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  • 7/21/2019 Immigration Law Top 25 Success Tips

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    AILASTOP 25

    PRACTICESUCCESSTIPS OF 2013FROM AILAS PRACTICE AND PROFESSIONALISM CENTER

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    How often do you get a prospective

    client that comes in for a

    consultation only to walk right

    out because she thinks your fees

    are too high? Targeting an extremely

    price-sensitive clientele can be difficult

    as they can be very price conscious,

    and unwavering attorney fees can be

    the deterrent for many of these clients.

    However, lowering rates to meet their

    demands should be considered only in

    exceptional circumstances. One thing to

    understand is that these potential clients

    are focused on the value of the service

    you provide. They may think your fees

    are high, not because they cant afford

    it, but because they dont believe theyre

    getting enough bang for their buck. So

    instead of lowering fees focus on adding

    value to the service you are offering

    them. How can you do this? Offer the

    prospective client a different experience,

    one more meaningful than the lastimmigration office they visited and then

    take it a step further by going beyond

    the scope of the case or assignment and

    extending some services free of charge.

    The first thing many price conscientious

    clients remember is the customer service

    they received while at the office. To create

    a meaningful experience use subtle value

    clues, clients will pay for that. Subtle

    value clues include the friendliness of

    your receptionist, positive encounters

    with other staff members, the cleanliness

    of the law office and most importantly,

    the amount of time they waited to be seen

    by you. Clients appreciate an attorney

    who is on time; it speaks volumes on

    your potential performance. Likewise, an

    attorney late to the initial consultation can

    cause the client to hesitate and question

    the thoroughness and quality of the work.

    Other subtle value clues include making

    the client feel like they are part of the

    team, asking them thoughtfully what they

    want to accomplish or achieve and not

    interrogating them or putting them on the

    defensive. The more positive experience

    you can create, the more likely the clientwill seek your services.

    By informing the prospective client

    about some value-added services you

    offer-for instance letting them know they

    will never be billed for quick responses

    or emails or, perhaps even something

    more substantial, like offering to review

    an item of the clients for free, such as an

    employment letter or a lease agreement-

    will give the prospective client that

    extra bang for their buck. When offering

    value-added services, consider services

    that will be low impact for you, but that

    will be meaningful to the client. Other

    value-added services could include

    holding client educational seminars and

    workshops, providing a free consultation

    on another matter, sending relevant

    information to the client that is unrelated

    to the work you are doing for them, doing

    business with them (i.e. purchasing

    clients products or services), referringthem to other experts or specialists they

    may need, etc. As you start looking

    within your firm, youll realize there may

    be many services you can offer for free,

    but remember, the idea here is make sure

    you are adding meaningful value to both

    yours and the clients bottom line.

    01

    TURN PRICE-CONSCIOUS CONSULTS INTO CLIENTS

    Offer the prospective client a different experience, one moremeaningful than the last immigration office they visited and thentake it a step further by going beyond the scope of the case orassignment and extending some services free of charge.

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    W

    ith over 1 billion users around the world, Facebook can be an immigration lawyers

    marketing dream. Your firm does have a Facebook page, right?

    After building the page, the next step is to build traffic. That happens when you get people

    to Like your firms Facebook page. After that, everything you post to your firms page will

    show up in their Facebook feed. That means potentially hundreds or thousands of marketing

    impressions for your firm. So, what are the best ways to get people to like your Facebook page?

    POST PHOTOS: According to a recent study photos get 53% more likes than the average

    text post. Add photos about news items of interest to your audience. Better yet, take that

    smartphone out of your pocket and take photos of your firm members in action at community

    events, bar functions, or with other community businesspeople and leaders.

    Posts with 80 CHARACTERS OR LESSget 66% more engagement (Likes and comments)

    than longer ones. Need we say more?

    QUESTIONS GET 100% MORE COMMENTS THAN STATEMENTS. Social media

    is meant to engage others in dialogue. Ask questions about immigration law or other

    community issues. Dont be controversial unless you are prepared for it.

    FOCUS ON WHEN YOU POST.According to another study, the best times are around

    11am, 3pm and 8pm daily, with the best day being Wednesday. Cant be at your computer

    then? Try Hootsuite to schedule your posts 24/7.

    More posts do not mean more engagement with your audience. TRY 2 POSTS PER DAY.

    That seems to be the sweet spot for retailers to engage those on Facebook. Of course, be

    sure to test the times and frequencies for your audience. Again, Hootsuite can help with that!

    ENCOURAGE LIKESin your e-mail signature block by adding Like us on Facebook

    hyperlinked to your page. Do the same on your business cards.

    Dont forget to SHAREinteresting posts from others. What goes around, comes around.

    02

    HOW TO GET MORE LIKES FORYOUR LAW FIRM ON FACEBOOK

    1. When reading lengthy pages

    on a website, there is no

    need to scroll down using the

    mouse, just tap the space bar

    to quickly move down a page.

    Hold the Shift key and tap the

    space bar to scroll up.

    2. To check status of any U.S.flight, just enter the airline

    name and flight number into

    Google to quickly find the

    information.

    3. To quickly redial the last

    number called on your

    smartphone, just press the

    Call button on the phone

    screen and the number popsup. Press it again to call.

    4. Tired of the mobile phone

    carrier wasting your time

    telling you how to leave a

    voice mail message? To

    quickly bypass the message

    press the following keypad

    buttons, depending on the

    recipients carrier: VERIZON: *

    AT&T AND T-MOBILE: #

    SPRINT: 1

    03

    A USEFUL QUARTETOF REALLY QUICK

    TECH TIPS

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    As lawyers, wed like to get paid in full in advance from

    each client. That isnt always possible, so here are various

    forms of advance payment that can be used for hourly

    and/or flat-fee engagements. Check your jurisdictions ethics

    rulesbefore you adopt any of the following:

    UP-FRONT RETAINERS: This is the most common typeof retainer. The money is paid up-front by the client, and

    then used by the lawyer as legal services are performed and

    billed. A retainer for the full amount of the services, fees and

    costs (disbursements) is of course the ideal. Often, however,

    the retainer doesnt cover the full cost of the services and

    is not replenished. The end of the matter approaches with a

    substantial account owing. The lawyer may want to withdraw,

    but if it is too close to trial, it may not be possible to do so. If

    this has happened to you too often, consider changing your fee

    agreement to allow one of the following arrangements:

    REPLENISHING RETAINERS:The client pays an initial lump

    sum fee advance, which is billed out for fees and costs on an

    ongoing basis. When it has been exhausted, the client is given

    30 day notice to deposit the same amount again, failing which,

    subject to ethics, the lawyer stops working and withdraws.

    STAGED RETAINERS:Usually used in flat-fee matters, the client

    obligates to pay a set amount for the legal matter, and immediately

    pays a large percentage of it. At various pre-determined points in

    the matter, the client makes additional payments-usually 2-3 more

    payments over the course of the representation.

    SECURITY RETAINERS:The retainer stays in the lawyers

    trust account until the end of the matter, like a tenancy security

    deposit. The client is billed as the work proceeds and must

    pay each bill; if a bill is not paid by the client within 30 days,

    it is paid from the retainer and, subject to ethics, and the

    lawyer withdraws. The amount outstanding when the matter is

    completed is paid from the retainer.

    SPLIT RETAINERS: The retainer is split in two; one half is

    used as a replenishing retainer and the other half as a security

    retainer. After the first half of the fee advance has been spent,

    the client is billed and must pay each bill. Any amount that

    is outstanding when the matter is completed is paid from the

    remaining half of the retainer.

    CREDIT CARDS:By accepting credit card payments from

    clients, you shift the burden of being the clients banker over tothe clients banker. The number of lawyers now accepting credit

    cards has grown dramatically. It costs one to three percent of

    each transaction to accept such payments, but isnt that worth

    the price of not having to collect the fee? Ask your banker or

    check the Internet about opening a Merchant Credit Account.

    Excerpt from Getting Paid: A Primer for Immigration Lawyersby

    Carl Falstrom and Reid Trautz

    04

    GETTING PAID IN ADVANCE FOR THEWORK YOU DO

    http://www.aila.org/content/default.aspx?docid=39387http://www.aila.org/content/default.aspx?docid=39387http://www.aila.org/content/default.aspx?docid=32776http://www.aila.org/content/default.aspx?docid=32776http://www.aila.org/content/default.aspx?docid=39387http://www.aila.org/content/default.aspx?docid=39387
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    With hundreds of thousands of apps, which ones are

    best for immigration lawyers? Which ones help us stayconnected, be productive, deliver client service, manage

    our busy practices and lives, and let us have a little fun at the

    same time? Here are some of our favorites:

    BoxCryptor- At first it might take some getting used to, but adding

    BoxCryptor to your mobile device will add that extra layer of security

    to the confidential client documents continuously being shared on

    your Dropbox, Google Drive or Microsoft Sky Drive programs. This

    app encrypts the information that is being transmitted and requires a

    decryption key (which you choose) so only you and other users thatyou give permission to can open the document. BoxCryptor has an

    analogous desktop version that is compatible with Windows, Mac

    and iOS and can be installed on most devices. (

    )

    1Password- With all the log-ins required to enter in almost

    every website, its no wonder that most people just end up using

    the same username and password for every site. But choosing

    convenience over security only invites hackers to steal valuable

    information, including your bank account numbers. So, if you

    need to remember only one password, then remember yourMaster Password on your 1Password app. This app holds all

    your web usernames and passwords including licenses, credit

    card numbers, software serial numbers, etc. and allows you to

    store data you want to keep secure. (

    )

    PDF Expert- (Readdle, Inc. - PDF Annotation). This PDF viewing

    and annotation tool gets my vote for the easiest to use and most

    functional app in its class. While some PDF annotation apps

    boast more features, those powers are buried behind clunky

    interfaces. Use PDF Expert to make all the typical annotation marks

    (highlighting, underline, strikethrough, sticky notes, freehand notes)

    and those annotations are fully compatible with any modern desktop

    PDF application. PDF Expert can be used to fill in PDF forms as

    well. A simple interface makes file management easy. Access your

    documents from the cloud or mount your iPad as a drive on your

    local network for bulk file transfer. Organize documents in folders

    and even compress multiple files into a zip file for easy emailing for

    the app. Note that PDF Expert for the iPhone is NOT an annotation

    tool, only a viewer. PDF Expert for the iPad is $4.99. ( )

    Juice Defender- This is one of those apps, that you just need (well,

    for Android users), period. If youre tired of always looking around

    for an outlet to charge your constantly dying phone, then install

    Juice Defender. This free app is designed for one thing and one

    thing only- to extend the battery life of your Android device. ( )

    Namerick- Do you find yourself meeting someone new, having a

    great conversation but then cant seem to recall their name to follow

    up after the encounter? Well, theres an app for that too! Namericks

    slogan Become a better leader is based on influential publicfigures such as Abe Lincoln and Bill Clinton, who were known

    for their keen ability to remember names. Namericks technology

    creates memory mnemonics of the person youve just met, it also

    adds context to the person such as where you met them, what they

    looked like and how youre connected. The only thing you need to

    do is remember their name long enough to add it in your iPhone

    Namerick app. ( )

    GateGuru- This free app tells you which food, shops or services are

    available at different concourses at all major airports. If you have alayover, you can use this app while your plane is taxiing to the gate

    to determine what is available near the gate where you are landing

    and near the gate where you will take off so that you can be efficient

    and choose the best place to eat, shop, etc. It even includes users

    reviews and pictures. (

    )

    Whatsapp Messenger- The one great thing about having a

    Blackberry was that you could communicate with all other Blackberry

    users, through BBMno matter where they were in the worldor

    free. Enter WhatsApp Messenger. WhatsApp is a cross-platformsmartphone app that uses either data allowance or a wifi-network

    and lets users send messages and pictures to each other for free, no

    matter where they are in the world. While most people have heard

    and/or have purchased it, the value WhatsApp has that regular text

    messages dont is that this app is available in every platform, you can

    easily communicate with other users (in this case clients) that are in

    different countries and finallymy favorite reasonyou can check

    if the person you sent the message to has actually received and seen

    your message (in a non-stalkerish way of course). (

    )

    05

    THERES AN APP FOR THAT

    = Available through iTunes

    = Available through Google Play

    https://www.boxcryptor.com/https://agilebits.com/onepasswordhttps://itunes.apple.com/us/app/pdf-expert-fill-forms-annotate/id393316844?mt=8https://play.google.com/store/apps/details?id=com.latedroid.juicedefender&hl=enhttp://namerick.com/http://www.gateguruapp.com/http://www.whatsapp.com/http://www.whatsapp.com/http://www.gateguruapp.com/http://namerick.com/https://play.google.com/store/apps/details?id=com.latedroid.juicedefender&hl=enhttps://itunes.apple.com/us/app/pdf-expert-fill-forms-annotate/id393316844?mt=8https://agilebits.com/onepasswordhttps://www.boxcryptor.com/
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    M

    icrosoft Word is an integral part of our lives, so why not make our experience in

    using this program more efficient and easier? In this practice success tip, learn

    some simple and easy-to-use techniques that will help you work faster and bemore productive.

    SPLIT VIEWING:Splitting a document, especially a really long document, into two

    separate panes can increase productivity. What this means is that you can work on

    two different parts of a document simultaneously without constantly scrolling up and

    down through the document. The split reading pane splits the window horizontally

    into two panes, and then allows you to control each pane separately. To split your

    reading pane select the View tab on the Toolbar and click on Split in the Window

    section. A horizontal bar will appear that you can then drag anywhere on the screen.

    To return to a single pane, click on Remove Spilt under the View Tab.

    DELETING THE BORDER LINE: Everyone has done it before-entered a series of

    hyphens on a document only for Word to automatically convert it into a line that runs

    across the page. To remove this unexpected line all you have to do is place the curser

    above the line and then click on the border icon (its the box with a four by four grid)

    under the Home tab. Click the drop down menu and choose No Border. The line will

    disappear. If you decide that you never want to see this line again, then go to FILE>

    OPTIONS> PROOFING> AUTOCORRECT OPTIONSand then select AutoFormat as You

    Type, under the second section, Apply as you type, uncheck the box for Border Lines.

    FIND AND REPLACE: Fixing redundant mistakes throughout a document is easy

    with the find and replace feature on Word, whether it is replacing regular dashes (-)

    with m-dashes (), fixing a misspelled clients name or changing a lowercased

    word into an uppercased word. You can even replace all those double spaces after a

    sentence into a single space. Heres how to do it: Click on both the Ctrl and H keys.

    The Find and Replace box will appear. In the Find what section, enter in two spaces

    with the space bar. In the Replace with section enter in one space with the space bar.

    Hit Replace All and there you have it, all the double spaces in your document are

    now all singles spaces.

    06

    THREE TIPS TO ENHANCE PRODUCTIVITYUSING MICROSOFT WORD 2010

    When is the last time you took a hard look at your

    client form letters that are sent out every day?

    Odds are youve skimmed over each one before

    signing and sending it out, however have you really

    read it? If you have been using the same form letters

    for years, its time for an update! Rejuvenate those stuffy

    formal correspondences with simple, unfussy language

    that expresses the same message but in an affable and

    professional tone. Here are some pointers to start with:

    UN-FORMALIZE THE SALUTATION.Instead of

    beginning with Dear Mr. or Mrs. Last Name which

    adds and air of formality to the reader right from the

    start, consider just Dear First Name. If youre already

    addressing your client by their first name when

    speaking to them, then why not also address them

    by their first name when writing to them? This slight

    change can have an effect, not only to the client

    but also to you. It establishes a fluid, comfortable

    relationship instead of a decorous association.

    USE PLURAL PERSONAL PRONOUNS.

    Drop the I, me, my and in its place try we, our,

    us. Whether directly or indirectly each member of

    your firm plays a role in each clients case. So let

    your clients know. Using plural pronouns draws

    the reader in; it also signifies that you are not the

    only person working on the case and that it is a

    collective team effort. This can also be a morale

    booster for staff members who are directly workingon the case to know that their involvement in the

    matter is being recognized from the onset.

    STAY AWAY FROM UNNECESSARY LEGAL

    JARGON AND ACRONYMS.Jargon may seem

    like a shortcut, but when youre writing to clients

    who are unaware of the specialized terms, jargon

    will cause a communication barrier.

    07

    YES, ITS TIME TOREJUVENATE YOUR WELL-

    WORN FORM LETTERS!

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    (from previous page)

    While these terms are great for conversations

    with other immigration attorneys or people in the

    field, touting big words or acronyms to a new

    client will only prove to be inconsiderate and

    may confuse or upset the client for not knowing

    what is being communicated to them. Consider

    how you feel when you visit the doctor to find

    out whats wrong. You want the doctor to clearly

    share with you what is going on, not spurt out abunch of medical terms that youll have to Google

    later on. Youll be far more likely to make a

    stronger connection with the client if you can find

    a way to communicate with words the reader can

    actually understand.

    USE ACTION WORDS.Get to the point in your

    correspondence. Using action words will help

    fight the urge to compose those long drawn-out

    sentences and paragraphs. This pointer will takesome time- you not only have to break your habit

    of writing the same redundant messages, but also

    have to perfect the use of strong action words that

    gets the point across and has the reader engaged.

    SIGNING-OFF.Now that your form letter is

    completely revitalized, how are you going to

    sign-off? Keep current with your salutation

    choice- closings such as Very truly yours,

    Regards, Yours respectfully, and Cordially yours

    are outdated, traditional expressions that have

    been carried on from the past. Try to keep these

    to a minimum so you dont appear behind the

    times. Similarly, trendy words such as Cheers

    should also be sent with caution. You cant go

    wrong with Sincerely, Best, Best regards or Kind

    regards-these salutations are pleasant, courteous

    yet also business professional.

    07

    YES, ITS TIME TOREJUVENATE YOUR WELL-

    WORN FORM LETTERS!

    Many of us rely on Microsoft Outlook not only to handle our daily dose

    of emails, but to keep track of our meetings and appointments, store

    contact information of colleagues and clients, organize our tasks and

    assignments, and to store the many notes (typed) to ourselves. With all this

    functionality in one program, wouldnt it be nice to know just a few helpfulshortcuts to maneuver quickly within Outlook?

    Heres a list of several useful keyboard shortcuts to help you complete common

    tasks faster and work more efficiently without ever reaching for your mouse:

    CTRL+2Switch to Calendar

    CTRL+SHIFT+Mto create a new message

    CTRL+ENTERto send a message

    CTRL+SHIFT+Ito jump to the Inbox

    CTRL+SHIFT+Bto jump to the address book CTRL+3to Switch to Contacts

    CTRL+SHIFT+Kto create a new task

    CTRL+4to switch to tasks

    CTRL+SHIFT+Nto create a new note

    CTRL+5to switch to Notes

    CTRL+Yto move around to a different folder

    CTRL+Dto delete an item

    F3or CTRL+Eto go to the Search Box

    08

    TIMESAVING SHORTCUTS TO MANEUVERQUICKLY WITHIN OUTLOOK

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    09

    HOW TO REDUCE STRESSAND IMPROVE CASH FLOW

    This tip is provided by an AILA member whobased on the

    guidance and advice from the Practice & Professionalism

    Centerdeveloped practical and strategic approaches

    for accepting new clients and maintaining an efficient work

    environment. She practices in a small Midwest City. Here are

    some useful pointers this AILA solo practitioner has employed:

    NEVER WORK WITHOUT GETTING PAID.I am no longer

    inundated with mountains of case work for clients who have

    gotten behind on payment plans, I have far less problem

    clients, I never work without being paid, and can give red

    carpet service. You counseled me to increase my fees and to

    get my money up front. It has worked like a charm.

    DEVELOP A STRATEGY FOR NEW CALL-INS.My

    assistant keeps on her desktop a list of points to cover while

    scheduling all appointments. Very soon after saying she will

    be glad to schedule a consultation, she lets them know there

    is a $X consultation fee. She then says if thats agreeable, she

    can make the appointment now, or would they like to call back.

    (This gives them an out if they dont want to pay to see me,

    otherwise, the tendency is to schedule and then not show.)

    CREATE A HOW-TO MANUAL FOR NEW

    INEXPERIENCED ASSISTANTS. Precise, minutely detailed

    instructions for everything from opening the office to operating

    all the equipment, doing intakes, internal procedures for

    handling client payments to preparing submissions to CIS, the

    way I want them done. Also, since the variety of our work can be

    overwhelming to a new assistant in trying to understand how it

    all fits, I have regular training sessions and talks with her.

    IDENTIFY YOUR CLIENT BASE.I recently drafted [a

    one-page] Birdseye view of what we do - our work is client-

    based, and all our clients fall into 3 large generally-described

    groups. Thus, the types of work we do will fall into 1 of those

    3 large groups. This has really helped my assistant not feel so

    lost in a sea of terminology and processes.

    NEVER STOP LEARNING OR IMPROVING!

    10

    SIX QUESTIONS TO CONSIDERWHEN SEARCHING FOR A NEW HIRE

    With each job posting or announcement you put out for

    your firm, there is often a flood of eager applicants

    vying for the shiny new position. Before you begin the

    hunt for a new employee, put a system in place that reduces the

    uncertainty and helps you find the individual that is the right fit

    for your firm.

    It seems like common sense to hire the candidate with the most

    relevant work experience or the best educational background;

    however, will that person really fill your needs? Attracting the

    right applicants begins first with identifying your firms needs. So

    before you announce the vacancy, consider these questions:

    Is the opening because an employee has left the firm or is this

    a new position? (If you are replacing an existing employee,

    then assess your previous employees job skills, consider what

    you liked, what you didnt like, and what changes, if any, you

    want addressed in the new hire.)

    In what ways would you want the new employee to advance the

    firms goals and objectives?

    Are you looking for a leadership role or strong supportpersonnel?

    Does the position require solid legal knowledge, reliable

    administrative skills, a pleasant attitude, good bilingual skills,

    or another prominent skill?

    Is your firm financially secure to accommodate the new hire

    for years to come or would a temp, law clerk or fellowship

    opportunity address the firms short-term goals?

    Would hiring a newly graduated lawyer be a better risk than

    hiring a higher paid paralegal with experience?

    A good way to document these issues is to create (or revise) a

    job description for this position before you post it. Recognizing

    and addressing your needs early on will not only help structure

    a well-rounded and descriptive job posting to attract potential

    applicants but it will also help weed through the pool of resumes

    and help you distinguish between the top five or so qualified (and

    sometimes over-qualified) candidates during interviews.

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    12

    DEVISE, MONITOR AND ENFORCE AN INTERNET USAGE POLICY

    Nothing is so great a time-waster as the Internet. Make sure your employees are given specific instructions about what they may and

    may not do, including instant messages and chat rooms. Do you want them streaming audio and video and sucking your bandwidth?

    Probably not, so tell them. Incidental personal use of e-mail is usually granted, but do not assume that the policy will solve your

    problems. Most firms today are monitoring, at least to some extent, their employees usage of the network. You dont have to be Big Brother,

    but you do need to keep control of the very seductive Internet!

    11

    IS CLIENTCOMMUNICATION AND

    INFORMATION SAFEVIA YOUR GMAIL

    ACCOUNT?

    any solo and small firm attorneys

    who are starting out or launchinga new immigration practice defer

    to Google for the essentials in creating a

    manageable practice. And why shouldnt

    they? Google offers Gmail, Google

    Voice, Calendar, Drive and many other

    programs which help transform any

    solo or small firm start-up into a fully

    functioning business. With all of these

    great resources, many of them free,

    also comes the uncertainty of privacy.

    The question arises of what a prudent

    immigration attorney should do to

    ethically protect the privacy of attorney-

    client communication.

    Here are a few suggestions to get you

    started:

    Trade the @gmail.com or the free personalized Gmail account to a paid subscription that

    guarantees your right of confidentiality. Upgrading to even a $5 monthly subscription (for

    each user) with Google Apps for Businessprovides added security to privacy. The Google

    Apps for Business Online Agreementincludes a provision for confidential information

    which states that it will (a) protect the other partys Confidential Information with the same

    standard of care it uses to protect its own Confidential Information; and (b) not disclose

    the Confidential Information, except to Affiliates, employees and agents who need to know

    it and who have agreed in writing to keep it confidential. If using or considering other

    webmail providers such as Yahoo, Hotmail, Outlook.com, Zoho, etc., it is necessary to

    review their Terms of Service. Search to see if their TOS identifies the possibility of them ora third-party scanning and monitoring email communications.

    If an added subscription fee is not in the budget for this year, then another way to protect

    email communications with clients is by including disclaimers which clearly identify

    privileged communications. Including a disclaimer at the beginning (the ideal placement)

    or at the end of an email which states that the message is only intended for the addressee,

    and if opened by someone else by mistake, then that individual is bound by confidentiality.

    If the unintended receiver violates this confidentiality, then they could be liable. Some

    believe that this disclosure does not fully protect the client or lawyer; however it does

    provide a layer of safety.

    While we have all gotten used to the efficiency and effectiveness of emailing, sometimes,

    however, the best way to secure and ensure privacy is through the old-fashioned way: a

    face-to-face meeting, a phone call, or a hard copy letter to the client. This does not mean

    that email communication needs to be abandoned, but that these forms of communication

    should be used to assure greater security when sharing privileged information, giving

    advice to a client, or preparing for litigation.

    M

    http://www.google.com/intx/en/enterprise/apps/business/http://www.google.com/apps/intl/en/terms/premier_terms.htmlhttp://www.google.com/apps/intl/en/terms/premier_terms.htmlhttp://www.google.com/intx/en/enterprise/apps/business/
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    For many of us lunch

    seems like a dreaded

    chore that needs to be

    completed as quickly as

    possible. Theres no time to

    try out the latest food truck

    craze, the new restaurant

    that just opened up or even

    venture past the corner of the

    office. Its enough that time is

    being wasted just grabbing

    something from the nearest

    sandwich shop to bring back

    to your desk. But is it really?

    What are you running back

    to the office forto check

    email, work on a pleading, do

    billing? All those tasks can

    wait for one hour. Rationalizing

    excuses for skipping lunch or

    constantly eating at your desk

    are only going to harm you. Its

    true, you are busy, but taking a

    proper lunch break can actually

    be good for productivity and

    for your health.

    Theres even research that

    supports the importance of

    getting out of your seat. A

    2008 study by Australian

    researchers found that people

    who broke up their sedentary

    time with movement had a

    healthier waist circumference,

    body mass index (BMI) and

    triglycerides than people

    who didnt take breaks during

    long periods of sitting.

    Another study led by the

    University of South Carolina

    concluded that sedentary

    behaviors were significant

    predictors in cardiovascular

    disease mortality. This data,

    disheartening yet eye-opening,

    proves how important taking

    a proper lunch break isnot

    only to your current well-being

    but also to your future physical

    health.

    This is the one-hour you get

    for yourself each workday,

    so make the most of it. Make

    plans with colleagues to visit

    a new eatery, meet with a

    friend for lunch in the park, or

    go for a quick jog around the

    neighborhood. Whatever you

    decide to do, just make sure

    you do somethingimpose a

    time when youre going to take

    lunch and do it. Youll find that

    when you do have a scheduled

    time, you will use the time

    in the office more wisely and

    come back feeling refreshed

    and energized.

    14

    SENT FROM MYSMARTPHONE: THINKBEFORE YOU SEND

    H

    ave you ever received an e-mail

    from a colleague or client that was

    so brief and abrupt, that you said

    to yourself, whats gotten into them?

    or that was a bit rude? How often on

    those same e-mails does the last line in

    the e-mail read sent from my iPhone or

    something to that effect? As many have

    realized, it can be quite challenging to

    write a well-thought out work e-mail on

    a screen 1/10th the size of your desktop

    monitorwhere the keys are so tiny that

    your fingers end up tapping the wrong

    letters causing the phones smartness

    to choose the wrong word. All this

    mixed with the fact that you are likely

    multitasking while writing the e-mail will

    probably lead to a message that might

    read a bit clumsy or sound substandard to

    the recipient.

    So how can you solve this dilemma?

    The truth is you probably cant. This is

    just one of the downsides to our ever-

    increasing need for around the clock

    access to one another. Nevertheless, a

    sense of awareness and personal control

    can lessen the thoughtlessness perceived

    in an e-mail. Always remember, if its not

    exceedingly urgent then you dont have to

    respond right away. If youre in the middle

    of something... finish it! Dont tune out of

    a childs football game, a work meeting,

    dinner with friends, etc. just to respond to

    an e-mail. Not only is this rude to those

    you are with, but your message may not

    come across as anticipated because you

    are distracted. Once you do have time to

    respond, think about what you want to say

    and how you want to say it before you type

    it out. If you are sending out a long e-mail

    on your smartphone, read it over a couple

    of times for typos, grammar mishaps and

    any short language, make sure you are

    formulating complete sentences and your

    thoughts are being properly conveyed.

    The last thing you want is something that

    is well intended to be taken the wrong way.

    If the response is not pressing, then wait

    until you get to your computer to compose

    and send the e-mail.

    13

    TAKE BACK YOUR LUNCH HOUR

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    15

    THE SECRET VALUE OF TRACKING TIMEIN A LAW PRACTICE

    Lets face it, immigration lawyers hate to track their time. In most firms across this

    country, lawyers avoid recording their time spent devoted to serving their clients

    and running their practice. Most of these lawyers view it as a complete waste of time

    because they charge flat fees, not hourly ones. But is it really a waste of precious time?

    Here are just a few reasons why tracking time might actually be worth your time:

    Tracking billable time for lawyers will show you which types of immigration cases are

    your most profitable.

    Tracking billable and non-billable time will help you see where you are spending the

    most time in the dayclient matters, marketing, admin, etc.and where you may

    need the most help in accomplishing your work.

    Tracking paralegal time can help you see how much time each client matter is taking,

    and which paralegal is the most productive. This will help you direct new cases to the

    right paralegal in your office. It can also help when reviewing paralegal compensation.

    Because human capital is often the biggest expense of doing business, tracking timefor all functions in a client matter will help you see if you need to adjust your fees in

    those matters. You may be surprised how much time a case really takes!

    Tracking time can help avoid nasty fights with clients who want a partial refund of

    their flat fee before all of your work is completed. Showing them a listing of time spent

    on their behalf will often diffuse any dispute.

    Start with a 60-day trial. Create a simple time entry form or use the time tracking

    function in your case management or practice management software. Track time devoted

    to each client matter you touch throughout the day. Include the client name, date of

    service, and a brief description of what was done in each matter. Require everyone inthe office to complete the form and submit it to you every day before they leave for the

    day. After a week, start compiling the numbers (i.e. time spent talking to clients on the

    phone, amount of time it takes your paralegal to complete an assignment, etc.). After a

    month, start to note the trends (i.e. are you spending more time going back and forth

    with difficult clients then actually working on their cases, is one paralegal working more

    efficiently than the others, etc.). And, after two months make strategic decisions about

    your people, practice, and fees based on the real results of this time tracking experience.

    Feel free to continue tracking time after 60 days. Youll be amazed at what you find!

    16

    KEEP A STASH OF YOURBUSINESS CARDS AT

    HAND!

    Marketing doesnt always have to be

    overt or boisterous, sometimes

    subtle, unassuming approaches,

    such as sharing your business card, can

    be just as effective. Your business card is

    not just a small part of your professional

    profile; it is an extension of your

    professional image. So get your business

    card out there!

    The best way to share your business card

    is to ask for a card. The next time you

    introduce yourself to the person sitting next

    to you in a CLE session or during a happy

    hour event, feel free to ask them for a card.

    The proper etiquette is for them to ask for

    your card in return. Dont just shove it in

    your pocket and forget about it, instead

    take a moment to look it over. Not doing so

    will suggest a lack of interest in the person

    you are getting to know. As youre reading

    their business card, consider saying their

    name aloud. This will not only demonstrate

    respect of the individual, but will also

    help you remember their name for future

    reference. In addition, commenting on their

    card (i.e. design scheme, layout, title, office

    location, etc.) will encourage conversation

    and enhance your encounter. As soon as

    practicable, make notes on the back about

    the person and where you met. Enter their

    name in your contact manager, and send

    them a brief email or connect on LinkedIn.

    You never know when that connection will

    come in handy!

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    17

    HOW TO HANDLEA DIFFICULT NAME

    Rather than risk

    an embarrassing first

    impression for both

    of you, when you meet a

    potential new client with a

    difficult name to pronounce,

    say Let me see if I can say

    your name correctly or

    May I ask for the correct

    pronunciation of your name?

    If youre still having a difficult

    time pronouncing challenging

    names, try names.voa.gov/,

    a name pronunciation guide

    from Voice of America.

    18

    DO YOU REALLY KNOWWHAT YOUR CLIENTSTHINK ABOUT YOU?

    While some clients may express their

    sincere gratitude and others mayvocalize their utter dissatisfaction,

    many clients just dont communicate the

    specifics of whether they were happy or

    not with the firms services. They simply

    disappear into the back with the rest of your

    closed files. And, you may never know what

    they really thought about you and your firm.

    Asking them in person at the conclusion

    of their case is sometimes not enoughbecause the client may be hesitant to

    share an honest and thoughtful answer. An

    alternative is to include client surveys as part

    of your closing file regimen. This can be an

    extremely important exercise in identifying

    client satisfaction and building a stronger

    customer foundation.

    ASKING THE RIGHT QUESTIONS

    Tailoring the survey to your client base and

    asking the right questions will help you get the

    most out of your responses. Here are some

    suggestions to ensure meaningful feedback:

    FOCUS ON CLIENT LOYALTY

    RATHER THAN CLIENT

    SATISFACTION.Its good to have a client

    that is satisfied with the outcome of their

    case, but it doesnt mean they will come

    back to you for a future case or recommend

    you to a friend or family member. Instead

    of asking a client to rate their satisfaction

    with your firm, ask them to rate your firms

    client service. Client service goes beyond

    the legal work you completed, and includes

    the pleasantness of your receptionist, the

    assistance from your paralegal and theoverall professionalism of your law office.

    EVADE COACHING OR LEADING

    THE RESPONDENT.It is important to

    word your survey in a neutral manner,

    free of any bias. Leading the respondent

    in any direction will distort the answers

    and diminish the entire survey process.

    Make it clear that you are not just looking

    for positive feedback but value different

    viewpoints and opinions- those viewpoints

    and opinions can help you enhance your

    immigration practice.

    BE SIMPLE AND CLEAR.While

    you may be well-versed in immigration

    terminology and legal jargon, remember

    the majority of your clients speak

    English as a second language. Make

    your questions clear and concise and

    use simple, clutter-free terms to avoid

    confusion and misunderstanding. Also, be

    sure to make your questions specific and

    focused. Dont ask overloaded questions

    which can cause the respondent to skip the

    question all together.

    INCLUDE OPEN-ENDED QUESTIONS.

    Open ended questions can be of great use

    and it is important to include at least one or

    two in your survey. Some clients have a lot

    more to say than just checking off a box. By

    including open-ended questions with less

    structure, you are able to gain better insight

    on issues important to the client.

    KEEP IT SHORT.Short surveys are

    better surveys. They not only ensure a

    high response rate, but also a high quality

    response rate. A low response rate from

    your client base can generate inaccurate

    results as it is focused on a small pool

    of clients. In addition, the quality and

    reliability of the data can suffer on a longer

    survey because participants will likely

    spend less time on each question. Limit

    the survey to the 5-7 questions that matter

    to you most.

    The PPC has a sample Client Service

    Questionnairefor you to use and tailor to

    your practice.

    One of the most convenient and accessible

    ways of conducting a (confidential) survey

    is via email. You can attach your own

    client survey or simply create one online.

    SurveyMonkeyand Zoomerangare great,

    free survey tools. You can create customized

    surveys, email them to clients, and/or post

    them to your firm website. In addition you can

    track your results and analyze the answers.

    http://names.voa.gov/http://www.aila.org/content/default.aspx?docid=20752http://www.aila.org/content/default.aspx?docid=20752http://www.surveymonkey.com/http://www.zoomerang.com/http://www.zoomerang.com/http://www.surveymonkey.com/http://www.aila.org/content/default.aspx?docid=20752http://www.aila.org/content/default.aspx?docid=20752http://names.voa.gov/
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    19

    SELECTING GOOD

    CLIENTS

    One of the best and most effective

    ways of ensuring that an attorney

    will be profitable in his or her

    immigration practice is by reducing

    the number of potential collection

    problems from the onset of a case.

    This is done by selecting good

    clients that are able to pay for the fees,

    and who understand the value of the

    attorneys services. This begins withthe initial consultation.

    Although many lawyers are tempted

    to offer a free initial consultation,

    this does not allow for the attorney

    to determine the clients level of

    commitment or the clients willingness

    and ability to pay. Frequently, there

    is a perception amongst the general

    public that you get what you pay for.Therefore, if an attorney charges for an

    initial consult fee or has higher rates,

    the opinion of some may be that the

    attorney will provide better service

    than an attorney that has lower rates

    and charges no initial consult fee. By

    charging an initial consultation fee,

    even if the fee is reduced, the lawyer

    will weed out clients that may not

    be willing to pay for legal services.Clients come to the office already

    invested in the case, and committed

    to the attorney assigned to the case, if

    they are required to pay for the fee for

    the attorneys time.

    This tip is from the articleDiversifying

    Your Practice and Increasing Law Firm

    Profitability.

    20

    MANAGEMENT BY WANDERING AROUND

    MBWA is an informal management technique made famous by Jack Welch ofGE and Tom Peters of In Search of Excellencefame. Take a few minutes each

    day to wander through your department, practice group, or firm and ask one or

    two of your legal assistants, paralegals, attorneys, or others, several of the following

    open-ended feedback questions:

    What made you mad today?

    What could we do to improve next time?

    What made you proud today?

    What took too long?

    What could I do better next time? Which client was the most satisfied today, and why?

    It keeps you in touch with your frontline team, and helps surface small problems

    before they turn into big problems.

    21

    DEVOTE SOMEEXTRA TIME

    When potential clients call your

    office for the first time, they may

    have already spoken with other

    lawyers about their cases and may be

    calling to evaluate your firm. Spending

    just a little extra time on the phone with

    these individuals to explore their legal

    issues and demonstrate your expertise

    can be an excellent marketing tool,

    particularly when business is a bit slow

    and you have the extra time to spend.

    You should be careful not to overdo this

    and devalue your time and not to provide

    legal advice without fully exploring the

    facts and issues, but you will be surprised

    at how people react when you give them

    just a little extra attention. Potential clients

    are more willing to retain a lawyer who

    they feel will communicate with them

    about their cases or to recommend such

    a lawyer to their networks of family and

    friends.

    http://www.aila.org/content/default.aspx?docid=32952http://www.aila.org/content/default.aspx?docid=32952http://www.aila.org/content/default.aspx?docid=32952http://www.aila.org/content/default.aspx?docid=32952http://www.aila.org/content/default.aspx?docid=32952http://www.aila.org/content/default.aspx?docid=32952
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    22

    CREATING A FIRM PAGE ON LINKEDIN

    In addition to your own individual profile, did you know you cancreate a Company Page for your law firm or organization? Having a

    firm page on LinkedInallows you to provide firm-wide information,

    not specific to any individual. You can expand your client base and

    demonstrate your firms expertise through the use of Company Pages

    and Company Updates.

    HERES HOW TO GET STARTED:

    Once youre signed-in to your individual LinkedIn account, click

    on the INTERESTSmenu in the top navigation bar and select

    COMPANIES.

    On the top right-hand side, select the blue ADD A COMPANY. You

    can now start building your companys page. (Note: You can only

    create a Company Page if you have an email address with a distinct

    domain name, i.e. [email protected].)

    Once your email address has been confirmed by LinkedIn, you can

    then start to add information to your page.

    Your Company page is made up of four sectionsHome,

    Career, Products and Services, and Insights. The Home page

    includes your profile photo and firm description, updates

    you or others (who have permission) have posted, the Firms

    connections, and any featured Groups. The Careers section

    is available only if you have a paid subscription. This section

    allows you to post job openings within your firm and include

    employee testimonials. The Insights section includes former

    employees and a list of other Company pages viewed by

    others who have also visited your Companys page. Lastly,

    the Products and Services page allows you a place to include

    your firms services and practice areas in more detail. You can

    include individual links to specific pages on the firms website,

    clips of YouTube videos that the firm has produced, and include

    images to various services the firm offers.

    A key feature for the Company page is that you are able to include

    disclaimers in any designated section, if you determine one is

    needed.

    This tip is adapted from LinkedIn in One Hour for Lawyers, Second

    Edition, published by the ABA.

    23

    NETWORKING IN NEWNETWORKS

    The value from attending a conference

    or a networking event isnt just

    based on the information you take

    in, it is also based on the opportunities;

    opportunities to engage in high energy

    discussions and candid peer to peer

    learning; opportunities to capitalize on thegroups collective intelligence and your own

    renewed enthusiasm. And, the opportunity

    to turn a brief encounter into a lasting

    professional relationship.

    Maximize these opportunities by preparing

    before the event. Here are some quick and

    simple tips for the next time you find yourself

    attending a seminar or meeting new people:

    DRESS APPROPRIATELYThe first

    judgment that someone makes is goingto be based on how you look and what

    you are wearing. It is always important to

    know the dress culture and to make it a

    point to dress appropriately for the event

    or occasion.

    SMILEBy smiling you will put yourself

    at ease and exude warmth and affability.

    ASK SIMPLE QUESTIONS TO GET

    THE CONVERSATION FLOWING

    Dont wait for someone to approach you.Simple questions like May I join you or

    What brings you to this event? will get

    the conversation started.

    LEAVE YOUR SALES PITCH AT

    HOMEA personalized interaction that

    reflects trust and willingness to listen will

    go a long way in building a relationship. If

    you do feel inclined to promote your firm,

    do so in a natural and subtle manner.

    SHARE YOUR PASSIONBygenuinely expressing passion and

    interest in the work that you do, you will

    spark the attention of your listeners and

    encourage them to want to learn more.

    BE A CONVERSATIONALISTDont

    make every encounter into a formal Q&A,

    but instead, look people in the eye and

    really listen to what they have to say.

    Make yourself flexible by finding topics

    that are easy to discuss and adjustingyour communication to the person you

    are speaking to.

    BRING A SNACKYes, this does

    sound silly. But, after sitting through

    long sessions, bellies will start rumbling,

    including yours. So instead of patiently

    waiting for the lunch break, carry a snack

    and share it with others. They will

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    appreciate your thoughtfulness and the

    free snack. Just make sure its not messy

    or sticky. Try trail mix, bananas, almonds,

    or even chocolate (those with low blood

    sugar will be grateful for the pick-me up).

    REMEMBER TO FOLLOW-UPIfyou have had a positive encounter,

    make sure you get that persons contact

    information. When exchanging numerous

    business cards, consider jotting on the

    back of each card the date and event of

    the meeting, and a fact about the person

    you spoke with. When subsequentlyinitiating communication, your notes

    will help you recall the meeting and

    personalize each follow-up.

    A first impression happens only once, your

    language, your approach and what you

    choose to highlight, if done correctly, mayachieve your goal of a second encounter.

    24

    NAVIGATINGBETWEENDIFFERENTWINDOWS

    Mastering a few simple

    key strokes can greatly

    increase your productivity.

    One common keyboard trick

    that many forget, or simply just

    dont know about is navigating

    between open programs on

    Microsoft Windows. If you find

    yourself having too many openor minimized windows and dont

    know which application is which,

    then try this quick two finger key

    stroke:

    With your left thumb, hold down

    the Alt key and with your left

    middle finger hold down the Tab

    key. A box will appear in the middle

    of your screen with the titles andimages of all your open programs.

    While continuing to hold down the

    Alt key, press the Tab key to move

    between the various applications.

    When you find the program you

    want, let go of both the Tab and Alt

    keys and your screen will switch to

    the desired window.

    25

    YOUR PHONES CAMERA IS YOUR NEW BEST FRIEND

    I

    t was just a few short years ago that we would lament having forgotten to bring a

    camera to a family event or an impromptu night out. That all changed with cameras on

    mobile phones. With a camera always at-hand, it becomes an incredibly useful tool ona mini vacation and beyond:

    Snap a picture of the business cards you obtained during Annual Conference and recycle

    the actual cards. Better yet, use an app such as Card Munchor ScanBizCardsto scan the

    cards using your camera and save your new connections to your phones contacts.

    Take a photo of the label on a bottle of wine you may have enjoyed during dinner, and then

    go find it at your favorite wine store at home.

    Always losing business receipts? Take a picture of each receipt (restaurant, hotel, taxi,

    etc.), and then turn the picture into a black & white PDF document. There are several

    similar apps for iPhones and Androids, but try JotNot Pro. This app allows you to

    create PDFs using your iPhone camera. Just take a picture of the document you need,

    click Use and Process and it is now a PDF document that can be saved, viewed or

    forwarded via email. Its not a searchable PDF, but if needed, it can be run through OCR

    software so you can have an editable document. Ive tested this from business cards to

    old magazine articles, and I have not been disappointed yet.

    Hotel keys no longer have room numbers on them, and it can be easy to forget a room

    numberespecially if you are partying late! Just snap a quick picture of the number on

    your door and youre good to go no matter what condition you are in when you get back!

    Cant decide what to get someone back home? Send them a postcard! Not the usualtouristy kind, but a personalized one with Postcards Anywhere. Its as simple as I, 2,

    and 3. Take a picture and upload it, add a message with the recipients address (not

    email address, but their actual physical address) and finally stamp and send your

    one-of-a kind postcard off! With this web and

    mobile application (available on the app store)

    you can create and send real printed glossy

    postcards to anybody anywhere in the United

    States for just $1.

    (from previous page)

    Questions? Please contact AILAs Practice & Professionalism Coordinator, Maheen Taqui.

    2013ALLRIGHTSRESERV

    ED.

    http://www.cardmunch.com/http://scanbizcards.com/https://itunes.apple.com/us/app/jotnot-scanner-pro-scan-multipage/id307868751http://www.postcardsanywhere.com/mailto:mtaqui%40aila.org?subject=mailto:mtaqui%40aila.org?subject=http://www.postcardsanywhere.com/https://itunes.apple.com/us/app/jotnot-scanner-pro-scan-multipage/id307868751http://scanbizcards.com/http://www.cardmunch.com/