How to Improve Communication Skills in a Law Office Setting

Legal professionals of all kinds can benefit from improved communication.

Good communications are a necessary part of running a successful law office and providing the best service to clients. Legal secretaries, paralegals and associates can improve communication by implementing simple steps in the way they receive and handle assignments.

Instructions

1. Respond promptly to requests, especially when they come from a partner or an associate. Because of their busy schedules, partners may wait until the last second to ask for help. Even if you are too busy to tend to their immediate problem, responding promptly will let them know you're paying attention, If you are interrupted in the middle of a project, a brief, "I'll be there in a moment" or "I can't talk in detail right now" will inform the other person that you're aware of his needs and will address them as soon as possible.

2. Ask questions. Whenever you are unclear about a request or project, ask for details. This is especially important when you receive assignments from senior partners. Most partners, especially in litigation firms, are used to the guideline used in depositions: If you do not ask, it is assumed you know the answer. Asking for clarification in the beginning saves time and money by reducing the need for revision later.

3. Check in regularly. Even if you think an assignment is going well, the person who assigned it may have learned new facts or received a court filing that changes the situation. Checking in also gives you the opportunity to collaborate with your colleagues to develop the best result for the client and demonstrates that you care about the quality of the firm's work.

4. Have drafts examined. Before sending anything to a client or an opposing party, make sure the person who assigned it has looked it over and approved it. On court filings, this step is nearly automatic, as each court filing has to be signed by the attorney of record. But having that attorney look over the document before signing it can save embarrassment and headaches down the road.

5. Remember your English classes. Grammar and spelling should be letter-perfect in each draft you produce, as well as the final version. If you have a question about a point of grammar or the spelling of a word, ask a colleague. Use spell-checking software when you can, but do not rely on it; plenty of words slip through the spell-checker.

References

• The National Law Journal: Communication Skills are Crucial to Succeed
• National Association of Legal Secretaries: Strong Communication Skills Lead to Career Success
• Berkeley Career Center: Skills for Law School

Resources

• Closed Claims Project: Physician Communication Skills Decrease Malpractice Claims