Hiring a legal assistant can be the best decision for your firm… or a headache if you fall into these traps. According to a Clio report, 34% of lawyers who outsource legal services waste time and money by not choosing the right professional.
In this article, we reveal the 5 most common mistakes when hiring a legal assistant (onsite or virtual) and how to avoid them to ensure an efficient and secure collaboration.
Mistake #1: Not Defining Specific Tasks to Delegate
The problem: Many firms hire legal assistance without a clear plan, leading to:
Duplicated efforts.
Team frustration (“Was this part of their role?”).
Wasted money on unproductive hours.
The solution:
✔ Create a detailed list of tasks to delegate before looking for candidates (e.g., “draft standard motions,” “manage court calendar”).
✔ Use tools like Trello or Asana to assign visible responsibilities.
Real-life example: A LegalTech study shows that firms with documented processes save 15 hours/month in training.
Mistake #2: Ignoring the Assistant’s Specialization
Not all legal assistants handle the same areas. For example:
An assistant experienced in corporate law may not be ideal for a criminal defense firm.
A professional who has only worked in the U.S. might lack knowledge of local regulations in other countries.
What to do:
✔ Ask for samples of previous work (e.g., drafted contracts, managed cases).
✔ Verify their expertise in legal platforms (Clio, LexisNexis, etc.).
Mistake #3: Underestimating Data Security
The risk: 78% of data breaches in small firms occur due to human error or external providers without clear protocols (ABA, 2023).
How to protect yourself:
✔ Ensure the assistant (or their company) complies with:
Confidentiality via NDAs (non-disclosure agreements).
File encryption (using VPNs, tools like Box or OneDrive Legal).
Applicable regulations (GDPR, HIPAA if handling medical data).
Mistake #4: Not Establishing a Clear Communication System
The most common complaint: “My assistant doesn’t send updates on time” or “I don’t know how to prioritize tasks.”
Practical solution:
✔ Use dedicated channels (e.g., Slack for urgent matters, email for formal documents).
✔ Schedule 15-minute weekly check-ins to align expectations.
✔ Set realistic deadlines (e.g., “Contract drafts must be delivered within 48 hours”).
Mistake #5: Choosing Based Only on Price (Not Value)
The myth: “A cheap assistant is enough for simple tasks.”
The reality: A poorly trained professional can:
Make errors in legal documents.
Damage client relationships due to poor communication.
Require constant supervision (negating any savings).
Recommendation:
✔ Compare cost vs. ROI (e.g., an assistant charging 20/hour∗∗butsavingyou∗∗100/hour in attorney time).
✔ Look for providers with verifiable reviews (e.g., LinkedIn or testimonials on their website).
Conclusion: Hire with Confidence
Avoiding these mistakes will help you:
✅ Save up to 30% in operational costs.
✅ Maintain legal security for your cases.
✅ Build a long-term relationship with your assistant.
Need a reliable, specialized virtual legal assistant?
At Efficient Legal Assistants, we select professionals with:
✔ Proven experience in Anglo-American and Latin law.
✔ Certified security protocols.
✔ Flexible support tailored to your needs.
Schedule a free consultation and discover how we can optimize your firm.