Office Management System STAFFING

Transcription

1 Office Management System STAFFING

2 Office Management System STAFFING Table Of Contents Chapter One: Introduction To The Staffing Management System 1. Lawyers As Employers I1. Confidentiality Within The Law Practice The Role Of A Staffing Management System Within The Law Practice Chapter Two: The Law Office Staff 1. Traditional Office Support Roles Within Today s Law Office A. Receptionist/Customer Service Manager B. Administrative Assistant C. Legal Assistant/Legal Secretary D. Paralegal E. Office Manager or Human Resources Manager ll. Non-Traditional Support Roles Within Today s Law Office A. Bookkeeper B. Marketer C. Social Media Consultant D. Practice Manager Staffing Job Descriptions Office Companion Forms A. OCF 1: Customer Service Manager Job Description B. OCF 2: Administrative Assistant Job Description C. OCF 3: Legal Assistant Job Description xi

3 D. OCF 4: Paralegal Job Description E. OCF 5: Manager Job Description F. OCF 6: Bookkeeper Job Description G. OCF 7: Marketer Job Description H. OCF 8: Social Media Consultant Job Description I. OCF 9: Practice Manager Job Description Chapter Three: Skills For The Employee 1. The Fundamental Skill Set For Today s Law Office Staff A. Versatility B. Communication C. Time Management D. Organization E. Integrity F. Positive Attitude I1. The Advanced Qualities For Staff In Today s Law Office A. Creativity B. Prioritizing C. Initiative D. Work Ethic E. Adaptability F. Teamwork Evaluations And Assessments A. E & A 1: Balancing the Need for Staff B. E & A 2: Fundamental Office Skills Review for Employees C. E & A 3: Basic Technology Review for Employees ii

4 Chapter Four: Deciding To Hire An Employee 1. Analyzing Your Office Functionality I1. Designing The Job Advertisement A. Firm Information B. Hours C. Salary D. General Content Position-Based Job Advertisement Finding Qualified Candidates For Employment In Today s Marketplace A. Print Media 1. Newspaper 2. Trade Journal 3. Community Newsletters B. Online Media C. Networking D. Job Fairs E. High Schools F. Local Community and Full-Time Colleges G. Temporary Placement Agencies and the Virtual Office V. Evaluations And Assessments And Office Companion Forms A. E & A 4: Office Functionality B. OCF 10: Job Advertisement Firm Information C. OCF 11: Job Advertisement Anonymous Office Text Information D. OCF 12: Job Advertisement Hours E. OCF 13: Job Advertisement Salary Discussion F. OCF 14: Job Advertisement No Salary Discussion G. OCF 15: Job Advertisement General Content H. OCF 16: Sample Customer Service Manager Job Advertisement iii

5 I. OCF 17: Sample Administrative Assistant Job Advertisement J. OCF 18: Sample Legal Assistant Job Advertisement K. OCF 19: Sample Paralegal Job Advertisement L. OCF 20: Sample Manager Job Advertisement M. OCF 21: Sample Bookkeeper Job Advertisement N. OCF 22: Sample Marketer Job Advertisement O. OCF 23: Sample Social Media Consultant Job Advertisement P. OCF 24: Sample Practice Manager Job Advertisement Chapter Five: Interviewing The Employee 1. Interview Preparation A. Establishing Your Ideal Candidate B. Goals for the Interview C. Interview Logistics 1. Confidentiality 2. Location 3. Participants D. Salary Considerations I1. Applicant Submission Review A. Submitted Résumé and Cover Letter Analysis 1. Meeting Advertised Expectations 2. Presentation 3. Qualified General Content 4. Applicant Specific Information B. Elimination of Unqualified Applicants C. Informing Applicants iv

6 Preparing Interview Questions A. General Questions B. Scenario Questions C. Confidentiality Questions D. Position-Based Questions E. Customized Questions Setting The Interview A. Contacting the Applicant B. Pre-Interview Communication V. First Round Interviews A. Role of the Interviewer 1. Introduction 2. Position Overview 3. Selection Process 4. Questions B. Interview Aids C. After the First Interview D. Checks and Tests E. Preparing Second Interview Questions V1. The Second Interview VI1. Selecting Your Employee V Evaluations And Assessments And Office Companion Forms A. E & A 5: Cover Letter and Résumé Analysis B. E & A 6: First Interview Communication Analysis Written C. E & A 7: First Interview Communication Analysis Telephone D. E & A 8: First Interview Analysis E. E & A 9: Second Interview Analysis F. E & A 10: Second Interviews Analyzed Together G. OCF 25: The Ideal Candidate v

7 H. OCF 26: Goal Sheet I. OCF 27: Interview Confidentiality Agreement Applicant J. OCF 28: Interview Confidentiality Agreement Employee K. OCF 29: Sample Language for the Job Advertisement L. OCF 30: Standard Letter Without Interview M. OCF 31: Telephone Script Without Interview N. OCF 32: General Questions O. OCF 33: Scenario Based Questions P. OCF 34: Confidentiality Questions Q. OCF 35: Position-Based Questions First Interview R. OCF 36: Customized Questions S. OCF 37: Telephone Script for Scheduling the First Interview T. OCF 38: Offering the First Interview Written Communication U. OCF 39: Setting the First Interview Written Communication V. OCF 40: Standard Letter After First Interview Written Rejection W. OCF 41: Standard Letter After First Interview Second Interview Offer X. OCF 42: Standard Letter After First Interview Setting Second Interview Y. OCF 43: Telephone Script After First Interview Rejection Z. OCF 44: Telephone Script After First Interview Second Interview Offer AA. OCF 45: Position-Based Questions Customer Service Manager BB. OCF 46: Position-Based Questions Administrative Assistant CC. OCF 47: Position-Based Questions Legal Assistant DD. OCF 48: Position-Based Questions Paralegal EE. OCF 49: Position-Based Questions Manager FF. OCF 50: Position-Based Questions Bookkeeper GG. OCF 51: Position-Based Questions Marketer HH. OCF 52: Position-Based Questions Social Media Consultant II. OCF 53: Position-Based Questions Practice Manager vi

8 Chapter Six: Hiring The Employee 1. Extend The Written Offer I1. Set Up The Employment File A. Personnel File B. I-9 File C. Payroll File D. Medical File E. Emergency Contact File Write The Employment Contract Create Office Space V. Designing Your New Employee Training Plan V1. Staff Meeting VI1. Employment Meeting A. Employment Contract B. Introductory Program Review V Office Companion Forms A. OCF 54: Offer Letter B. OCF 55: Employee At-Will Employment Agreement C. OCF 56: Employee Confidentiality Agreement D. OCF 57: Emergency Contact File Information Acknowledgment E. OCF 58: Employee File Request for Information F. OCF 59: Employee File Receipt of Requested Information G. OCF 60: Employee File Request Tracking Log H. OCF 61: Sample Contract 1 - Part Time I. OCF 62: Sample Contract 2 - Full Time vii

9 Chapter Seven: The Introductory Period 1. Overview Of The Eight-Week Introductory Period I1. Employee Training Schedule Employee Training Materials A. Office Policy and Procedure B. Position-Based Material C. Office Assessment Employee Trainer V. Evaluations And Assessments And Office Companion Forms A. E & A 11: Supervisory Employee Assessment B. E & A 12: Employee Performance Review C. OCF 63: Sample Employee Manual D. OCF 64: Employee Manual Acknowledgment E. OCF 65: Violation of Employee Policy F. OCF 66: Violation of Employee Policy Employee Acknowledgment G. OCF 67: Customer Service Manager Training H. OCF 68: Administrative Assistant Training I. OCF 69: Legal Assistant Training J. OCF 70: Paralegal Training K. OCF 71: Manager Training L. OCF 72: Bookkeeper Training M. OCF 73: Marketer Training N. OCF 74: Social Media Consultant Training O. OCF 75: Practice Manager Training P. OCF 76: Employee Review Acknowledgment viii

10 Chapter Eight: Staffing Success 1. Job Satisfaction I1. Positive Feedback Building Value Career Path V. Team Environment V1. Office Culture VI1. Reward Programs A. Monetary B. Non-Monetary V The Long-Term Employee Chapter Nine: Emerging Staff Problems And Solutions 1. Identifying Workplace Problems I1. Frequent Workplace Problems A. Decline in Work Ethic B. Lack of Accountability C. Poor Time Management D. No Attention to Detail E. Burnout F. Staff Members in Multiple Roles Addressing Performance Problems Performance Solutions ix

11 Chapter Ten: When The Employment Relationship Is Broken 1. Identifying The Wrong Employee A. New Employees B. Long-term Employees 1. Inability to Advance 2. Unanticipated Costs 3. Dissatisfaction I1. Documenting The Employee File Preparing For Termination A. The Role of Performance Reviews B. Overview of the Termination Process Loss Of Employee A. Remaining Team of Staff B. Office Administration C. Employee s Workload D. Client Base and Referral Sources Index Evaluations And Assessments Office Companion Forms x