Best Practice Tips

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. Our firm is a 12 attorney firm located in downtown Chicago. We have 8 partners and 4 associates. We are considering making a change to our associate compensation system. Currently associates are paid a salary plus a discretionary bonus at the end of the year. We are considering continuing to pay them a salary plus 60% of any business they bring in (origination). Does this plan make sense?

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. Our firm is a personal injury plaintiff firm in Topeka, KS. Until two years ago we had two attorneys (both partners) and two support staff members. In early 2012 we added an associate attorney, increased our marketing investment, moved our offices and took on additional space, added five additional support staff members, and implemented a case management system. We currently have 500 open cases - up from 200 cases 2+ years ago. Revenues are up - but the two partners are each taking home $40,000 less than they were before the expansion. Our home-grown office manager runs the office. What should we be doing differently?

A. My first thought is that your revenues have not caught up with the overhead and the growth investments that you have made. (You should review your reports and verify this) Personal injury cases have a much longer revenue lag than does work that gets "time-billed" monthly. Some cases may be in progress for two years or so. So be patient, but don't be complacent.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. Our firm is a relatively new firm. Several of us left a large firm in Dallas and started the firm last year. We have 17 attorneys - 10 of us are partners. When we started the firm we each put in a little cash and obtained a line of credit which we have used extensively and we are at our limit. Is this a good practice? Should the partners contribute more capital? How much? I would appreciate your ideas.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. Our firm is a 24 attorney firm in the western Chicago suburbs. We have 10 partners - five are in their early 60s. We represent small to mid-size business clients. Recently we have been discussing the eventual retirement of the senior partners and approaches to client transition. We would appreciate your thoughts.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. I am a partner in a 17 attorney firm in Madison, Wisconsin. We are a business law firm and we have 10 partners and seven associates. We are managed by a managing partner, one of my partners, and he also practices law. We pay him his standard client bill rate for his non-billable time spent on law firm management. For the last couple of years his non-billable hours spent managing the firm have been increasing to the point where he is now spending 50% of his total time - 1,000 hours a year - managing the firm. This has caused tension in the firm and my partners and I are concerned. I would appreciate your thoughts.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. I am the owner of an elder law firm in Boston. I recently closed out the 2012 books for tax preparation, I'm reviewing my annual numbers from what was my 4th year in solo practice and wondering how I'm doing. Is there some kind of benchmark/goal or can you share any advice about an ideal ratio between gross income and overhead costs?

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. Our firm is a 26 attorney firm in Louisville, Kentucky. We are considering merging/acquiring a 12 attorney firm in the local area. This is virgin territory for us as we have not done this before. We would be interested in your thoughts as to where we should start and the process we should use to minimize the risk of making a mistake.

A. While mergers can be a valid option making them work is often another matter. Research indicates that one third to one half of all mergers fail to meet expectations due to cultural misalignment and personnel problems. Don't try to use a merger or acquisition as a life raft, for the wrong reasons and as your sole strategy. Successful mergers are based upon a sound integrated business strategy that creates synergy and a combined firm that produces greater client value than either firm can produced alone.

There can be a whole list of reasons for failure including poor financial performance, attorney defections, loss of key clients, and leadership and management issues. However, it has been our experience that most failures have been the result of poor cultural fit. The merging firms - after they have moved past conflict checks and excitement about new client potential - jump immediately to an examination of practice economics and the financials. They fail to perform proper due diligence on the people. It is critical that firms insure that cultural due diligence is a key component of the merger assessment process. Philosophies, personalities, and life styles should be generally compatible. The partners should like each other and the deal should make sense.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. I am a sole owner of a 4 attorney law firm located in Washington, D.C. Our practice concentrates on estate planning and administration. We have 6 support staff members. I just turned 60 the first of the month and am beginning to think about what I will eventually do with the practice. None of the associate attorneys are interested in partnership or in purchasing the practice - they just want jobs - they are not interested in owning a law practice. When is the best time for me to sell my practice?

A. You really have to give some thought to your timeline - how long do you want to work? Do you plan on pursuing another career? Have you put enough money away so you can simply retire without concern about the need to generate additional income?

If you need revenue for an additional 10 years and if you enjoy what you are doing - then it will not be in your interest to sell the practice too early. Let's say you could sell your practice for one million dollars - this might equate to two years of earnings. If you worked another 10 years - you could have earned five million dollars.

To a large extent owning a law firm is in essence a job where you work for a living where you have provided employment for yourself. It might be hard to find a job that pays as well as your firm. So if you need revenue for another 10 years and your enjoy your work - you should probably plan on working another 10 years. Build you timetable to sell your practice around your future work timeline. Things change - you may find that your associates change their mind or down the road you may end up with new hires that will have an interest in partnership.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. I am a partner in a mid-size firm in Memphis. We have 250 attorneys in the firm and I am considering making a move to a smaller firm. While I have a client base, I am not sure how much business would go with me. I am currently making $600k in compensation. With my experience - 25 years plus -- how important is a book of business initially? How big of a book will firms be looking for?

A. A portable book of business is critical - especially if you are looking to earn what you have been earning. A rule of thumb for many of the lateral moves that we have seen for compensation is 1/3 of book. You will need a book of $1.5 to $2.0 million to generate interest from major players.

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John W. Olmstead, MBA, Ph.D, CMC,(www.olmsteadassoc.com) is a past chair and member of the ISBA Standing Committee on Law Office Management and Economics. For more information on law office management please direct questions to the ISBA listserver, which John and other committee members review, or view archived copies of The Bottom Line Newsletters. Contact John at jolmstead@olmsteadassoc.com.

Asked and Answered

By John W. Olmstead, MBA, Ph.D, CMC

Q. I am a solo practitioner in Chicago. I've been offered by another solo to join him as a partner, and was wondering if you could suggest any articles or books I could look at to think about how to structure the partnership. We bill about the same number of hours, but his rate is 50% higher than mine ($300 vs. $200) and he has 20 years on me in age and experience.