Tips for Saving Your Law Firm Office Money

The success of your law firm depends upon more than just a steady flow of clients coming in to retain your services. There are several key areas of your practice where you could be bleeding money on unnecessary expenses, leading to a reduction in the practice’s earnings and bottom line. It is worth your time to evaluate your day-to-day operations and see if there is any “fat” you can cut to save money. There are additional things you might consider to make your firm even more profitable.

 

  • Empty Spaces – If you have a large office with vast amounts of empty, unused space, you are wasting money. Consider rightsizing into a smaller office, or, if you own your office space, lease out the unused space to another business.
  • Maximize Storage Space – Stacking cardboard boxes of case files around the office not only makes it difficult to retrieve files when you need them, but also creates clutter. Obtain storage shelving units to help keep files in order to utilize every inch of storage space you have available.
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  • Share Office Space with Another Law Firm – If you are starting your own practice, sometimes sharing with another lawyer in a different specialization area can be beneficial for you both. Not only do you split the primary office expenses, but it opens up opportunities for referrals.
  • Offer Creative Benefits – If you are tight on funds and cannot afford to give your support staff raises, it can hurt their morale and productivity. Instead, explore other types of creative benefits to keep your employees happy and productivity high.  For instance treat your employees to an in house lunch or breakfast.  Surprise high performers with a gift card.  A written thank you note for a job well done can go further than you think.
  • Consider Law Students for Temporary Positions – For those times of year when your law office is busier, or for special cases, law students are perfect candidates for internships, rather than hiring additional employees. To find out the requirements for work/study programs, consult with the appropriate universities in your area.
  • Utilize Staff Correctly – If your firm has support staff, it makes no sense to have you or your law partner hand deliver documents to a client unless you need to provide additional legal information when it is delivered. Consider the task and assign to the appropriate level staff member to maximize time properly.
  • Take Advantage of Office Supply Rewards Programs – Law offices go through lots of paper, file folders, and other office supplies. Joining office supply rewards programs allows you to earn discounts, rebates, and other benefits that can save you money.
  • Do Not Be Afraid to Turn Down a Case – Evaluate each potential client on a case-by-case basis. In some situations, you could waste time and money by accepting a case that does not fit your firm’s profile, or if you fear the client would not be creditworthy.
  • Free Advertising & Networking – You might not think to join your local chamber of commerce but it can pay great dividends when you get networked into your community and linked to other professionals that could use your services.
  • Pro-Bono Work – Charitable pro-bono work not only brings the satisfaction of doing well for your community, but also provides tax incentives to your firm.  Newsworthy pro-bono cases create free buzz in the press and social media and that can be priceless.
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    Regardless of the size of your practice, remember to review most of these items at least a few times each year to ensure you are not wasting money you could be saving. For all of your law office’s filing and storage system needs, call Aurora Small Office at 800-277-1699 for assistance in selecting the best solutions for your legal practice.

     

    storage and shelving solutions

    Keep Your Office Organized with the Right Shelving and File Storage Solutions

    Your office can overpower you if you do not keep it organized. It is not uncommon for people to feel like their office is running them, instead of them running their office. If you’ve experienced this sentiment, chances are you have made excuses about putting your office in order.  The old stand-bys, “I don’t have the time”, or “There are more important matters for me to address”, ring true for those of us adverse to cleaning out desk drawers or overflowing cabinets

     

    What you may not realize is you actually spend more time pushing paper around your desk to make room to do current tasks, and even more time going through stacks of unfiled folders searching for one particular piece of paper. Simply clearing off your desktop by opening a side drawer under the desk and dropping everything into it does not count as organization.

     

    Depending on the current state of your office, you may think it will require weeks or even months to get your office back into order. However, rather than giving up or investing money in a professional organizer you can keep your business humming while dedicating only 15 minutes – 30 minutes each day to organize paper.  Make it a game. Open your favorite i-tune, set the timer on your smart phone, and begin.  Devote no more time than you’ve allotted, but allow no interruptions.   Reward yourself with a coffee or a candy. Before you know it, you will wonder why you did not take the time to get your office in order months ago!

     

    File Storage Solutions

     

    Encourage everyone in your office to do a little bit of “spring cleaning,” too, regardless of the actual time of year. Get rid of any papers, files, and documents you no longer need. Just remember, you may want to shred these for security reasons. Also toss out and recycle any nonworking equipment and computers, or anything you no longer use that is taking up space.

     

    Next, find a location for storage shelves and filing systems if you do not currently have a dedicated space within your office. Relocate existing cabinets and shelves to the new location, or order new or additional sections of shelving to ensure you have plenty of storage for those items you need to keep.

     

    Now that your storage area is set up, take the time to go through existing files and get rid of any you no longer have to retain. This will make room for those stacks of files and papers on everyone’s desks. It does not hurt to invest in multicolored filing tabs and folders.

     

    For open storage shelves, you can use clear totes or clear pull-out cubes for storing loose items, like office supplies, and maximize the shelving space. Use your label maker and label each of your totes or cubes so everyone will know what they contain and where to put items when new office supplies are ordered. You can also use file storage boxes for archived files you want to retain, but do not want in your main filing storage system, and place these onto open storage shelving sections.

     

    For further filing and storage inspirational ideas, and storage and filing shelving systems for your office, please feel free contact Aurora Small Office today at 800-277-1699.

     

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