how to speak to clients as a legal assistant for the lawyer calling them?

If you talk to a receptionist or legal assistant, let them know the name of the attorney you want to speak to. At some small firms, they will simply answer the phone "law office." You can either ask who you're speaking to or ask to speak to the attorney directly.

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Can a lawyer give legal advice to a client?

Nov 09, 2019 · Give the client the option to “zero out” of voicemail and speak with the client service assistant. Then make darn sure the assistant answers the phone or returns the phone call right away. The assistant can ease the client’s mind by setting an expectation as to when they will be able to talk with their attorney or by connecting them to another attorney at the firm if the …

What does it mean when a defendant calls a lawyer?

Jan 03, 2019 · Although your clients may have questions from time to time, do your best to foresee confusion and eliminate it. Keep your clients updated so they never have a moment to question your progress. Set goals alongside your client. Involve your client in the goal-setting process. Understand what your client wants from you and set expectations. This way, your …

How can I Ask an independent attorney in depth legal questions?

Jun 01, 2020 · Use this meeting to help you decide which lawyer will be the best one for your case. Asking an independent attorney in-depth legal questions is affordable and easy with LegalZoom’s legal plan. You can see reviews of attorneys from clients like you, then use our website to set up a consultation with an attorney of your choice.

How should law firms communicate with clients?

Feb 25, 2014 · Make sure the person who answers has a warm, friendly demeanor. It should go without saying, but all too often it doesn’t. “Hello, [law firm name], this is [answerer’s name]. How may I help you?” is easy and direct, provided it’s accompanied by a pleasant tone of voice. Have your own voice-mail greeting.

How should a legal assistant answer the phone?

Make sure the person who answers has a warm, friendly demeanor. It should go without saying, but all too often it doesn't. “Hello, [law firm name], this is [answerer's name]. How may I help you?” is easy and direct, provided it's accompanied by a pleasant tone of voice.Feb 25, 2014

How do lawyers communicate with clients?

Lawyers are always communicating with their clients. Sometimes, lawyers communicate more with a tone of voice, a facial expression, a body position, or a lack of contact than with the accompanying words and phrases. Clients often feel angry or anxious after not hearing from their lawyer for a period of time.Oct 11, 2017

What can paralegals do to improve the lines of communication between lawyers and clients?

Enhancing paralegal-client communicationAllow clients to speak for themselves… ... Talk with clients in plain English… ... Return phone calls as soon as possible. ... Show courtesy and respect… ... Keep the details of a client's case confidential. ... Repeat important information to clients in different ways…More items...•Jul 21, 2017

What does a lawyer call their client?

Client is the term in the US. In the case of a criminal charge the client might also be a defendant, and in the case of a civil court case the client might be either defendant or plaintiff.Feb 26, 2021

How do you communicate effectively with clients?

9 effective ways to improve client communicationEstablish a human connection. ... Be sensitive to your client's comfort zone. ... Leverage your company brand. ... Understand communication channels… and when to use them. ... Prioritise quality over quantity. ... Use your marketing team wherever possible. ... Add a personal touch.More items...

What communication skills do lawyers need?

Communication skills for lawyers are essential because communication shapes the way a client sees the attorney and the firm.Communicate Clearly and Often. ... Set Your Expectations. ... Improve Listening Skills. ... Show Curiosity and Bring Value. ... Sound Counsel. ... Avoid Unnecessary Automation. ... Prepare You Speech.More items...•Sep 20, 2021

Which communication is useful for legal purposes?

Oral and Written CommunicationLegal Communication: Oral and Written Communication to Achieve Legal Objectives.

What are some ways you think communication in the law office can be improved?

Here are some best practices to enhance communication at your firm:#1: Establish trust. ... #2: Don't abandon in-person meetings. ... #3: Manage tasks in real-time. ... #4: Be open to change. ... #5: Listen actively. ... #6: Don't jump to conclusions. ... #7: Explore strengths (and weaknesses) ... #8: Offer specific feedback.More items...•Nov 7, 2019

How can a paralegal provide support to both the attorney and client?

How can a paralegal provide support to both the attorney and client when a matter is referred? Paralegals must understand the legal problem involved which must be referred. Paralegals should ensure to obtain all the necessary required information before referring the case to the attorney.May 10, 2021

What are the basic duties of a lawyer to his clients as provided by the legal code of ethics?

CODE OF PROFESSIONAL RESPONSIBILITY - CHAN ROBLES VIRTUAL LAW LIBRARY. CANON 1 - A LAWYER SHALL UPHOLD THE CONSTITUTION, OBEY THE LAWS OF THE LAND AND PROMOTE RESPECT FOR LAW OF AND LEGAL PROCESSES. Rule 1.01 - A lawyer shall not engage in unlawful, dishonest, immoral or deceitful conduct.

What are lawyers four duties?

DutiesAdvise and represent clients in courts, before government agencies, and in private legal matters.Communicate with their clients, colleagues, judges, and others involved in the case.Conduct research and analysis of legal problems.Interpret laws, rulings, and regulations for individuals and businesses.More items...

Do lawyers call each other brother?

You might hear your lawyer often refer to opposing counsel in court as “brother” or “sister”. This does not mean they are biologically brothers and sisters. It is polite and customary for lawyers to address fellow members of the bar as brothers or sisters of the bar. It is done out of respect rather than a formal rule.Oct 17, 2012

How to keep clients updated?

Keep your clients updated so they never have a moment to question your progress. Set goals alongside your client. Involve your client in the goal-setting process. Understand what your client wants from you and set expectations. This way, your client knows what to expect from the very beginning. Sweat the small things.

How to use email for communication?

When using email as a communication channel, it’s important to: 1 Double check the recipient of your email. The worst thing that could happen is sending an email to the wrong client. Double check each email recipient before you hit send. 2 Keep email communication short and concise. If you need to discuss a situation at length, schedule a phone, video, or in-person meeting. Use email for simple check-ins or shorter messages. 3 Be positive and polite. Clients often perceive tone differently in emails. Be sure to keep it positive and polite. 4 Avoid sending confidential information. Hand deliver sensitive information or place it into your secure client portal. Email isn’t 100% secure, especially if clients don’t protect their personal information properly. 5 Check your grammar and spelling. Professionalism is important in all methods of communication. Double check your spelling and grammar before you send your email.

Why is ongoing communication important?

Protects you and your client. Ongoing communication protects you from ethics violations and malpractice claims. It also protects the client from making decisions based on a lack of information from you. For example, client portals are secure and simple methods of communication between you and your clients.

How many client data records are stolen each year?

It’s estimated that billions of client data records are stolen or lost each year. In the past few years, law firms around the globe have experienced more cybersecurity concerns than ever before. When it comes to communication, security is key to protect you and your clients.

How many text messages are sent in a day?

Stick to the details and be concise. Around 6 billion text messages are sent each day in the U.S. To most of your clients, texting is probably a norm. Although convenient, only use a text for small communication needs such as quick scheduling or letting a client know you’re about to arrive at a meeting.

When does a client begin their experience with you?

Your client begins their experience with you long before they sign their engagement agreement: It’s important to be conscious of how your firm communicates with clients throughout the whole client journey.

What happens when you ask questions?

If you ask questions, your client will know that you’ve heard them, you understand them, and you’re asking for more information. They’re supportiv e. Each time you interact with your clients, make it a positive experience for them. They’re cooperative.

How to improve emotional intelligence?

How can lawyers improve their emotional intelligence? Legal business coach Irene Leonard suggests four ways: 1 Learn to recognize your own feelings by taking a step back from them. Observe an emotion and the reaction it produces within you. Practice identifying your emotions and their real causes. Anger, for example, may spring from frustration or self-doubt. 2 Work on managing your feelings to avoid destructive communication. It’s important to know which feelings are appropriate to express in a particular situation, and which are better kept private and dealt with later. Learn to control your emotions, not suppress them. 3 Realize that communication involves a lot more than what is said. Empathy can be developed through listening carefully and observing people’s body language and facial expressions. 4 Deepen your connections with other people. Learn to empathize, to talk about your feelings, to listen patiently, and to calm yourself down before discussing a problem.

How to avoid destructive communication?

Work on managing your feelings to avoid destructive communication. It’s important to know which feelings are appropriate to express in a particular situation, and which are better kept private and dealt with later. Learn to control your emotions, not suppress them.

Do lawyers have a duty to keep client information confidential?

Additionally, lawyers have a duty to keep client information confidential, so it’s important that lawyers do their due diligence regarding any technology tools used at their firm: Ensure your communication channels are encrypted, and that you’re keeping on track of standards for keeping client information confidential .

Is it hard to sweat on a bunny hill?

For an experienced skier, the gentle slope of a bunny hill is no sweat. But for someone new on their skis, that gentle slope can feel like a steep, treacherous challenge, and it might elicit all sorts of fears and unexpected behaviors.

What is Ruby receptionist?

Ruby Receptionists, for example, ensures all your business calls are answered, and it will sync all your calls and messages with Clio.

What to ask a lawyer about a case?

An important question to ask a lawyer is what the strategy for your case will be and the outcome the lawyer expects. You’ll want to get details on what kind of procedures to expect. Ask how long it will take for the entire case to be resolved. Discuss the legal strategies that will be used. Find out if your attorney will attempt to settle and if mediation or arbitration are options. Think about the answers and if you are comfortable with them. Maybe you want to avoid a trial at all costs but your attorney really wants to just go to trial, or perhaps you have no intention of settling and want your day in court. It is important that your lawyer’s strategy lines up with your needs.

Why is it important to meet with a small business attorney?

Meeting with a small business attorney is an important way to get your business off to a good start and minimize future risks. Here are questions to ask at your first meeting.

What is a meeting with a lawyer?

Meeting with a lawyer for an initial consultation is generally not a chance to ask legal questions that are in depth, but is instead an opportunity to get a sense as to whether this lawyer is the right one to handle your case. Use this meeting to help you decide which lawyer will be the best one for your case.

Why do lawyers offer free consultations?

Most lawyers offer a free consultation so that you have a chance to determine if he or she is the right person for you. Going to the first meeting with some simple questions can help you ensure you find the right person for the legal help you need. You will not get much legal advice at this consult since it is not meant to resolve your legal ...

How to conduct a legal interview?

Research the facts and the law. Read the file, including correspondence and client documents. Prepare a chronology and/or cast of characters to assist you in grasping the facts of the case. Understand the legal issues of the case. Review the appropriate statutes, case law, etc. Prepare the interview site. The atmosphere must be professional and confidential. If possible, arrange to conduct the interview in a conference room to avoid interruptions and to maintain a sense of confidentiality. Make sure materials related to other cases are not in this client’s view. Arrange to hold all calls. Prepare an outline for the interview. Determine what types of documents you would like the client to bring to the interview. Communicate your document wish list to the client, along with confirmation of the time, date and location of the interview. If there is time, follow any verbal communication with written communication. Arrange for and anticipate a client’s special needs, if any.

How to get client talking?

To get the client talking and more relaxed, begin the interview with preliminary data and routine information such as addresses, telephone numbers, employment and educational information. State the purpose of the interview. Begin the body of the interview with a narrative.

What do paralegals need to know?

Paralegals can’t get away from the fact that everything we do involves communication. Whether it is communicating with a client, the court, a judge or even the local copy shop, we need to know how to communicate. Paralegals are called on to be the liaison between clients, witnesses, experts, and counsel. Strong communication and writing skills are essential in fulfilling this role.

What is the role of a paralegal?

Your role as a paralegal may be to conduct client interviews. The general purposes of the client interview are to determine facts, to identify evidence, to locate leads for additional information, to assess damages and to evaluate the client as a witness. A client interview may have additional specific purposes.

How to conduct an interview in a conference room?

The atmosphere must be professional and confidential. If possible, arrange to conduct the interview in a conference room to avoid interruptions and to maintain a sense of confidentiality. Make sure materials related to other cases are not in this client’s view. Arrange to hold all calls.

What is the role of paralegals in a deposition?

Deposition: Paralegals also play a big role in coordinating the client’s deposition. You will need to again answer any questions the client may have about what a deposition is, the purpose of a deposition and types of questions ordinarily asked during a deposition.

How to conduct an interview for a paralegal?

Approach each interview with the understanding the client is in a crisis or stressful situation. Put the client at ease by conducting the interview in a confidential and comfortable environment. Eliminate any behavior that may be considered pressure. For example, avoid the traditional seating arrangement, in which the paralegal sits behind a desk with the client on the other side, reinforcing the authority image. Instead, arrange the seats “catty-corner” using an end table or smaller desk. Act relaxed, not nervous. Maintain eye contact. Watch for facial and body language. Maintain a sincere, interested attitude. Having the ability to listen is essential to effective interviewing.

What to do when asking lawyer interview questions?

The best thing you can do when asking your lawyer-client interview questions during your initial consultation is just listen. This is the time when the client should be doing most of the talking. Follow client communication best practices and try to avoid cutting them off or filling in pauses.

What to do after reviewing client file?

Once you’ve reviewed the client’s file, prepare your questions for the client, and take some time to anticipate questions that the client may have for you. We’ll discuss more on what answers (for clients) lawyers should prep for before the interview below.

How to conduct a conflict check?

Conduct a thoughtful pre-screen and conflict check 1 Pre-screen: Before you book the interview, have a set pre-screening process. Ask for basic information (for example, via an intake questionnaire) to help you decide if the client may (or may not) be a fit for your firm. You can make this process simpler for the client by using an online intake forms tool, like Clio Grow. 2 Conflict check: You’ll also want to do a conflict check before proceeding to ensure there are no conflicts of interest or other reasons that will prevent you from working with someone. Here again, an online intake tool can make this easier for you and the client. Clio Grow, for example, can be part of a robust conflict check process.

Why is client interview important?

The client interview is part of your overall client intake process, so it’s important to track it for efficiency and ensure that no potential clients get missed. If you’re using online client intake software, you can easily track and see a potential client’s status in stages (for example, “needs a follow up”).

How to make a client feel comfortable?

You may deal with the law every day, but pursuing a legal issue can be stressful, draining, and even scary for potential clients. With this in mind, do your best to be emotionally sensitive and make them feel as at ease as possible.

Is it bad to not show up for an interview?

Especially if you’ve taken the time to thoroughly prepare for the interview, there’s nothing worse than a no-show. While some no-shows are unavoidable, often a simple confirmation email and a reminder can ensure your potential client makes the meeting.

What is the duty of a lawyer?

As defined by ethical rules, a lawyer's duty to keep clients informed has two primary components: to advise the defendant of case developments (such as a prosecutor's offered plea bargain or locating an important defense witness), and. to respond reasonably promptly to a defendant's request for information.

How to keep clients informed of a case?

The duty to keep clients informed rests on attorneys, not clients. But on the theory that if the attorney screws up it's the client who usually suffers, here are a couple of steps that defendants can take to try to secure effective communication with their lawyers: 1 Raise the issue early on. Establish, in advance, a clear understanding about case updates. If an attorney's practice is to initiate contact only when a development occurs, the attorney should communicate that to the client at the outset of the representation. If a client wants (and can pay for) regular updates regardless of whether developments have taken place, that too can be spelled out in advance—even included in a written retainer agreement. 2 Be reasonable. A defendant who phones his or her attorney with a request for information can indicate a willingness to speak with the lawyer's associate, secretary, or paralegal. The lawyer may be too tied up on other cases to return the call personally, but may have time to pass along information through an assistant. And because some lawyers have poor communication skills, the defendant may be better off getting information from an assistant than from the lawyer.

What to do if mediation doesn't work?

If mediation doesn’t work, they can take their case before an arbiter, and agree, in writing, to abide by whatever decision the arbiter makes in arbitration. If you have received a “lawyer letter,” consider ADR as a next step for conflict resolution.

What does it mean to be reasonable?

Be reasonable. This involves taking positions that you feel others can relate to, understand, or agree with. Being reasonable also involves giving others the benefit of the doubt, when possible. Finally, being reasonable means taking the position that is most consistent with resolution of a dispute or conflict.

What does it mean to be objective?

Be objective. This means putting your personal feelings and emotions aside. It means taking a deep (inaudible) breath, and swallowing your pride and / or indignation. How you feel probably does not matter very much, if at all, to the person with whom you are speaking.

What is mutual assured destruction?

Mutually assured destruction is a great incentive to peacefully resolve parties’ differences– whether they are nations, companies, or individuals. If you have received a lawyer letter, you probably need to, at least, contact a lawyer and discuss with them your situation and the contents of the message.

Client Communication Best Practices

Client Communications and Ethics

Keeping Client Communications Secure

• Keeping client information confidential is critical, and with the advent of GDPR, it’s become more important than ever for lawyers to educate themselves on best practices when it comes to technology. A few tips for keeping client information secure: 1. Encryptall communications and communication channels. 2. Keep personal and professional accounts ...

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Communication Throughout The Whole Client Journey

Tools For Effective Client Communication

Conclusion