Small Firm Survival: Designing Workflows with Intention
“Workflows can make or break a small law practice. Here’s how to design intentional systems that keep you focused, efficient, and in control.”
By Molly Gulbrandson, ParaOne Legal Services
When you’re starting a small firm or going solo, you’re wearing every hat. You’re the attorney but you’re also the office manager, biller, marketer, and sometimes IT support. That’s exactly why your workflows matter so much. A well-designed workflow doesn’t just make things easier. It keeps important details from slipping through the cracks when your plate is overflowing.
Here’s where to start:
1. Identify Potential Bottlenecks
Before you pick a single tool or process, look for the choke points in your practice.
How are you tracking tasks and deadlines?
How long does it take to generate standard documents?
Is client communication timely and consistent?
Do billing and accounting tasks pile up until month-end?
Knowing where things slow down helps you design workflows that actually solve the right problems.
2. Choose the Right Tools
You don’t need a massive tech stack. You just need the right tools for your practice.
Research options for:
Practice management (case tracking, calendaring, tasks)
Document storage (secure, organized, searchable)
Billing and accounting (easy invoicing and payment tracking)
Client relationship management (CRM)
Legal research (reliable and efficient).
Start with what you truly need and add as you grow.
3. Leverage Templates and Automation
The fastest way to save time is to stop reinventing the wheel. Use document templates for your most common filings, letters, and contracts. Look for automation features that pull client information into documents, schedule reminders, or send routine status updates without manual effort.
4. Consider Outsourcing
Some tasks are too time-consuming to handle alone and that’s okay. Paralegal work is one of the smartest areas to outsource, especially when you’re building a small firm or running a solo practice. A freelance paralegal can be a great resource. They take ownership of the prep work, the organization, and the follow-through that cases demand, so you can stay focused on the decisions and strategies that move them forward. The key is finding someone who understands your practice and works the way you do. I wrote more about that in my August 1, 2025 blog, The Overlooked Advantage of Building Trust with Freelance Paralegal Support.
Building Workflows That Work for You
Good workflows are like safety nets. They catch the little things before they become big problems. When they’re well designed, they run quietly in the background, letting you focus on the work only you can do. Whether you’re building them yourself or with help from a freelance paralegal, the right workflows will keep your practice moving smoothly, even on the busiest days.