The legal industry seems to have great communication as a prerequisite. Being an attorney is effectively a customer-facing role, and personal injury law firms spend a great amount of time in conversation with prospective clients.
Lawyerist cites 'failure to communicate' as the number one reason for bar complaints. You'd think that law firms would spend a lot of time training and perfecting their communication skills. While some firms make it a priority, we've yet to see a communication section on the bar exam!
While a section in the bar exam specific to communication has yet to be added, the fact that some law firms are making this a priority is already a good start. Maybe others in the legal profession will follow suit one day.
What Does Great Law Firm Communication Look Like?
The principles of effective communication are universal. So whether it is in answering services, in the hospitality industry, or even in politics, strategies to build strong communication with clients and businesses are always almost the same. What works with other industries in terms of communicating with clients may very well work in a successful legal practice.
Here are some recommendations on how strong communication skills should look in your practice!
Make The Most Of All Touchpoints On The Client Journey
If strong communication is a core value for your firm, then it's imperative that you study every part of your client journey to understand where you can communicate better.
- The first phone call (perhaps to your custom number!) is a make-or-break moment, and it should go without saying that they shouldn't go through to voicemail. It's the client's first two-way communication with your firm, so you'll need highly trained A-players on hand, whether that's attorneys or a specialized receptionist.
- Emails are part of the fabric of attorney-client communication now, and they need to be on point. This communication method is less aggressive and intrusive than an actual phone call. While some clients would prefer that you send them an email instead of calling them, others are the opposite. Emails should have everything spelled out so nothing gets lost in translation!
- Communications channels — Plenty of software exists designed to make communications easier for attorneys. When assessing options, however, you should think about the client rather than yourself. Are necessary legal documents accessible? Can clients obtain copies of all written communication for future reference?
The channel you use should be appropriate for the type of message you need to deliver—formal or informal—and should be on a platform that your client is comfortable using. To communicate effectively, you need to know how your clients would like you to contact them. Of course, when it's urgent, a phone call is most appropriate.
Clarity: Why Sometimes You've Got To Quit The Jargon
The main purpose of communication is to deliver a message in a way that the receiving party understands. Overuse of legal jargon can frequently get in the way of clarity. Customer service representatives are often trained to avoid jargon when speaking to a customer unless they're using universally accepted terms.
The same rule applies to attorneys. The language you use to effectively communicate with your client will likely vary greatly from the terms you casually use when speaking to other legal professionals. If you are communicating with a client who is not an attorney, use layman's terms when explaining technical concepts or the legal process. This will lessen the chances of miscommunication.
Sometimes, it's necessary for your client to become familiar with certain terms — such as those within contracts and other documentation. Lawyers must be able to explain these concepts effectively. When you draft legal documents, keep your client in mind and plan ahead for these conversations.
Consistency: Equip All Your Attorneys With The Right Skills
Law firms should heavily invest in their attorneys' communication skills training. Remember, it's the job of a great leader to equip! Employees who have the right skills are assets of the organization and can help take the law firm to new heights.
Those who are not skilled, on the other hand, become liabilities and could cause client dissatisfaction, which will impact the overall image of the law firm.
Make A Difference: Go Above And Beyond
Any firm's top priority should always be taking care of clients; the other one is taking care of its own people.
Clients always want more.
This reality makes it difficult for firms to define what good customer service actually looks like or whether they have exceeded expectations already.
Here is how firms can go above and beyond:
- Set proper expectations. Tell them what you can and cannot do and how long it will take.
- By proper expectations, we mean do not overpromise and underdeliver.
- Deliver what is expected. To go above and beyond, try your utmost best to exceed those expectations.
In other words, excellent customer service means setting proper expectations and then exceeding them every time!
How Do Law Firms Benefit from Great Comms Culture?
The purpose of establishing effective communication skills with clients is essentially client satisfaction. Here is what Esteban Kolsky, the Principal and Founder of ThinkJar; a think-tank specializing in customer approach.
"72% of customers will share a positive experience with 6 or more people. On the other hand, if a customer is not happy, 13% of them will share their experience with 15 or even more. And the rest... they just leave" — Esteban Kolsky
Similarly, Philip Kotler defines modern customers as 'Customer 4.0'. They are at the absolute top of the market hierarchy, and they're likely to research different services and solutions before picking you. It's clear, then, that effective client communication is essential to any law firm that wants to:
- Build on their current business by cementing their relationships with their current clients (and attracting new ones!)
- Boost their reputation and credibility as a user-friendly, trustworthy, and accessible firm
Excellent client communication is a proactive, non-negotiable approach to building a firm's credibility. It is absolutely fundamental in running a business, law firm, or other entity.
