!

You don’t need to exhaust yourself and interrupt your important work to answer phone calls, though. You also don’t need to hire a full time receptionist. A legal specialized answering service may be just the thing for your firm!

How to get law firm answering services (nearly) free

When you take into account the loss that is attributed to missing a call, compared to how many calls you let go unanswered, it’s likely that just having those calls answered by Back Office Betties will actually save your firm money and will definitely save you face. At the rate noted above, you only need about 3 new clients to pay for our services for the entire year! Factor in that you won’t have unhappy customers running around declaring that you never answer the phone (Americans tell an average of 15 people about a negative experience) and you can imagine the client growth you’ll fall into.

If you’re interested in giving this option a try, our 7 day free trial is your best option to make sure it’s a fit. Simply enter in some information about your firm so that we know how to answer the phone, who to transfer certain calls to, and what format you prefer for messages. We will then contact you to set up your service and your phone calls will no longer go unanswered!

If for any reason you decide that this service isn’t for you, feel free to cancel right then and there. Once you see the benefits and start hearing the feedback on how professional your firm sounds now, though, we will be here to continue answering your calls and create relationships with your new clients.

Our services are offered through a few different plans, and we never round up, so you aren’t paying us for more time than you actually need.

How many of your calls go unanswered each day?

Find us on social media and let us know!

Betties Book Brief – You Are a Badass

This month, the virtual receptionists at Back Office Betties had the privilege of reading You are a Badass: How to Stop Doubting Your Greatness and Start Living an Awesome Life by Jen Sincero. This book is filled with great insights, and we’d strongly recommend that you read it! But if you don’t have time to crack open a book in your busy life, you can still get a few of the top takeaways by reading this blog post.

Here are a few of the things we learned from You Are a Badass that we’d like to share with you today. Enjoy!

Work on Rewriting Your Subconscious Thoughts
According to Jen Sincero, we should all stop blaming our choices on our subconscious thoughts. It’s possible to rewrite these thoughts and, in turn, change your behaviors. Try to figure out the source of the thoughts that are holding you back in life. You can turn your whole day around by changing your thinking patterns!

Make a Habit of Meditating

Meditation is an easy way to start practicing mindfulness. At the beginning of your day, take a few minutes for yourself to focus on your breathing. Don’t devote any mental space to work or any of your other concerns. This is an opportunity to declutter your mind. By meditating, you’ll be more productive and focused throughout your day.

Express Gratitude Daily

Unfortunately, it’s easy to complain. But when you’re expressing negativity, you’re only encouraging a cycle of ungratefulness. It will continue to be easy for you to see the negative things in your life. Instead, try to express gratitude on a daily basis. It will be challenging at first because you’re so wired to focus on the negative side of things. But if you make a habit of expressing your gratitude, you will have an easier time seeing the bright side in everything.

Surround Yourself with People Who Will Elevate You

Clear your life of toxic people who are bringing you down. There’s so much negativity around us as is—the last thing we need is to be investing time in relationships with negative people. Instead, foster relationships with people who will encourage your personal growth.

Live in the Moment

Stop multitasking! It isn’t productive. Stop using social media as an excuse to not be present. Not only does it rob the people you’re with of spending time with you, but it also robs yourself of getting the most out of an experience. Put down your phone, stop letting your mind drift elsewhere, and truly be present!

One great way to live in the moment and declutter your mind? Hire virtual receptionists from Back Office Betties at your law firm! You can only focus on so much every day. By using a virtual receptionist, you have more time and energy to focus on going to court and dealing with other aspects of your practice. You can leave your law firm’s phone calls to our competent, well-trained, and courteous virtual receptionists!