Paralegals are the backbone of many law firms. They handle a wide range of tasks, from case management to client communication, allowing lawyers to focus on more strategic aspects of their work.
Whether you need a paralegal full-time or you’re looking for help on an as-needed basis, continue reading to find out more about how to hire a paralegal.
What Is a Paralegal?
A paralegal handles many substantive legal tasks that, while not requiring a law license, are crucial for case preparation and management. They must understand legal principles and procedures to perform their duties effectively, often possessing specialized training or certification. This allows them to operate independently on many tasks, ensuring smooth and efficient workflow within the firm.
What Are a Paralegal’s Job Responsibilities?
Paralegals act as support staff to assist lawyers in a firm with tasks like client communication, drafting letters and memos, conducting legal research, and more. The role of a paralegal varies from firm to firm, but one of their core strengths is their versatility. Paralegals can be generalists or specialists, allowing firms to find a paralegal best suited to their specific needs.
Here are some of the different types of paralegals:
- Practice Area Paralegals: Experienced in specific practice areas, such as litigation, corporate law, real estate, intellectual property, family law, immigration, or criminal law.
- Specialists: Offer focused assistance and legal support in niche areas, providing expertise in specific legal fields.
- Generalists: Have a broad range of knowledge, capable of supporting various legal tasks across multiple practice areas.
- Outsourced Paralegals: Provide assistance on an as-needed basis, often working remotely or as freelancers, offering flexible support to firms.
Why Should My Firm Hire a Paralegal?
Almost every firm can benefit from a paralegal on staff. Here are some benefits of having a paralegal:
1. Cost Efficiency
Paralegals can perform many tasks traditionally done by attorneys at a lower billing rate. For example, a paralegal can draft routine documents, such as contracts and pleadings, which reduces the time attorneys spend on these tasks. This allows the firm to bill clients at a lower rate for these services while maintaining high-quality work, ultimately making legal services more affordable and attractive to clients.
2. Increased Productivity
With paralegals handling administrative and substantive legal tasks, attorneys can focus on more complex legal matters. For instance, while a paralegal gathers and organizes discovery documents, the attorney can concentrate on developing a case strategy and preparing for trial. This division of labor ensures that you can manage all aspects of a case efficiently, leading to quicker resolutions and the ability to take on more clients.
3. Improved Client Communication
Paralegals often handle routine client communications, ensuring that clients are well-informed and their concerns are promptly addressed. For example, a paralegal can provide clients with updates on case progress, answer procedural questions, and schedule meetings, which helps build trust and satisfaction. This allows attorneys to devote more time to legal analysis and advocacy, knowing their clients are being cared for.
4. Enhanced Case Management
Paralegals organize and manage case files, deadlines, and court documents, ensuring that nothing falls through the cracks and cases proceed smoothly. For instance, paralegals commonly maintain a detailed calendar of filing deadlines and court dates, ensuring the firm submits or files everything on time. This meticulous organization prevents costly errors and delays, helping the firm maintain a reputation for reliability and professionalism.
5. Flexibility and Support
Outsourced or freelance paralegals offer flexible support options, allowing firms to scale their workforce according to workload demands without long-term commitments. For instance, during peak periods or large cases, a firm might hire a freelance paralegal to handle overflow work. This flexibility ensures the firm can manage varying workloads efficiently without the overhead costs associated with permanent staff.
6. Effective Management of Legal Technology
Paralegals are often adept at managing law firm software, ensuring your firm stays current with the latest tools and software. By efficiently utilizing these technologies, paralegals streamline processes like file organization, data retrieval, and client communication, ultimately enhancing the firm’s operational efficiency and reducing the risk of errors. This expertise allows attorneys to focus on legal strategy and client advocacy, confident that the technological aspects of the practice are in capable hands.
Sample Interview Questions to Hire a Paralegal
The interview is an opportunity to assess a paralegal candidate’s skills and see if they’re the right fit for your firm. Here are some questions to ask:
- Describe a time when you managed a complex discovery process. What tools did you use, and how did you ensure compliance with all deadlines?
- Can you provide an example of how you’ve utilized legal research databases to support a case? What was your process, and what was the outcome?
- How do you prioritize tasks when supporting multiple attorneys with different caseloads? Can you share a specific instance where this was particularly challenging?
- Have you ever identified a significant issue or error in a case file or document? How did you handle it, and what steps did you take to rectify the situation?
- What experience do you have with e-filing systems and managing electronic court documents? Can you walk me through your typical process for handling e-filings?
- In your previous roles, how did you ensure effective communication with clients, especially with extremely sensitive matters?
- How do you stay current with changes in legal procedures and technology? Can you give an example of a recent update or tool that you’ve successfully implemented?
- Can you discuss a time when you had to work under tight deadlines? How did you manage your workload, and what was the result?
- Describe your experience with case management software. Which platforms have you used, and how did they improve your workflow?
- Have you been involved in trial preparation? What specific tasks did you handle, and how did you contribute to the trial team’s success?
- How do you approach legal writing and document drafting? Can you provide an example of a complex document you drafted and the feedback you received?
- Can you explain a situation where you had to manage a high volume of documents from a client or other party? What strategies did you use to organize and maintain them efficiently?
- Describe an experience where you had to deal with a difficult client or opposing counsel. How did you handle the situation, and what was the outcome?
- What steps do you take to ensure confidentiality and security of sensitive legal information?
- How do you handle situations where you need more information or clarification on a task or legal issue? Can you provide an example?
6 Steps to Hire a Paralegal
Ready to bring a paralegal into your firm? Here’s how:
1. Assess Your Firm’s Needs
Before you can look for paralegal candidates, you need to determine what your firm needs. How would a paralegal most benefit you? Do you need one paralegal with a general skill set or someone with specialized knowledge in your practice area? Does your firm’s size and client base require someone with a lot of experience, or would an entry-level paralegal be sufficient?
2. Understand the Types of Paralegals and What They Can Do
Once you know what your firm needs, you can consider the types of paralegals and how they can help your firm. For many firms, a generalist paralegal is most useful, but law firms in specialized practice areas may benefit from a paralegal with similar knowledge.
3. Seek Referrals
One of the best ways to find a paralegal is by leveraging your existing network. Talk to other attorneys in your area to find recommendations for paralegal candidates that would be a good fit for your firm.
4. Create the Job Posting
When you’re ready to recruit, draft a job description and post it to job boards. Here are some tips for an attractive job description:
- Be clear about the type of paralegal you’re looking for and their responsibilities.
- Provide details and clear instructions for how to apply for the job.
- Share and post your job where paralegals are likely to see it, such as legal industry job boards and paralegal associations.
- Share your job listing within your network to encourage references and referrals.
5. Conduct Interviews
Once you have a pool of candidates, narrow them down by qualifications like:
- Experience level
- Education level
- Certifications, if applicable
Keep in mind that post-secondary education is not required for a paralegal, so consider whether it’s better to have a candidate with more experience or specialization than a bachelor’s degree. Some states do require certification for paralegals, so be sure to check your local jurisdiction.
When you have your list narrowed down, you can begin scheduling interviews. Phone interviews are a good way to get a clear picture of the candidates and their experience, then you can schedule a second in-person or virtual interview.
6. Consider Outsourcing
If you don’t require full-time paralegal assistance, an outsourced virtual paralegal can help you complete non-billable work as needed. The skills and requirements are similar to those of on-staff paralegals, but you can enlist the help of paralegals as your law firm demands.
Working with a remote paralegal requires secure and efficient processes, however, such as using cloud-based legal case management software that allows you to collaborate and communicate with remote teams.
With PracticePanther, for example, you can support remote paralegals with features like legal document management that manages all your documents and files in one centralized location. Other features, such as automated workflows to manage tasks and legal calendaring to keep track of appointments, are essential resources to support the success of your paralegal. You can see how PracticePanther works by clicking here for a free trial.
Hire the Best Paralegal for Your Firm
Instead of spending your time juggling administrative work and research along with important case tasks, streamline your firm with the help of an experienced paralegal. Finding the perfect fit may take some time, but getting the right paralegal on board can support the success of your firm.
