Your law firm may find that a focus on collecting accounts receivable, insuring that billable time and expenses are recorded and dropping clients who do not pay can make a tremendous difference in the overall profitability of the firm.

We have developed some additional tips that can help your law firm save money and resources. While some of these tips may be obvious to experienced law firm expense managers, they all offer great potential savings.

TECHNICALLY SPEAKING

Technical problems are a fact of 21st century life.  Emergency services can be expensive and inconvenient. In addition to the upfront costs, you may lose valuable time while your computer or network is down.  Turning to online services for troubleshooting can prevent a break in service as well as save you money.  For example, anti-virus vendors like MacAfee can log onto their customer’s PC to find and remove viruses remotely.

Voice Over Internet Protocol (VOIP) services offer another opportunity to save money.  VOIP involves paying a small fee every month for unlimited long distance over the Internet. Other services, such as faxing or call forwarding, can be added.

Attorney Ken Hardison, of the PILMMA lawyers marketing association and the Hardison & Cochran North Carolina injury law firm notes that this service will save you money on your long distance bills every month.

Hardison also suggests managing your IT services by buying chunks of hours rather than paying a monthly service fee for continuous service. Under this scenario, you will have a regular service provider at a set price, but will not be paying for services you don’t need or use.

REVIEW, THEN REVIEW AGAIN.

Monitoring where money is spent and what it’s spent on allows a law firm to analyze its spending patterns and identify places to save. For example, with the rise of the Internet, marketing and advertising have changed rapidly. Methods that once delivered great returns may no longer be effective.

“Just because you have always done it, such as telephone book advertising, doesn’t mean you have to keep doing it if you can prove you are not really getting cases from the sources,”  points out Marita Papparelli, firm administator at Munley, Munley & Cartwright, P.C., a Pennsylvania personal injury and truck accident law firm.  “Perhaps take the telephone book advertising dollar and redirect to something more viable, such as website advertising or creating a mobile site for your firm.”

Setting up a regular review time in order to examine all areas of the budget can be extremely effective. Many budget areas that you take for granted may offer surprising opportunities to save.

One example is insurance rates. Can you re-negotiate them? Raising your deductible to lower your overall rate is one option. Sometimes, an insurance company will offer discounted rates to long time customers. It’s also worth shopping around to see if someone else can fill your needs for less. Don’t forget to reconsider medical and dental insurance as well.

IN THE OFFICE

No matter what size law firm you operate, you are going to need office supplies, staff and perhaps office space. Furniture, supplies, utility bills or building fees – all these expenses add up, and they can be additional places to save.

• Supply Managers. Each manager should be responsible for a small budget for their department. Ken Hardison suggests creating a budget at the beginning of the year.  If office managers come in under budget, they can get a percentage of the money they save. This is a great way to motivate employees.
• Shop Online. Everyday items like pens, paper, envelopes and paper clips add up.  Marita Papparelli suggests ordering online. Many national chains, like Staples, offer free shipping if you spend enough on your order. This has the added advantage that staff members don’t have to waste time running around buying supplies.
• Go Green. There are numerous steps you can take that will help the environment while reducing costs. For example, re-examine how much you really need to print.  Instead of printing documents and faxing or shipping them, see if it’s possible to scan them and send them by e-mail. Double sided printing can also save paper. Some tips to reduce your utility bill include:
• Using laptops instead of desktops. Laptops use less energy than a monitor and a fully loaded tower.
• Fill your office space with plants and greenery. Plants emit oxygen and clean the air of impurities. They also make an office more homelike and attractive, which may raise staff productivity and make clients feel more comfortable.
• Use energy-efficient light bulbs.
• Car pool.
• Free (or almost free). When hiring, look for staff on the Internet. Many free sites allow job-seekers to post their CV and job qualifications. You can also post a job ad for free on Craigslist. Consultwebs and several of our clients have obtained excellent employees from Craigslist.Take advantage of free software and open source software and save hundreds of dollars.

OUTSOURCING ADVERTISING AND MARKETING.

Advertising and marketing account for a large portion of a law firm’s financial success, reputation and branding. It makes sense that a huge chunk of most budgets is spent in these areas.

It is important to spend these dollars wisely. While the do-it-yourself route can sometimes realize great savings, on other occasions. it actually costs you money.  Advertising and marketing require specialized knowledge and experience, never more so than in this Internet age. Hiring people with all the skills to put together a professional web campaign in-house, for example, costs hundreds of thousands or even millions of dollars.  An SEO company, like Consultwebs.com, Inc., can provide you with an extensive, professional, state-of-the-art marketing campaign for a fraction of that cost.

• Outsourcing. One of the main benefits from out-sourcing is the “virtual worker.” Not only do you pay for them only when you need them, but they do not incur other costs, such as benefits, sick time, vacation pay or training. Imagine hiring a team of professionals for less than the cost of a single worker and having access to a variety of expertise exactly when you need it.

“Web marketing can be very challenging for a law firm,” Consultwebs.com CEO Dale Tincher points out.

We are aware of some firms that have tackled doing their own SEO and have achieved mixed results. Challenges include finding and retaining SEO personnel and finding designers, programmers and content developers.

Dale recently wrote an article Should A Law Firm Consider Doing Its Own SEO that you should find helpful.

• Odds and Ends. Consider hiring contractors after hours or when needed to do smaller jobs, like custodial duties, yard work or maintenance. Depending on the size of your firm, yearly inventory reviews, payroll tasks and financial consulting are all tasks that can be handled by other agencies for smaller fees instead of employing  a permanent staff member to do them.
• Advertising/Marketing. Promote yourself!  There are many things you can do to raise your law firm’s profile. Networking with other lawyers and professionals in other fields can help reach potential clients in need of your services. You can join on-line listservs, attend conferences and workshops, use office letterhead and pass out business cards to get the word out. In any of your office mailings, be sure to include a newsletter or flyer to promote your business. Websites, links, annual conferences and mailers all do their part to increase the name recognition of your law firm. These tactics avoid the brashness of TV commercials, which can turn off potential clients. Using letterhead, business cards and attending well-known conferences are other ways to promote yourself and get the word out about your firm.
• Community Service. Community service can be an excellent opportunity to meet others in the community and show the genuine, caring side of yourself. Doing good by others will help build a solid and upstanding reputation in your community!
• Get Involved Online. The Internet offers multiple opportunities to promote your firm: forums, blogging and social networking. Regular participation in online discussions allows you to showcase your expertise, while posting on social networks can help clients see a more personal side of your firm. If time does not allow you to do this, you can outsource the task to a savvy social media team. They can take care of your online blogs, Facebook page, Twitter and other social media accounts.

TRAVEL EXPENSES

Travel – for meetings, conferences, on behalf of clients or for other purposes – can be a large part of what makes a professional successful. However, it can also be expensive. Before you set out or plan your next trip, consider ways to save money on travel.

• Air Travel. Book your trip as early as possible. Generally, the longer you wait, the more the fare will cost. Travel websites such as Priceline.com, Expedia.com and Orbitz.com will search out the best rates for you. However, don’t forget to check the ticket restrictions and refund clauses. Remember, non-refundable tickets are generally cheaper, but if you have to change your flight, it will be difficult and expensive.

Also, collect frequent flyer points and use them. In fact, join all the programs in which you can take advantage of various perks or conversion options offered. Perhaps you can turn your company credit card into a points-card and benefit from free flights or hotel stays. Consult with a travel agent to see if you can negotiate cheaper fares if you buy  in bulk. This is handy for frequent travel and trips that can be planned over the course of the year.

The better you plan, the more you will save.  Combining trips and booking ahead can save you considerable money.  Don’t forget about the one-way discounts you can receive from various online agencies.

• Fly Coach.  Save money by buying coach tickets.  Many online reservation systems allow you to use your memberships to choose better located seats so you can feel like you are closer to the front. In addition, you may be able to use points to upgrade your tickets.  Or fly Southwest, where you choose your seat as you board.  An extra $15 or $20 gets you a ‘Business Select’ ticket that allows you to be one of the first on the flight.
• In Lieu of Air Travel. How much distance will you be covering, and how long will it take you? If the cities you are traveling between aren’t too far apart, consider the train.  Once you add up the time you need to get to the airport, go through security, board your flight and claim your baggage, you may find it’s faster as well as cheaper to take the train.  Many businesspeople in the northeast corridor, for example, wouldn’t consider flying between Boston and New York or Philadelphia and D.C.  Trains have the added benefit that you can work along the way.

• A large group might be able to save money by renting a bus or a mini-van. Here again, you can work while you ride, and you can also participate in  team-building activities.  For most of our Consultwebs conferences, we typically rent a van that also comes in handy during the conference.
• Hotels. You cannot avoid staying at a hotel-type accommodation when you travel, unless you stay with family, friends or own your own property.  Doing a bit of homework allows you to find great savings and deals.

Look for the word FREE! Free Internet. Free Breakfast. Free Shuttle. Free Stay. Free Rewards. Look for hotels that give you some small but useful benefits for free.  Having to pay for breakfast every day can add to your bill as well as paying for a shuttle to and from the airport.

If you have a preferred hotel, contact the manager and ask which times of the year are lower traffic. Also ask if they offer discount rates during that time, or if they offer free upgrades or other discounts if you book with them multiple times over the year. Plan your meetings or conferences during the off-season if possible, allowing you to take advantage of lower prices.

Always negotiate. Don’t ever assume that a price is fixed. Even if you call, you can ask for  “the  Internet rate.” Ask for the AAA, AARP and senior discount rates when applicable (see below).  If you aren’t concerned about the view outside the window, you can typically save a considerable amount of money using Priceline.

• Location. Figure out if you really need to be downtown. If not, booking a hotel a little out of the way will land you some better deals. However, take into consideration travel expenses: Will you spend more on renting a car or taking cabs than you would paying a higher price for a more convenient place?

Also consider what amenities you need or will use: Do you really need valet parking, turn-down service or five-star accommodations?

Short-term rooms and apartment rentals are sometimes available on websites such as roomarama.com.

• AAA. Corporate Rates. Senior Rates. Your membership with AAA will often land you cheaper deals, even on some of the Internet booking sites. Also, when speaking with the hotel directly, ask for their corporate rate and compare that with the Internet rate.

If you always book online, you may be missing out on free upgrades or discounted rooms, so always make sure to call the hotel to double check. If you do book online and have an adventurous spirit, you might take advantage of all the cheap (mostly non-refundable) hotels in secret locations. On a “blind-selling” site, you fill in your general location and choose the hotel amenities you want, and the site matches you with a hotel. However, you only find out the exact name and location of the hotel after you’ve paid. These sites are particularly useful when you’re looking for a last-minute airfare or hotel room.

• Meeting/Conference Venues. If you frequently host conferences or large meetings in the same area, it’s worth negotiating with the hotel. You can even offer to fill up some of their empty blocks during the low season.

Check in your area for free places to host your meetings. Local art galleries, recreation centers or libraries may be suitable. Or why not have a meeting outdoors? Some churches and synagogues offer free rooms for members. Community centers or senior centers may also offer meeting rooms to residents for free or for a small fee. If these solutions don’t fit your needs, check with your local convention center or university for discounted or package rates as they will be sure to have all the A/V equipment you need.

If you are using hotel space, have the attendees book their rooms at the same venue as the conference and you will find better room rates (block rates) and discounts for everyone.  It is well worth a phone call to take advantage of great savings and offer a more convenient option for those attending your event.

We have spoken at several lawyer marketing conferences this year sponsored by PILMMA, ATLAS Lawyers Group, the North Carolina Advocates for Justice and M&L and have enjoyed amazing rooms and beautiful scenery at a fraction of the normal rates.

MISCELLANEOUS TIPS

Here are a few other tips your law firm may find useful:

• Ken Hardison suggests getting three quotes to ensure the best deal.
• Work from home when you can, saving time and money.
• Make sure you take advantage of all tax deductions that apply to you.  It may be worth investing some money in small business tax preparation help.  Note that the IRS offers free online and in-person training workshops.
• Rather than sending the entire staff for training, send one person. When they return, they can offer mini-training sessions for their colleagues. You will not only save money, your employees will enhance their presentation skills and team sharing/building abilities.
• Consider signing up for online training and CLE courses.
• Learn something new and do it yourself.  Rather than pay for a service, pay an expert to teach you how to do it.
• “I think it is always advisable to question every bill you have to see if you really need the product,” Papperelli says. She notes that this is especially true for law firms that have law library collections from Westlaw or Lexis Nexis. Perhaps if it is in the firm’s online contract, the books can be let go. This can save overhead costs and space, as well as the time spent updating the books.

Summary

These helpful tips can help your law firm save money and increase its bottom line.  Saving money not only increases profits, it can also have a positive effect of your attorneys and employees by creating a healthy and helpful environment.

We hope you found this article helpful.  If we can provide additional information about our Web marketing services, please call us at (800) 872-6590 or e-mail us at mailto: marketing@consultwebs.com.

Ways Law Firms Can Save Money | Law Firm Web Marketing

The best investment you will ever make will be the time and effort you place into guiding, nurturing and motivating yourself and your staff. Unhappy workers can cause unwanted stress and negativity in the workplace which can have a domino effect in the form of gossip, misunderstandings and unprofessional behaviors.

So how do we manage happiness and avoid the pitfalls of bad management and disgruntled employees?

• Communication: Are you talking with your staff? Have you let them know about the recent changes in policies or when this year’s Christmas party is? Communicating can happen in many forms via meetings, small gatherings, newsletters, e-mail memos, or face-to-face. Keep communication open and with a purpose that is understood by everyone. Practice the art of listening and empathizing with your staff, especially if any concerns arise, as it will help build trusting relationships. Choose the best way to get your message across, whether by a short e-mail or a lengthy meeting, and always remain open for collaborative discussion or replies.
• Work Environment: Does your staff have adequate lighting? Is there a relaxing place to eat lunch? These may sound like small factors, but if your staff is uncomfortable while they work, it is likely their production will be lower, and poor work conditions might affect their well-being. Brighten up dark interiors, supply quality furniture and provide an area where they can take a break, relax and refresh.

Team Activities: Look at any successful sports team and observe its strengths. Teammates play together, they work together at common goals, they learn together, they experience success and downfalls together, but the strongest point to make is that they spend time together — “United we stand, divided we fall.” Get your staff involved with each other on a regular basis through team meetings and activities. Allow your staff to learn from others in different departments, and provide them opportunities to teach each other and share skills. Provide a medium for your staff to play and have fun with each other, whether it’s a monthly bowling meet or a luncheon; just remember that fun is just as important as hard work!

Munley, Munley & Cartwright, a Pennsylvania personal injury law firm and national trucking litigation firm, has pizza parties for their paralegals whom they term as “priceless.” Past events have included retreats to the famous Pennsylvania Hershey’s Chocolate Amusement park or TGIF themed parties for an hour at 4:00 p.m. till 5:00 p.m. on Fridays. A themed event, Cinco de Mayo, is coming up on May 5 and will feature all things Mexican.

Manage by Example: Your grandmother was right when she said, “Treat others as you want to be treated.” The same applies to your employees and co-workers; treat them with respect and kindness. Always be a representative of all that you expect from yourself, co-workers and staff, and model those behaviors consistently. If you want your staff to appreciate you, appreciate them and show that by how you talk to and treat them. Especially in times of crisis or hardships, always remain a strong, caring leader so others can look up to you and rely on you for guidance.

Recognition: Do you tell your staff just how much you appreciate them? Do you reward them for a job well done? Noticing the little things your staff or co-workers do in their everyday job and showing them how important these are will go a long way. Having a feeling of accomplishment and knowing that one’s job is important in the “big picture,” is a reward in itself and will help propel others on to the next task with a sense of worth and importance. Always make time to say “thank you” and “I appreciate your hard work.”

“Employee motivation and appreciation”, says Ken Hardison, a Raleigh Personal Injury Attorney, and law firm marketing consultant “can transform your firm from an average everyday firm to a record breaking machine!” They create a unique monthly celebration to promote employee appreciation with events such as themed potlucks, celebrating birthdays, employee of the month, contest giveaways and charity donations on behalf of their staff, to mention a few! At Hardison & Cochran there is a strong belief that through these activities “you can build team unity, increase motivation and get employees to perform at SUPERSTAR levels!”

We, at Consultwebs.com, look for ways to encourage and reward our team members. We feel that delivering the best results for our our law firm marketing clients depends upon rewarding team members whose performance goes “above and beyond.” Whether that CW Superhero is a designer, programmer, social media “Ninja,” manager, or other professional, everyone on our team has the opportunity to participate in a quarterly incentive plan that recognizes extraordinary contributions. Additionally, managers at all levels actively look for ways to celebrate achievements and promote teamwork by events such as golf outings, hiking excursions, distributing gift certificates, or jokingly sending Red Bull. We also publicize team member accomplisments internally, externally and/or through Social Media channels.

• Empower Your Staff: Do you allow your staff a certain level of responsibility and decision-making? In this PILMMA tip-of-the-week, Ken Hardison outlines the importance of recognizing your staff’s capabilities and allowing them to participate in the decision-making process by giving staff permissions and responsibilities. Help others around you to do their best, recognize potential and build self-esteem through sharing of responsibilities. It means so much to feel needed and useful!
• Focus on the Positive: No matter what, find something positive about any situation, especially when delivering negative news. Keep focused on company goals and needs and encourage everyone to participate in problem solving and in generating ideas towards a solution. However, do not wait for something negative to arise in order to spread good cheer, and positive vibes; do this continually on a regular basis. Send a company e-mail describing the great client feedback you received, inform everyone about the birth of a team member’s baby or just pass a long your favorite motivational quotation.
• Healthy Lifestyle: Do you work long hours? Is your bathroom scale crying when you step on it? Promote and practice a healthy way of life. By eating right, getting enough sleep and limiting your overtime work hours, you will find that you are more alert, productive and happy. Your staff will appreciate a bowl of fresh fruit in the lunch room or a team activity outdoors that will help generate team spirit and overall healthiness. Provide information seminars about managing stress, healthy eating and exercise or discounted memberships to the local gym.
• For the better of the team: Is there one employee who is not working out? Do you need to relocate your offices? Change can be unpleasant to some and cause stress, so carefully evaluate your actions and stand behind your decisions with confidence. Let everyone know the positive motivations behind these decisions and allow for discussion and idea sharing. In time everyone will adjust and your staff will appreciate that you respected them with the truth.

Remember, the best thing you can do to help your staff and co-workers is to take good care of yourself. Practice self-awareness and notice how you feel. Since we are motivated by our feelings, it is important to recognize how we affect others. Do you know how to recognize the signs of “burn-out”? How do you manage your personal life while at work? Everything matters.

Managing happiness starts with the little things. While you cannot control everything that happens in life, you can manage how you deal with events by being proactive and responsive when necessary.

We wish you the best in this important area. If we can help in any way, please contact us at (800) 872-6590 or marketing@consultwebs.com.

Ways To Keep Your Law Firm Attorneys And Staff Healthy, Happy And Productive | Law Firm Web Marketing