I know we’re here to talk about hiring a paralegal, but I simply must start with a confession: when I worked as an attorney in the law firm setting, I always kind of knew how important paralegals were to my practice.
It wasn’t, however, until I started my own solo practice, however, that I discovered how critical these professionals are to the everyday practice of law.
The truth is, the work that paralegals do is incredibly intricate, time consuming, and important.
Moreover, the work they do is imputed to the attorney who supervises them (in other words, if they screw up, you screw up). So, when it comes to hiring a paralegal, you can’t be too careful.
In this article, we’ll explore the ins and outs of hiring a paralegal: what they do, why you need one, what skills to look for, and even how to interview for the role.
Understanding the role of a paralegal
Paralegals truly are the unsung heroes of the legal world. Day in and day out, they work tirelessly – mostly behind the scenes – to keep law firms running smoothly.
Great paralegals can make the attorneys around them look great. And a bad one … well, you get the picture.
Paralegals are trained to handle a plethora of tasks, from conducting legal research and drafting documents to managing client files and preparing for trials.
Some of the other essential tasks include gathering and organizing information, interviewing clients, and coordinating with opposing counsel.
Paralegals also assist with court filings, maintain case calendars, and ensure that all of the paperwork necessary for filing is completed accurately and on time.
Generally speaking, paralegals cannot provide legal advice or represent clients in court.
Nonetheless, their expertise and meticulous attention to detail are critical in building strong cases and maintaining efficient legal operations. In essence, paralegals are the backbone of any legal team.
Their work allows lawyers to focus on substantive issues while ensuring that every aspect of a case is thoroughly prepared and managed.
Hiring a paralegal
So, why should you consider hiring a paralegal? For starters, a good paralegal will absolutely boost your firm’s efficiency and productivity.
As outlined above, paralegals take on many of the time-consuming tasks that would otherwise bog down your attorneys.
This division of labor not only streamlines operations but also helps improve client satisfaction by ensuring cases move forward smoothly.
From a financial perspective, hiring a paralegal is often more cost-effective than bringing on another attorney.
Paralegals typically have lower billing rates, which can make legal services more affordable for clients while still maintaining your firm’s profitability.
Trust me, no client wants to pay attorney-level billing rates for you to figure out filing deadlines.
Qualifications to look for
When it comes to hiring a paralegal, qualifications matter. Start by looking at their education. A reputable paralegal certificate program is a good indicator that a candidate has received proper training.
These programs cover essential legal principles and practical skills, and typically provide graduates with a solid foundation to build upon.
The American Bar Association also maintains an online directory of ABA-approved paralegal programs.
Indeed, the organization’s Standing Committee on Paralegals exists for the express purpose of “develop[ing] and promot[ing] policies relating to the education, employment, training and effective use of paralegals.”
Experience is another critical factor. While fresh graduates can bring new energy and perspectives, a paralegal with extensive experience can be worth their weight in gold.
Look for candidates who have worked in similar legal environments or who have demonstrated the ability to handle the types of cases your firm typically manages.
And, if you’re not sure the firm is ready to absorb a full-time paralegal, there are untold numbers of freelance paralegals just waiting to help on your current case.
Specialization can also be a game-changer. If your firm focuses on a particular area of law, finding a paralegal with relevant experience or certification can give you a significant advantage. So, for example, if you run an environmental law practice, go find yourself a paralegal with training and experience in that field.
Key skills
A great paralegal possesses a unique blend of skills. Attention to detail is paramount. Paralegals need to catch the small errors that could lead to big problems down the line.
Whether it’s a typo in a contract or a deadline that’s threatening to be missed, a keen eye for detail can save your firm from costly and embarrassing mistakes.
Research skills are also important. Paralegals must be adept at navigating legal databases to not only find relevant case law, statutes, and regulations – but also things like local court rules.
In my experience, paralegals are also invaluable in tracking down the subsequent treatment of the authorities you cite within your legal briefs – thus ensuring that you’re only presenting good law to the court.
Excellent communication skills are vital. Paralegals often act as intermediaries between attorneys, clients, and opposing counsel.
They are also frequently called on to communicate with court clerks, vendors, and other administrators.
As such, they have to convey information clearly and professionally, both in writing and verbally. Whether drafting a letter to a client or summarizing a case for an attorney, effective communication matters.
Being tech-savvy is another essential attribute. The legal industry is becoming increasingly reliant on technology, from case management software to legal research databases.
A paralegal who is comfortable with technology can streamline these processes and improve the overall efficiency of the firm.
This could include proficiency with word processing software, legal research tools, and any case management systems your firm uses.
Tasks a paralegal might handle
Paralegals are the Swiss Army knives of your law firm.
Need someone to sift through mountains of case law and legal texts to find the nuggets of information that can make or break your case? Your paralegal is on it. As an added bonus, they’ll then compile their findings into coherent, persuasive documents for the rest of the team.
They’ll also act as the first point of contact for clients. While they can’t offer legal advice, they can gather initial information, explain procedures, and keep clients updated on the progress of their cases. This not only frees up attorneys’ time but also helps build strong client relationships.
When it comes to case management, paralegals are the organizational wizards. They maintain case files, track important deadlines, and ensure all documents are properly filed and accessible.
Paralegals also handle court filings, preparing and submitting legal documents to the court or to an eFiling service.
This might involve anything from filing pleadings and motions to submitting exhibits and other evidence.
They ensure that everything is in order and filed on time, which is critical for keeping cases moving smoothly through the legal system.
The hiring process
Hiring the right paralegal starts with crafting a clear and detailed job description. The truth is, not every firm uses paralegals the same way.
So, start by outlining the specific qualifications, skills, and experience you’re looking for. Be honest about the tasks the paralegal will handle and the expectations for the role.
A well-crafted job description helps attract the right candidates and sets the stage for a successful hiring process.
When it comes to interviewing candidates, it’s essential to ask the right questions. Ask about their education and certifications, sure, but also dig deeper into their experience and problem-solving abilities.
Ask about specific challenges they’ve faced in previous roles and how they handled them. This will give you insight into their practical skills and how they might fit into your firm.
Although underutilized by most firms, the process of evaluating skills should be an essential part of the hiring process.
Consider incorporating practical tests or tasks into your interview process. For example, you might ask candidates to draft a sample client letter or complete a brief research assignment.
This allows you to see their skills in action and assess their proficiency accordingly.
After the hire
Congratulations! You’ve hired a paralegal. Now it’s important not to screw up the relationship.
To start with, make sure that your paralegal understands their role, responsibilities, and the firm’s expectations. Open lines of communication can help prevent awkward misunderstandings.
One mistake many firms make is overloading their paralegals with work that falls outside their job description.
Sure, everyone has to pitch in now and then, but consistently expecting your paralegal to handle extraneous tasks can lead to burnout and job dissatisfaction.
Remember, your paralegal is there to support legal work, not to become the office’s go-to for everything else.
On the flip side, try to avoid underutilization. Paralegals are highly trained professionals with valuable skills, so make sure you’re leveraging their abilities to the fullest.
Give them meaningful, challenging work that allows them to contribute to the firm’s success and grow in their careers.
Conclusion
Hiring the right paralegal can make a world of difference for your law firm. From improving efficiency and productivity to providing specialized knowledge and skills, a well-chosen paralegal is an invaluable asset.
By understanding their role, recognizing the qualifications and attributes that matter, and navigating the hiring process thoughtfully, you can find the perfect paralegal to support your firm’s success.
And remember, a great paralegal doesn’t just make your job easier – they make your whole team stronger. So, go ahead and find that superhero who will keep your firm running as it should.
