Been There, Done That: Building a Small Law Firm

Surviving as a small or solo law firm for more than a few years is a significant accomplishment. Running a business built on hourly billing and practicing law can drive even the most serene person crazy. Most lawyers who hang their own shingle or start a small practice do so to avoid the shackles of big law. Maybe they believe they have something unique to offer and that big law squelches their potential. Maybe they want to be their own boss. Regardless of the reason, small and solo firms are no longer rare or "the outcasts." They are commonplace and many well-known and respected in their area of law. They are now competing with the big law firms and often winning.

But behind the scenes, there is plenty of hand wringing, billable hours lost, vendor disasters, and unique ethical hurdles. While running a business has become much more accessible in the digital age, it by no means makes running a small law firm easy. Everything from juggling court dates and deadlines to preparing for trial becomes a high wire act where there are just a few hands on deck.

In 2009, I came on board with Cosgrove Law Group, LLC to get the firm up and running. Space, vendors, human resources, taxes...all of these things were new to me. I did not have experience as an office manager and had always worked for large machines that had wheels turning behind the scenes. I now had the wheels in my hands and no idea how to turn them. Luckily, I was unaware of my deficiencies and marched ahead as though I knew what I was doing. In the 9 years I have been the Office Manager at Cosgrove Law Group, LLC, I have learned more than I could ever put in one article, but the top three things I have learned, and that continue to help me today are:

1) Be prepared. It isn't just a Boy Scout slogan, it is a "don't waste your time, get stuff done, and don't make mistakes" slogan. You will get better at this as time goes along, but it helps to be prepared before you meet with people. Whether it is a potential vendor, potential employee, or talking with a court clerk, be prepared before you take the meeting or call. Have a goal in mind, know who the best contact person is for the task at hand, be ready to take notes, and have a list of questions. The questions are especially helpful if you hear a "no." I have overcome many "no" obstacles because I pushed the individual with additional questions and requests to speak with other people in their organization. If you ask questions and push the conversation forward, instead of simply taking what is being handed to you, you can often find resolutions, savings, or better options just by pushing the narrative toward your goal.

2) Network. No - not for marketing, for learning the business side of a law firm. This takes time that you might not feel like you have, but it will save you time and frustration in the end. I have a short list of other small firm office managers and paralegals who have been doing this much longer than I. I ask them about billing software, discovery organization issues, office supply vendors, etc. This has saved our firm time, money, and headaches.

3) Don't let mistakes hold you back. Did you not get the best court date because you did not push the court clerk to accommodate you? Did you find out too late that your phone vendor only offers lines with static and outages? Did you go to trial without adequate discovery preparation? Did your 401(k) administrator give you incorrect plan information? These things can be very discouraging and you may think they are just life at a small firm. While running into these hurdles is all part of growing a firm, it is not how life at a small firm should be. Expecting more from yourself and those who provide services to your firm can lead you to better solutions when you run into these issues.

While some of this advice may seem like a no-brainer, when you are in the throws of running a law firm, remembering these tips will help you find solutions that will have a direct impact on your practice. We are all looking for more effective, leaner, and better ways to practice. There is no reason to settle for anything less!