Since I was featured in the Lawyers Weekly, I have received quite a few inquiries from lawyers who are trying to set up their own offices. Today I’d like to share with you some tips I’ve been giving out. Although this article is written for setting up a law office, I think it is quite relevant for other professionals, such as accountants and chiropractors.
First, you have to decide whether you need a separate business office or whether your home office will suffice. It depends on the area of practice. For example, if you are a criminal defence lawyer and most of your clients are in jail, or you practise exclusively in real estate transactions, you probably don’t need an actual office
On the other hand, if your practice requires a lot of face-to-face meetings, having an actual office makes you appear more legitimate and your clients feel more comfortable.
Of course, there are other options in between, such as renting boardrooms on an as-needed basis from other law firms, or sharing office space with another lawyer. Just make sure the space will be available whenever you need it.
Once you have decided what kind of office space you need, it’s time to consider how to furnish it.
You need cash to set up an office and keep it running for at least several months before your practice becomes sustainable. Therefore, it’s terribly important that you spend your cash wisely. I offer a few suggestions below:
Things you should splurge on:
Let’s face it, you can’t do without a computer in the 21st century. While you may not need a state-of-the-art computer, you should make sure that you buy from a reputable brand because minor technical glitches can paralyze your practice. Warranties offered by the retailer are something to consider if they will facilitate speedy repairs.
- A laser all-in-one photocopier, printer, scanner, and fax:
When purchasing the all-in-one, you should consider not only the price, but also the per-page cost. Be wary of cheap machines – their per-page costs can be very high as the manufacture aims to make money off the toners.
Another important consideration is the printing speed. The production of legal documents can easily overwhelm your machine. For example, a machine that prints less than 20 pages per minute may become frustrating.
Finally, you should choose a model that comes with a large auto-feed tray to maximize the efficiency of your document-production.
I can’t stress enough the importance of having an ergonomic chair; a lawyer can spend an impressive amount of time sitting down. A chair that is not ergonomic can cause stress on your body if you sit too long on it. Consider it an investment in your health.
Rather than hiring a friend or doing it yourself, get a professional company with a portfolio that impresses you. Communicate your desired outcomes to the designers clearly and set clear deadlines for the project. By hiring a professional firm, you avoid delays that can be very frustrating and costly.
Things you should go cheap on or avoid initially:
- File cabinets and other office furniture
A file cabinet is a file cabinet. So long as it locks and is not rusty, it will do. Ditto with bookshelves, coat racks, lamps, tables, and client chairs. A slightly used piece of furniture can cost 40% to 60% less than the retail price.
If you don’t know how advertising works, proceed cautiously, – I learned this the hard way. Advertising is expensive and the results may not be immediate. If you want to take out ads, you should do some independent research or consult a professional. As when buying used cars, you shouldn’t take the salesperson’s words at face value. The numbers on circulation or exposure can be very misleading to the untrained eye.
- Letterhead and customized stationary supplies
While preprinted letterhead and envelopes may look impressive to the clients, there are few benefits from incurring such costs at the beginning. Your letterhead can be produced by most word-processing programs, while envelopes can be dressed up with labels. It will convey the same professionalism while keeping your costs down.
