What to Do If Your Only Support Staff Quits Without Notice

You are up against a deadline in a crucial case. Your phone lights up. It is your sole support staff member letting you know he is quitting . . . effective immediately. What do you do?

As a solo or small firm lawyer, your support staff plays a vital role in the functioning of your law practice. They handle administrative tasks, manage your schedule, and ensure that you meet your client’s needs. So, what do you do when they leave abruptly?

Staff departures are always challenging. These departures can be particularly daunting and stressful when they are unexpected and happen at an inopportune time. In this article, we will explore seven steps that solos and small firm lawyers can take to mitigate the fallout of an unplanned staff departure and ensure their practice continues to run smoothly.

1. Release the Negative Energy

Rant, rave, rage about how unjust, unprofessional, and unreliable the workforce is. Lament over how frustrating and challenging it can be to run a business. Scream, shout, do whatever the law and professionalism allow you to do to release the negative feelings accompanying a situation like this. Then take a brisk walk or run. Get in a good workout of your choice. Whatever you do, move around. Movement breeds creativity, and you will need a heavy dose of creativity for what is to come.

2. Assess the Situation

You may want to jump into action and start doing things. Resist this urge. Instead, assess your situation and create a triage plan. A little bit of analysis and planning will take you a long way. If your staff member is still available, have him or her write down a list of all pressing matters and daily activities the staffer typically handles. This will give you a starting point as you proceed to step two. If your staff member is unavailable, it is time to go to your practice management software, calendar, email, client lists, etc., and create a list of tasks needed to keep your firm operating and adhere to your ethical responsibilities.

3. Prioritize Tasks

Not all tasks are created equal. In this situation, it is critical to prioritize tasks by assessing their urgency, importance, and required resources to ensure the essential tasks are completed first. Prioritizing tasks is key to managing the workload effectively, especially if you need to minimize the impact of an unexpected departure. One approach to prioritizing tasks is to use the Eisenhower matrix, which categorizes tasks into four quadrants based on their urgency and importance. Tasks that are urgent and important should be completed first, while tasks that are important but not urgent tasks can be scheduled later. Tasks that are urgent but not important can be delegated to other staff members, while tasks that are neither urgent nor important can be put on hold or eliminated. By prioritizing tasks effectively, you can ensure that the most critical tasks are completed on time and that your clients’ needs are met, even in the absence of your support staff member.

4. Seek Help

Delegate. Delegate. Delegate. Now that you have prioritized tasks, it is time to seek help from other sources so that you can maintain a healthy workflow and meet deadlines. If you have other members on your team, you can cross-train them to assist with specific tasks. If you do not have additional staff, do not despair. You are in luck. The pandemic has shifted the way people work. You can now outsource tasks to a growing market for contract and freelance workers. Depending on the task, various platforms allow attorneys to hire contract support for specific projects or periods. These platforms include LAWCLERK, Hire an Esquire, Lawfecta, LevLegal, and numerous other virtual assistant and virtual paralegal companies in the legal industry. You can also leverage non-legal-specific platforms such as Upwork, Freelancer, or Fiverr. These platforms help find individuals with specialized skills or expertise who can complete specific tasks. Bear in mind, it is important to establish clear expectations and communication with any contracted support you bring on to ensure their work aligns with your firm’s standards and objectives.

If you are reading this and getting heartburn, remember, done is better than perfect right now.

5. Stay Positive and Focused

As clichéd as it may seem, it is important to remain positive. Positive thinking is helpful during a crisis for several reasons. First, it provides a sense of hope and resilience, which can be particularly important in difficult situations. Maintaining a positive attitude reduces feelings of helplessness and allows you to focus instead on finding solutions and taking proactive steps toward resolving the issue. Additionally, positive thinking can help to reduce stress and anxiety, which can otherwise exacerbate the impact of the crisis. Positive thinking can provide greater clarity and emotional stability, which will allow you to think more clearly and make better decisions in the face of adversity. Finally, a positive mindset can also help cultivate gratitude and appreciation, even amid difficult circumstances. An attitude of gratitude can provide a source of comfort and strength during challenging times. In short, your mindset matters, and maintaining a positive attitude will benefit you tremendously during this less-than-optimal time.

6. Communicate with Your Clients

It is essential to inform clients about the departure of their former staff member and reassure them that their legal matters will continue to receive the same level of attention and care. Open and transparent communication about any changes to the timeline or workload can help maintain clients’ trust and satisfaction with the firm’s services. Taking the steps above will help you communicate the situation clearly and confidently while assuring clients that the firm will handle their matters with the same level of attention and care. Maintaining ongoing communication with clients throughout the process is essential. It can be done by keeping them updated on any developments, answering their questions, and addressing any concerns they may have. By proactively managing client communication, attorneys can maintain client satisfaction and trust, even during a challenging time.

7. Update Your Procedures

Consider using this experience as an opportunity to update your procedures for handling unexpected staff departures in the future. Take advantage of this valuable experience to design a better practice by reviewing job responsibilities, assessing current processes, and using technology and teamwork. Ask yourself if there are tasks that can be automated with better systems and if you need to update the job description for the departed staff’s role. This is an excellent opportunity to improve your firm’s procedures and minimize the impact of future unexpected staff departures.

Conclusion

Unexpected staff departures can be challenging for solos and small firm lawyers, especially if there is no one else on your internal team that you can cross-train or delegate. These seven steps can help you manage this challenge with less stress. Remember that setbacks are temporary. Strategic planning coupled with your resilience and adaptability will ultimately lead to success.