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OUTSOURCING INTAKE PART 2: OTHER OUTSOURCING SERVICES AVAILABLE

VIRTUAL RECEPTIONIST OR PHONE ANSWERING SERVICE

As you get more client leads, answering the phone takes up a good amount of your time.  You don’t want calls going to voicemail because that will equal lost business. A virtual receptionist or a professional phone service will answer calls, take messages, live transfer calls for you on a 24/7 basis.

Giant call centers are often structured to handle only simple, high volume traffic. For customized call screening and legal intake, you may be better served by a midsized boutique service tailored to the specific requirements of the lawyers and your firm.

If you are a smaller firm, you can hire an assistant for answering phones and taking messages when you are out of the office for an extended period, so you never miss a client call.   

Some benefits of a phone service:

  • Your calls can be answered by a live operator.
  • Your clients can be greeted according to your specifications
  • Your message can be delivered according to whatever method you choose

HIRING A VIRTUAL ASSISTANT

A virtual assistant (VA) is an administrative resource that can assist you with specific office duties (either part-time or full-time) that are completed over the internet.  

Some of the tasks a virtual assistant could assist your firm with include the following:

Email

Virtual assistants can help you with inbox management, such as sorting and organizing your inbox.   They will be able to prioritize your emails so you can answer the most important ones first. They can also email current and prospective clients to set up appointments and answer requests for information.

Manage Your Calendar

Your virtual assistant can book appointments, set up client meetings and re-arrange your schedule for you, which saves time from e-mailing a client back and forth to set up appointments.  

Bookkeeping

An assistant could save you time and money by handling your bookkeeping responsibilities, such as paying bills, invoicing clients, keeping track of accounts payable and receivables, bank reconciliation, as well as setting up accounts and payment reminders for bills.

Transcription

If you take handwritten notes, you can scan them and send them to your virtual assistant for transcription.  Your assistant can send them back to you or save into a client’s folder on your computer.

Social Media Marketing

VAs can assist your firm with setting up Twitter and Facebook accounts, or if you already have social media pages, they can manage your accounts for you.

Booking Travel

Instead of spending hours researching the best rates for hotels and flights, you can leave those details for a virtual assistant to handle.

FREELANCE CONTRACTORS

Freelance contractors are often used for non-legal services, such as website design and development, SEO, writing legal content for blogs and the websites.  There are also online platforms, like Upwork, that will help you get in contact with freelance writers, web designers, or SEO experts that you can hire on a short-term basis for project work.

LIVE CHAT

When a visitor comes to the site, a live chat window appears and the operator greets the visitor, interacts with the potential client to gain information about their legal situation.    In turn, the operator summarizes the conversation with a transcript and connects the visitor with your legal team.

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