March 2008

LOMAP Is Here for You

by Peter Roberts

“I wish that I had done this 10 years ago!” said Steve. “Just to be able to discuss my practice with someone familiar with many legal practices around the state is so helpful.” Steve’s was a common reaction to the law practice consultations that LOMAP offers to members.

Peter Roberts is the practice management advisor employed by the WSBA to help its members practice more efficiently with improved client satisfaction. Statistics reveal that satisfied clients rarely file a grievance, and Pete notes that members who practice more efficiently frequently report lower stress.

Steve had contacted WSBA’s Law Office Management Assistance Program (LOMAP) for help with some financial concerns and to “take the pulse” of his family law and criminal defense practice in a town in eastern Washington. Steve had seen Pete appear as part of the annual Traveling Seminar that visits many smaller Washington communities. Pete sent Steve a questionnaire that asks about procedures Steve currently uses in his practice. The answers Steve provided gave Pete an understanding of how best to assist Steve when Pete scheduled a convenient date for them to meet. It is important for Pete to visit the member’s office and to see how things are set up. Pete asked if it was okay to meet also with Sally, Steve’s legal assistant, to allow her a chance to express any concerns about how the office was running.

Pete often says that he learns so much from members during these visits. In particular, certain practice areas may require differing procedures. What Pete learns can be communicated to other members in similar practice areas with total confidentiality, of course. Pete’s work is confidential, and the member signs an agreement that certifies the confidentiality of the consulting engagement.1

Pete traveled to Steve’s office (travel time and cost is paid by the WSBA, not by the member) and spent about three hours discussing Steve’s practice and focusing on areas where Steve might change his procedures. Pete met with Sally and learned that she was happy working with Steve, but hoped that Steve might upgrade the office computer system soon. He also reviewed Steve’s family law fee agreement and suggested several changes, and urged him to require a larger advance fee deposit. Steve said that he had a difficult time asking for the money, but knows he has to do so for the sake of his practice.

Pete suggested that 25 to 40 open matters was the usual range that a sole practitioner could handle well without staff support. Since Steve had Sally to assist him, he could perhaps increase that number to 50 open matters, depending on their complexity and activity.

Returning to his office, Pete wrote a memorandum to Steve that included suggestions for improving his practice and asked Steve to contact him in three months with a description of the actions that he and Sally had taken.

Pete prepared a bill to Steve for the time in Steve’s office and the time in Pete’s office on Steve’s behalf.2

Steve called about two months later and reported that he was feeling much better about his practice. The best news was that his clients were paying higher advanced fee deposits, and he and Sally were deciding to upgrade the office computer system.

Steve thanked Pete again and said that he would refer other members to LOMAP whenever he had the opportunity. 

Peter Roberts has 18 years of experience as a legal administrator in law firms in Washington, D.C.; New Hampshire; Boston; and Seattle. Pete has his MBA from The College of William & Mary and a certificate as small business webmaster from the University of Washington. He is a frequent speaker and has consulted with more than 300 WSBA members in Washington, Idaho, and Oregon. Since 2001, Pete has been practice management advisor in the WSBA Law Office Management Assistance Program.

NOTES
 1. Consultations are confidential and there is no contact with the WSBA’s Office of Disciplinary Counsel.
 2. Fees for consultations are based on the length of time that the member’s legal entity has been established: $35 per hour if less than one year; $50 per hour if one to five years; and $85 per hour if over five years.