Do you want your project with a virtual legal assistant company to go smoothly and according to your expectations? Read how to approach supplier selection and what not to underestimate to avoid unpleasant surprises.
1. Do your research and select potential virtual assistant for law firms
Agency or freelancer – in both cases, you probably want to spend as little money as possible and get results as quickly as possible. But choosing the right virtual legal assistant company is not just about that. I will advise you on comparing different offers, checking references, and choosing the best partner for your project.
The fundamental question will be how and where to look for suppliers – there are several resources you can use for this, and they will differ depending on whether you are looking for an agency or a freelancer:
- Specialized platforms: Online platforms focus directly on connecting demanders with suppliers in various fields.
- Online platforms: To find freelancers, you will most often use internet search engines and social networks.
- Reference groups: When looking for agencies, you can use chambers of commerce, where you can find lists of companies operating in a given field; professional associations, whose members will often meet certain qualification criteria; or industry portals that specialize in different fields and where you can find various agencies and an overview of their services.
- Personal recommendation: Don’t be afraid to ask your business partners, colleagues and employees if they know of a suitable supplier, whether an agency or a freelancer. Take advantage of your existing network and the experience of those around you!
2. Define your needs and requirements
It’s hard to choose the right virtual legal assistant company without having a clear idea of what you’re looking for and expecting. Not only will a detailed specification of your requirements be easier for the supplier to understand, but it will also serve as a basis for comparing offers from different suppliers.
Well-defined requirements will also help you when creating a contract and minimize the risk of misunderstandings during subsequent cooperation.
What should such a task include?
- Project description (project background, objectives, expected results)
- Scope of work (specification of activities that the contractor will undertake)
- Qualitative requirements (formats, number of outputs or products)
- Deadlines (specific deadlines for individual phases of the project and its completion)
- Communication method (align how often and where you will communicate with the supplier)
- Success criteria (define measurable indicators of project success)
- Budget (maximum project budget)
3. Evaluate the offers
You have selected a few potential partners and approached them with your requirements. The subsequent evaluation of the offers will be the most crucial step in choosing an external supplier. It is not just about finding the lowest price, but also choosing the supplier that best meets your requirements and offers the optimal price-quality ratio. But how do you go about evaluating all the offers? Consider these key criteria:
- Experience and references: Review their previous work and compare it to your requirements. Don’t hesitate to contact their former clients and ask about their experience.
- Capacity: Does the supplier have sufficient capacity to implement your project, and will they be able to meet the required deadlines?
- Communications: Have you contacted an agency or freelancer but not heard back from them in a month? You probably don’t want to work with that type of contractor. Find out if the contractor can communicate in a timely and transparent manner.
- Price: In addition to the total price, ask for a detailed price breakdown to understand the individual items. Don’t just focus on the lowest price; consider whether it is worth it in terms of price/performance. Also, remember that you will always pay more for quality, and don’t try to negotiate at any price.
- Bargain: Before signing, read the draft contract carefully and ensure it contains all the essential terms (scope of work, price, deadlines, liability, intellectual property protection, etc.). You don’t necessarily have to sign a contract when working with freelancers. But make sure that you have agreed on everything at least in writing in an email (this may be enforceable). If necessary, don’t be afraid to contact a lawyer and go over the terms of cooperation with him.
4. Cooperation with the virtual legal assistant company
You have selected a virtual assistant company and agreed on the terms of cooperation—now what? At the beginning of the cooperation, it is a good idea to set key project milestones with the supplier and then regularly check what stage of the project you are in and whether everything is going as it should. Also agree that if any problems or obstacles arise, you will solve them as soon as possible—transparency on both sides is important.
This is directly related to good and open communication – it is the basis of every relationship, and cooperation with external suppliers is no different. Decide where, how often, and with whom you will communicate – will you have a weekly video call about how the project is progressing? Or will a summary email be enough? Regularly discuss how the project is progressing, whether everything is in order and whether the supplier is meeting all deadlines. And don’t forget that invoices must support all payments for the supplier’s services.
At the end of the project, evaluate with the virtual legal assistant company whether all objectives were met. Discuss the quality of the work delivered and how you worked together. But it’s not just about evaluating the supplier – ask for feedback on yourself as well, so that you can improve your procedures, communication style, or perhaps the way projects are awarded in the future.
When should I consider working with a virtual legal assistant company
Why should you bring someone from outside your company into your business? You will need a virtual assistant for lawyers for various reasons. However, the most common situations where you will use outsourcing will be:
- One-off projects: When you need to do something occasionally, but it’s not worth having an in-house person do it.
- Seasonal fluctuations: When your needs change significantly throughout the year (for example, you need more people in support or marketing around Christmas).
- Lack of specialization: When you don’t have the necessary experts and know-how in your company.
- Cost reduction: When you need to save on operating expenses (employee insurance contributions, benefits)
Do I want an agency or a freelancer?
At the beginning of every project, you will be faced with the question: do I need an agency, or will a freelancer suffice? Both have their advantages and disadvantages. Therefore, the choice will always depend on the specific needs of your project.
Agency
An agency is suitable for larger, more complex projects where you will need a wider range of skills, technologies and know-how. It may also be useful for projects with a fixed delivery date, as agencies often have greater capacity and can meet deadlines more easily.
| Advantages | Disadvantages |
|---|---|
| Comprehensive services from design to implementation. | Higher costs, which are also reflected in the price of services. |
| Experience with different types of projects and clients. | You cannot avoid bureaucracy, which can slow down the entire process. |
| Established quality control processes, which can be a guarantee of higher quality. | Less flexibility in terms of processes and time options. |
| They have their own offices, making it easier to meet them in person. |
Freelancer
A freelancer can be useful for smaller projects or individual tasks, especially if you are looking for someone with very specific skills (graphic designer, SEO specialist, web designer, copywriter, translator, etc.). A freelancer is also often faster and more flexible than an agency because they are the masters of their own time.
| Advantages | Disadvantages |
|---|---|
| Lower prices thanks to lower operating costs. | Limited capacities. |
| Greater flexibility and willingness to adapt to your needs and requirements. | There is a risk of downtime, for example if a freelancer gets sick – there is no one to replace them. |
| Specialization in a particular area. | The need for greater client involvement – a freelancer does not have standardized processes and supervision like in an agency. |
What are the advantages of outsourcing?
Cooperation with a virtual legal assistant company brings many advantages and can be worthwhile for several important reasons:
- Specialization and Expertise – outsourcing companies often specialize in specific areas and thus have deeper know-how that your company may lack. It is often faster to hire an assistant for an attorney than to send your employees to various courses, etc. – especially if it is a one-off project.
- Flexibility—Outsourcing companies can respond more quickly to changes in workload or your requirements. This is especially true for adjusting capacities to current project needs (for example, an agency can include more people in a project when it seems that they will not be able to meet the delivery deadline with the current team).
- Cost savings—Outsourcing companies reduce the costs of wages, benefits, equipment, and other operating expenses associated with permanent employees.
- Time efficiency – Outsourcing companies often have greater capacity (both time and people) and can complete projects much faster. Your employees can also focus on other key tasks and projects.