By: Lawgistics  11-11-2011
Keywords: Law Firm, Operational Outsourcing

We can provide a highly cost effective full turnkey and comprehensive operational outsourcing solution to small law firms across the country. We utilised a unique, highly secured and patented user-friendly web-based interface, as well as a cutting edge IT and telephony backbone, to effectively conduct our services offerings from a centralised remote location.

Full Turnkey Legal Operational Consulting Services

  • Have access to a dedicated team of legal operational specialists and consultants with MBA, CA(SA), HR and various IT qualifications to ensure that all your legal operations are based on best practice solutions

  • Comprehensively investigate, assess and evaluate any law firm’s work environment in order to provide viable solutions, and to assist with the implementation thereof, to law firm partners to improve productivity, workflow, practice management, staff management, marketing strategy, profit sharing schemes and ultimately to improve efficiency and their bottom line profits

Full Turnkey Law Firm Start-up

  • Company Formation and Registration
  • Business & Marketing Plans
  • Corporate Identity: Logos, Letterheads, Business Cards, Marketing Material, Websites etc.
  • Statutory Registrations: VAT, Income Tax, PAYE/SDL/UIF etc.
  • Office & IT infrastructure designs, layout and implementation
  • Cost Effective Purchasing of Office Furniture, Business Equipment, IT Equipment and Stationery
  • Cost Effective access to cutting edge IT and Telephony Backbone
  • Cost Effective access to a qualified legal operational specialist team
  • Access to a centralised switchboard for all your call answering, forwarding and message taking needs
  • Access to a centralised secretary and typist for all your secretarial and typing needs

Full Turnkey Legal Bookkeeping and Accounting Services

  • Drafting accounting policy and procedures manuals (based on Law Society Regulations and Requirements)
  • Ensuring compliance to all accounting legislation and practices (GAAP) and associated Acts
  • Facilitation of Income and payment management via EFT Banking Systems
  • Cheques and receipts printing and distribution
  • Daily banking and posting functions
  • Effective Section 78 (2) A investments management
  • Effective debtors and creditors management
  • Effective billing, time recording, invoicing and fee capturing
  • Daily accounting reconciliations / journals / administration & filing
  • Facilitating all statutory compliance requirements and payments (PAYE, VAT, UIF, Income Tax, etc.)
  • Ensuring effective fraud detection and corrective actions
  • Supplying a centralised electronic document management solution
  • Informative daily & monthly financial and operational reporting to law firm owners / partners
  • Liaison with auditors, banks, SARS, law societies and legal role players
  • Facilitating the annual auditing, administrative and fidelity fund application processes
  • Facilitating all types of monthly profit sharing calculations and distributions to law firm partners

Full Turnkey Human Resources and Payroll Services

  • Monthly salary processing and payments, payslip printing and distribution
  • Managing of staff benefits (Pension Fund, Medical Aid, Bonus and Reward Schemes)
  • Facilitating all legal staff placements and recruitment
  • Ensuring compliance to all Human Resource Legislation, associated Acts and drafting HR policy and procedures
  • Drafting employment contracts
  • Compiling and maintaining staff photo lists, internal telephone lists and drafting office floor plans and layouts
  • Facilitating the staff performance measurement and appraisals process
  • Facilitating the staff retrenchment process (when applicable)
  • Managing and coordinating all leave applications and effective record keeping thereof
  • Record keeping and storage of staff personal information in electronic format (Comprehensive Staff database)
  • Administering and facilitation of the Skills Development Levy claims procedures
  • Facilitating annual IRP5 / IT3 Reconciliations, submissions and managing the Income Tax affairs of legal staff as well as law firm partners
  • Facilitating the integration of payroll data into the accounting system
  • Facilitating the BEE accreditation process with reputable rating firms
  • Continuous liaison with staff, service providers (Pension Fund, Medical Aid), SARS and all HR role players
  • Human Resource Reporting – Staff Counts / Racial Classifications / Salary Surveys / BEE Status etc.
  • Acting as link between the staff and law firm partners

Full Turnkey Practice Management and Administration

  • Daily liaison with all service providers, banks, SARS, Law Society, auditors etc. on behalf of the law firm

  • Daily operational reporting to law firm partners

  • Facilitating the annual Fidelity Fund Certificate Application Process

  • Facilitating the annual external audit

  • Daily administration of personal affairs of law firm partners

  • Addressing staff issues as they arise and reporting back to law firm partners about the outcome and actions needed

  • Ensuring task and instructions from law firm partners are fully implemented

  • Internal company communication / memos are drafted and distributed

  • Ensuring that all maintenance tasks that are needed on the premises are taken care of promptly

  • Ensuring that all insurance matters of the practice are taken care-of

  • Ensuring law firm compliance to Law Society Rules and other legislation

  • That all data capturing and business transactions are logged on the operational systems to ensure effective daily reporting

  • Daily monitoring of staff’s work performance and working times

Full Turnkey IT Support & Training Services

  • Centralised Information Technology Department who employs the most experienced and qualified IT Specialists

  • Taking total control over the day-to-day remote hardware & software support functions

  • Host and maintain all Law Firms IT and telephony Infrastructure at a highly secured and remote centralised location

  • Supply on-site desktop support to Law firms (when needed)

  • Oversee the development, implementation and associated training of cutting edge legal software that will effectively integrate all functional / operational areas particular to law firms with a patented web-portal, to ultimately establish a fully working operational platform that enhances legal information security and infrastructure redundancy

  • Effective and secured backup and data storage solutions

  • Effective disaster recovery technologies and procedures

  • Access to a highly specialised Open Source Software Training Team (a Niche service offering)

  • Facilitation all participating law firm user training on own developed legal software & Web-Interface usage

  • Facilitating training in the use of Open Source Software Products – OpenOffice, Ubuntu Linux etc.

Procurement Services

  • Comprehensive e-commerce retail shops that offers typical law firm products at reduced prices, such as legal books, paper and stationery, marketing materials, office furniture, IT and printing equipment, TV & video conferencing equipment, mobile phones, etc

  • International and Local Travel bookings for law firm partners and staff, by negotiating preferred rates through approved travel agents

  • Any product that might be needed by law firm staff and its partners could potentially be sold via this medium at reduced rates, which will be negotiated with respective suppliers

Keywords: Law Firm, Operational Outsourcing