When you suddenly have a job opening in your firm, the first step is to determine how you got there. Your firm is either growing, or someone is leaving. It’s well worth the time to analyze what kicked off that change. 

You should first do an internal audit of what is working well within the firm and, more importantly, what’s not working. Let’s say your firm fired an employee and you’re now hiring their replacement. You should methodically take an in-depth look at the circumstances, asking yourself “How did we get to where we are right now?” 

• Did we hire the wrong person? 
• Did they lack the required skill set? 
• Did they lack the mental aptitude for the role? 
• Did the job description accurately describe what the employee would do on a day-to-day basis? 
• Or did the applicant just not understand what was needed to be successful?

The next key question is “Can this position be successfully performed remotely?” Back-office, non-client-facing positions, such as accounting or IT, can be easily transformed to remote work. But the friendly smile of the receptionist is not easily replaced with just an empty desk and a “Please wait” sign.

Whether or not the position will be remote, a common process should be followed. After the internal audit, you should next review the job description and assess the skills and personality of the person who recently held the job. Was it a fit? Where was it missing the mark?

You’re looking for people who are accountable, responsible, and take ownership for their actions. You’ll want the perfect match to also be client-centric, with a mindset of making them happy.

A further step is to consider where you see this position growing in the future. 

Imagine where you want your legal firm to be in 12 months, 36 months, and 60 months. You would ask “What type of person should I recruit to help us reach our business goals for my firm, from where we are now to where we want to be?”

One goal could be that you are aiming for a higher, more profitable level of clientele. You should then aim for a person with more polish and grace. You want to assess your candidates on multiple attributes. To work successfully at your firm, they would have to possess attention to detail, above-average aptitude and terrific problem-solving skills. Delicate situations will arise and you need people who understand what is the best outcome for the client and how to work toward that outcome.

After you’ve narrowed the field of candidates to one, be certain the new hire understands exactly what the job is about. This may involve them coming to work with your office staff for a day or two to see what a typical workday looks like. 

Like online dating, both sides must be happy. Unlike online dating, the process of hiring in the legal profession can get very costly. You want the job to be great for the candidate, to reduce the odds that they quit after a few weeks. Situations like that can be expensive because the cost of recruiting, hiring, and onboarding a new employee can be as much as $240,000. 

7 Tips to Hiring the Right Legal Assistant, Even if Remote

1. Take your time: Yes, you want to fill that empty chair, but a bad hire can hurt your firm’s profitability. CareerBuilder found that 43 percent of the companies felt rushed to hire, and consequently made bad hires.
   
   
2. Look for a good match for your team: A bad match can crush morale. In one study, 60 percent of hiring managers reported that bad hires didn’t get along with co-workers. To make matters worse, the firms’ productivity plummeted by a third. Remote team members need to have great written communication skills, as they won’t be physically nearby to convey their requests and plans.
   
   
3. Know your needs: Check out the U.S. Labor Department’s O-Net OnLine list of duties—from tasks to tech—for Legal Secretaries and Administrative Assistants. Use this as a starting checklist for your firm’s needs. You could also outline your process to streamline it and so that all firm stakeholders understand the process. It helps to have everything spelled out for everyone involved.
   
   
4. Have clarity around your key concerns: Legal skills tests allow firms to quickly identify the best candidates in essential areas including technology, writing skills (grammar/spelling), and legal terminology, as well as customer and professional service capabilities. You wouldn’t want to hire someone who might misplace a comma—to the tune of five-million dollars! Be 100% sure that the candidates have the specific legal knowledge your firm requires. If you aren’t 100% sure that the candidates have this knowledge, develop a plan about how you will get to 100% certainty.
   
   
5. Be ready with your key questions: Read their resumes and check their references. You want to be prepared, just as you would be ready in a deposition. If you reserve an hour to interview the candidate, take that full amount of time to dive deep into their personality and skill set. Ask powerful, probing interview questions and look beyond any recommendations you’ve received on the candidate’s behalf. If you like the candidate, don’t wait too long to make an offer. Without clarity about the hiring process, you risk tarnishing your firm’s brand. As you evaluate your potential candidate, examine the skills and experiences, and remember to consider their potential—how will their growth add substance to your firm?
   
   
6. Make it easy to apply and set up an interview: These days it’s easier than ever to apply for jobs. With remote hiring the norm, be sure your application process is optimized for mobile use. A Glassdoor study found that 58% of job seekers are looking for work on their phone. Be sure that application is quick and easy, or your candidates may abandon their effort.
   After you’ve narrowed down your list of possible candidates, use an automated scheduling system to book the interviews. Interviewing via video is a great strategy for remote workers, as Forbes reports 60% of hiring managers and recruiters are using such technology. Video interviews will show if the candidate can manage technology, at a minimum level, on their own.
   
   
7. The pandemic has shifted the game in even more ways: Remote work means that the new employee will be spending many more hours working from home than the predecessor. You must be certain your candidate has peak written communication skills, tech skills, and critical thinking skills. This employee will have to be naturally very conscientious—no walking down the hall for the IT person’s help.

Thriving in a remote work environment can be tough, but if you follow this process, you’ll be greatly increasing the probability of success when adding new employees to your team.