Delegating administrative work is one of the most impactful decisions a lawyer can make to grow a practice. A virtual assistant, or VA, can help you offload non-billable tasks, improve client service, and free up time for strategic work. But hiring your first virtual assistant requires careful planning to ensure a smooth and productive partnership.
Why Lawyers Hire Virtual Assistants
Many lawyers spend hours each week on tasks that do not require a law degree. A virtual assistant helps reduce that burden by handling routine duties, allowing you to focus on high-value work. Common benefits include:
- Increased productivity and billable hours
- Faster response times for client communication
- Reduced administrative errors
- Lower operational costs compared to full-time hires
What Tasks Can You Delegate to a Legal Virtual Assistant?
Before hiring, define what you need help with. A virtual assistant can support your practice in a wide range of areas:
- Managing calendars and scheduling consultations
- Drafting and proofreading client correspondence
- Handling intake forms and onboarding clients
- Monitoring emails and client messages
- Filing documents and organizing case files
- Basic legal research or transcription support
- Billing, invoicing, and follow-ups on payments
Start with repeatable tasks that consume your time but do not require legal expertise. These are ideal to delegate first.
What to Look For in a Virtual Assistant for Legal Work
Not all virtual assistants are familiar with the demands of legal professionals. Look for these qualifications:
- Experience supporting law firms or professional services
- Strong written communication skills
- Familiarity with tools like Clio, MyCase, or PracticePanther
- Respect for confidentiality and data protection
- Availability that matches your working hours
You can find general VAs through platforms like Upwork or Freelancer, but consider legal-specific platforms such as Equivity, Boldly, or Virtual Latinos for vetted candidates with legal experience.
How to Structure the Hiring Process
Once you define the role and desired skills, follow a structured hiring process:
- Create a detailed job description with tasks, tools, and expectations
- Use a short application form to filter serious applicants
- Conduct video interviews to assess communication and professionalism
- Assign a paid trial task to evaluate quality and turnaround
- Start with a short-term contract and review performance monthly
Best Tools to Manage a Remote Legal Assistant
To make the relationship work, you need clear communication and the right systems. Use these tools:
- Asana or Trello for assigning and tracking tasks
- Google Workspace for shared documents and scheduling
- Slack or Zoom for regular check-ins
- Time tracking tools like Toggl or Clockify if billing hourly
Legal and Ethical Considerations
Always ensure your assistant understands client confidentiality and data privacy requirements. If your VA will handle sensitive information, include a confidentiality agreement and verify that your jurisdiction allows outsourcing for specific tasks.
Also review your Law Society or Bar Association’s guidelines to confirm compliance with any rules around delegation and nonlawyer support staff.
Start Small and Build Trust
Hiring your first virtual assistant is a learning curve, but the benefits compound over time. Begin by delegating a few core responsibilities, provide feedback regularly, and gradually expand their scope as trust grows. With the right assistant, your law firm can scale more efficiently, deliver better service, and give you back the time to focus on what matters most.
