immigration law top 25 success tips
TRANSCRIPT
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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 -
7/21/2019 Immigration Law Top 25 Success Tips
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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/ -
7/21/2019 Immigration Law Top 25 Success Tips
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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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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.
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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/