MYTH BUSTING COMMON BELIEFS: Part 12

Like “Taking a real vacation is impossible without the firm imploding”

The end of the year is nigh and for most of us that means schools are closed, Christmas trees are up (for those that celebrate), swimming costumes are dusted off, and bags are packed.

It’s December around the corner and for the majority of the population, no matter which side of the planet you’re on, that means a little time off to spend with the family.

So, the very idea that taking a real vacation is not possible without your law firm imploding only serves to further highlight a common stereotype (even if it’s a misconception) that the legal profession is burdened by a poor work-life balance and toxic work culture.

For a law firm to rely so heavily on one person that their absence threatens its stability indicates deep-seated systemic flaws, not just a demanding workload.

And by now and especially with the use of and implementation of legal tech, should no longer be the case.

Let’s delve into this a little bit more…

Why a vacation can feel so risky for lawyers

1. Dependence on one person – in smaller firms (especially), one of the senior partners, or owner(s) or highest fee earners going on vacation can be devastating. When one person is the sole keeper of vital client information, relationships, and processes, their absence creates an immediate and critical gap that the rest of the team just can’t fill. But should this really be the case? Especially if the firm has implemented legal tech that is accessible by the entire law firm?
2. Culture of overwork – the legal field’s “live-to-work” culture often means that long hours and constant availability are expected, leading to burnout and a hesitation (or fear) to take time off. This pressure is reinforced by billing requirements and client demands. But, we have long since spoken about the importance of mental health – a notion that is being taken seriously by law firms around the globe – and this idea of overwork couldn’t be more wrong. Especially when, once again, supported by legal tech that can (and does) prevent burn out.
3. Stress reveals weaknesses – a partner’s vacation can function as an unplanned stress test (which is a good thing). Issues like communication breakdowns, missed deadlines, or workflow inefficiencies that were previously manageable suddenly become major problems, exposing hidden systemic flaws and these can all be fixed! With the implementation of the correct processes, firms can alleviate these bottlenecks and inefficiencies to come out the other side a high functioning firm that is effective, efficient and at the top of their game.
4. Uncertainty and anxiety – for employees, a partner’s vacation can create anxiety over who is in charge and what might happen while they are away. For the vacationing partner, the stress of a potential disaster can make it impossible to truly disconnect. But these are all “what ifs” and “could be’s”. Nothing is in actual fact set in reality. If a law firm has a crisis management plan in place and proper legal tech to both support the team and put the partners mind at ease none of these “what ifs” should ever come to pass.

Building a more resilient law firm

Taking time off and deliberately testing the firm’s operations is crucial for owners to discover and correct any weaknesses that may be lurking under the surface.

Strategies for senior partners, owner(s) or high fee earners to take a vacation without causing a real or imagined crisis include –

1. Plan ahead – give the firm and clients ample notice of any planned absence.
2. Create a coverage system – designate a specific, trusted team member to handle urgent matters. Inform clients that this person has full authority to act on your behalf.
3. Set clear boundaries – turn on “Out of Office” auto-replies for email and voicemail. Clearly state who to contact for urgent issues and when you will return. These will alleviate both you and your client’s stress. Consider deleting work email from your mobile phone to avoid the temptation to check in. But if you have to, having legal tech that you can access from anywhere on almost any device – like that offered by AJS – will help you stay in touch without having to log in from a desktop or laptop, thereby taking the formality out of the whole procedure.
4. Document and delegate – something we recently “myth busted” – delegation is a very important and valuable tool in your back pocket. In order to delegate effectively, you must firstly, organise your workload well in advance. Then you can delegate specific tasks and provide clear instructions to team members, so they are empowered to act in your absence.
5. Use legal tech to its full advantage – modern legal tech can help automate processes like billing, reporting and case management to ensure continuity while you are away (discussed in greater detail below

But then legal tech enters the fray

Legal tech enables lawyers to take vacations without the firm imploding by using tools for remote access, automated task management, and secure communication, allowing for a reduced on-site presence while still managing urgent matters. Cloud-based practice management software, mobile apps, and automation – all offered by AJS – can help manage workflows, record billable hours, and handle new tasks from anywhere on almost any device, supporting a law firm’s operations while a lawyer is on leave.

The proper implementation of legal tech enables –

1. Remote access – legal tech like that offered by AJS allows for remote access and lets lawyers check in once a day, if necessary, to assess urgent work and maintain contact, all from a mobile device.
2. Automated workflows – workflow and document automation can handle routine tasks, ensuring that the firm continues to function smoothly even when key personnel are happily sitting on a beach somewhere.
3. Task and time management – specific tools offered by AJS such as AJS mobile allows lawyers to quickly assign new tasks to colleagues and record billable hours while on vacation, preventing backlogs and bottlenecks.
4. Secure communication – secure, encrypted communication platforms ensure that urgent messages can be handled efficiently and confidentially without a lawyer having to be physically present in the office. Happily managing their comms while sipping on glühwein on the ski slopes.

How legal tech supports lawyer’s actually going on vacation

Legal tech enables lawyers to take leave – like this December – by –

1. Reducing stress – having the right technology in place means lawyers don’t have to worry about the firm falling apart in their absence.
2. Enabling a proper work-life balance – it’s possible to work remotely, even when on holiday, allowing for a more balanced approach to work and rest.
3. Promoting an overall state of well-being – the ability to truly switch off and take a break can improve mental and physical health, prevent burnout, and increase productivity upon return.

It’s at this point that we think the answer to this conundrum is plain for all to see – the myth about lawyers being unable to go on leave has been BUSTED! Not only because it isn’t true. But also, because it’s unhealthy, unwise and sets an unhealthy precedent for the younger generation of lawyers to follow.

If you would like to read another one of our articles that sets out ways that lawyers can go on holiday, read here.

If you are in need of a service provider who has a proven track record or if you want to find out how to incorporate a new tool into your existing practice management suite – or if you simply want to get started with legal tech – feel free to get in touch with AJS. We have the right combination of systems, resources, and business partnerships to assist you with incorporating supportive legal technology into your practice. Effortlessly.

AJS is always here to help you, wherever and whenever possible!

– Written by Alicia Koch on behalf of AJS

(Sources used and to whom we owe thanks – Teal HQ; LinkedIn; Lexology and Destination CLE’s)