AOL 128: Hiring a Law Firm Assistant Part 3
We’re back for part three of hiring a law firm assistant. If you’ve been hiding under a rock for the last three weeks I’m basically taking you through my experience of hiring my next law firm assistant.
Part 1 was about creating a job description and thinking about who I want this person to be and what qualities I want them to have.
Part 2 was all about the interview and pulling the trigger (including the offer I made, I think).
Today we’re moving past the actual hiring and talking about what is probably the most important aspect of hiring a law firm assistant – we’re talking about the on-boarding process. I talk to you about what I’m doing in the time between job offer acceptance and the actual start of the job.
If you want to learn about what I’m doing listen to the show!
P.S. – curious about what I do on a daily basis to create and build my successful law firm? Now you can find out first hand (and steal some of my secrets). It’s called the Law Firm Confidential Podcast, and you can get access to the first 5 episodes for free by clicking right here.
Who am I? I am an expert on starting a law firm and law firm marketing. I’ve started two successful law firms and love sharing what I’ve learned so you can do it too.
Hiring a Law Firm Assistant Part 3 Transcript
Hey everybody this is Christopher Small, this is episode one twenty eight of The Art of Lawyering podcast. I am super excited to be here with you I am on the road going to meet with a financial planner who I believe is going to give me a bunch of deals this year so it’s going to be pretty amazing. And this is a big part of my day, it’s networking fund out the greatness tracker and I talked about it before and I’m not going to give you another go yet for the stuff but I’m putting together a killer course on networking. Okay, it’s going to make a bunch of money so you have to wait for it.
Anyway but I digress, a couple things I listen to, so this is part three of hiring a law firm assistant and I went back and listened to part two. I’m like gosh, you know the content’s pretty good but the energy level. So I think maybe I record. Sometimes I’ll give you the pull back the curtain a little bit, sometimes I record these things in like one o’clock in the morning in my closet with everybody asleep and so I got to kind of keep it quiet I’m going to keep it a little bit subdued. Not today in the car. I want to make sure that I’m giving you my full energy.
That I am bringing it that I am letting you know how excited I am to be doing this process to be talking to you and to be sharing with you sort of my, some of my success secrets. So we’re part for and the way this is kind of progressing by the way if you didn’t, if you haven’t gotten in now, I’m really just telling you what’s happening step by step and it’s working out pretty well so far because each week has kind of been a different step, so week one we had the job posting that was part one. Week two, we had the interview and hiring that was part two. Week three now, we had our first on boarding and I want to talk a little bit about how that happened and what the deal is with that.
So the, my assistant, my new assistant, her name is Emily. She couldn’t start until well the start of that I have you know is June first. So this will have, this is mid May 2016, if you’re wondering what day it is and so there are two weeks anyway, no matter what built in between the time that I hired her and the time she’s goint to start. And I wanted it to be that way on purpose because I wanted to have an opportunity to set up e-mail counters, last pass account, and just think about how her day was going to work and make sure that everything was taken care of, or get her a phone right. All this kind of stuff where you don’t really think about it from someone’s business cards to some of their new like shit like I want this person to feel I want Emily to feel like she’s a part of the team from day one and given a couple weeks allowance for that.
But with that being said I said look you know we got two weeks. I would love for you to just come in for an hour each week so we can sit down and talk about the business and talk about your role and what’s going on, I can kind of show you some can you buy valium in usa things and just I want to just kind of the wheels turning for her so she can see how these things work. She’s going to helping me out with the art of lawyering too so I wanted to introduce her to that concept which I did talk about the interview and so we had our first meeting and you know looking back it was, I tried to to come up with an idea in a structure to talk about things and I did, I made some notes and some things down and really what I want to talk to her about this first time was the nuts and bolts.
I kind of wanted to see if she was going to freak out and I want to see if she’s going to be overwhelmed by what I was telling or she wasn’t and that was awesome. So I just, we talked about you know Google Map, Google apps you know the Gmail that we use Google Calendar and sightly is our contact management system Awebers for e-mail, click funnels we use obviously for our internet marketing you know we do Facebook, Instagram, and we have a podcast, we have a video shows, we are using Youtube and all this kind of stuff. So I sort of basically just laid out what our firm does and how we do it a little bit so that she can get an idea and ask me questions as you had about what was going on.
She don’t have many questions, I think it’s going to one of those things where you’re going to get in the weeds before you really know like gosh how do I do XYZ. I also let her know that I want her to be an integral prost part of creating the processes and procedures for the firm. I have some of them created and I brought some over from Emerald City Law Group but a lot of them don’t translate one hundred percent right there’s some tweaking to be involved because now we’re doing estate planning instead of you know criminal defense, personal injury, and that kind of stuff. So that’s what I we wanted to talk about in the first meeting I also just want to see, you know look she didn’t show up on time.
Is she going to come you know with some energy, is she going to be excited and she watches all those things and she’s on time, she showed up. She was interested obviously she get attention, that’s cool. And so that was week one that’s what’s going on, that’s basically what happened this week for the meeting on the back end then I set up her e-mail account. I set up her calendar. I made it so that she could access my e-mail from her e-mail because listen folks you got to give up some control and you got to get, you’ve got to trust a little bit and that’s one of the ways that we’re doing this I want her to be able to see all my e-mails. So that when a referral comes in or a referral for a client or a referral for a new networking partner comes in I want her to be on top of that stuff like immediately be able to take care of all that.
I want her to see how I speak to the clients and how I interact with people so that she can adopt that same tone and that same mindset. I want her to see all that stuff. Now yeah there’s a big level of trust there because that means she’s going to see all the e-mails that come in and that kind of stuff there’s a level, they’re what we’re looking for. Confidentiality right the news to be in place and the way I’m basically you know you when you have this is, look, this is sort of when it comes to some things it’s sort of a three strikes you’re out right I mean you get a couple chances but when it comes to confidentiality and trust. It’s a one strike policy right there’s no coming back and I’m just going to let her know how important that it is.
And she’s either going to adopt that and take it and with it. I think she will or she’s not. She’s going to mess up and you know, we’ll go find somebody else. So that’s where we’re going this week, as far as hiring this new assistant. You know it’s all about on boarding right now, it’s all about figuring out how to make the transition as seamless as possible and also beginning to just think about how she is going to work into the plan on what I want her to do.
I wanna talk about that more as we progress. Okay, right now I want to let you know what I’m doing, I’m just thinking about okay, we’re on sort of the top three things that I want her to be able to do really really well right off the bat. You know if she doesn’t do anything else. What are three things that I want to get off my plate that I want her to give to me that can really crush it for me and take everything to the next level and that’s what I want to have. So that’s what we’re going to do. So that is the, that is part three, hiring a law firm assistant where you’re going to see here I think it’s not rocket science right. You really just have to take a couple minutes and think about what you want. Think about how you want to get it and then take some action and go get it. Okay, I hope that you enjoy this episode. I hope I brought the energy this time I really want to make sure I’m doing that because I want you to know how excited I am about this whole process and this whole journey because I really am and that’s it. So without, how do we get off the shows, I’m just gonna say this. See ya later.