Tyson Mutrux is the managing partner of Mutrux Firm, LLC in St. Louis, Missouri and co-founder of Maximum Lawyer. Mutrux Firm handles Personal Injury Litigation cases in Missouri and Illinois. Tyson started his firm as an alternative to the status quo of current personal injury law firms and offers “Complete Injury Law” – from beginning to end, they cover every aspect of the process.
Today we share his presentation Systemizing Your Law Firm from MaxLawCon 2018.
Watch the presentation here.
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Transcript: “Systemizing Your Law Firm” w/ Tyson Mutrux
Speaker 1
Run your law firm the right way. This is the maximum lawyer podcast, podcast, your hosts, Jim hacking and Tyson metrics. Let’s partner up and maximize your firm. Welcome to the show.
Becca Eberhart
In today’s episode, we’re throwing it back to a presentation from Max law con 2018. Pei attorney and co founder of maximum lawyer, Tyson nutrix, shares his presentation Systemising your law firm? Let’s get to it.
Tyson Mutrux
As people that watched the video with John Fisher, that we did, it was I guess it was just a mastermind experience. Pete There’s a few people for mastermind experience here. Like I get I’m psychotic about this stuff. I like systems, it’s it’s something that I like to do, I think you can systemize anything. And I’ll even put a challenge to anybody that challenges me on that later on in this presentation. I really do enjoy this stuff. I’m kind of crazy about it. But what I did is when I prepared this presentation, I was thinking you know what, I need to maybe back it off a little bit. I know that not everyone is as crazy about this stuff as I am. So I kind of wanted to jump into my own head to figure out how did I come up with these systems? How do I do it? What’s my process for these processes. And so that’s what I’ve done. So I’ve come up with six different steps. And so this is going to be sort of a workshop in a way. So I recommend getting out some paper, because I’m gonna give you some time to do it, we’re not gonna be able to systemize your entire firm in this, but I’m gonna give you the steps. And you’re gonna work through this. So hopefully, by the time you leave today, you’re going to have some systems partially built out, but by the time you leave, so Michelle read the quote, It never gets easier. You just go faster. Greg LeMond. And here’s what I mean by that. People think that I will systemize things and I’ll clearly system that it’s getting a lot easier for me. But the trials don’t stop the client meetings, don’t stop the phone calls, don’t stop, you’re gonna create systems for them, you’re gonna keep working hard, okay. That’s what we do. We work hard. We want to make our firms great. We want to work for our families, do all these great things. So you’re going to keep working hard, okay? Things don’t just get easier because you build systems, you still have to work them. Okay. So I want to make sure that I stress that word. So let’s get to work. Alright, I am making some assumptions about all of you. And I bet for half of you these assumptions are wrong. But for this presentation, I have to make these assumptions. One that you’ve got a vision, okay, I know what my vision is. And it’s, it’s, it’s for it’s really to support my family. It’s more in depth than that. But to summarize it, when I left yesterday, my son, Daddy, Daddy will stop. And he wrote me this little note, he tore off his yellow notepad, he likes to draw at any age, ripped it off. And he said, he wrote Jackson heart, daddy, and it was like, and I put it in my pocket. I was like, I’m keeping us in. This is why this is my vision. You know, this is my personal vision. I’ve got a business vision too. But I’m assuming that you will have these visions and if you don’t develop them, okay. It’s what Mitch was talking about with your why develop your why, okay? Because you can create all these systems, everything, but they don’t mean jack, if you don’t have an end goal, you don’t have a vision in place. And then a mission, a mission and purpose. And Chelsea talked about the mission and the purpose and the differences, but I’m assuming you have had you have those if you don’t, you need to get them into place. Alright, so step one, is segment. Alright, so what do I mean by segment? So you need to think about segmentation from two perspectives, right? You need to think about from your firm’s perspective, right? That’s obviously important. But what most of us get wrong, I guarantee it is this one, your client? Okay? You when you’re creating your systems, you don’t just think about okay, what do I do first? I grid a file. I’m a personal injury attorney. So I need to send a letter to the insurance company, and then I get a letter back and then I get the records. And no, you need to start thinking about from your clients perspective, that you’re injured. Okay. If they’re facing criminal charges, they are, they’re scared, their family is scared. I’ve got a bond out how to white bond out, what are the what’s the process for that? I so you have to search things. Think about it from that perspective, if you’ve if you’re doing estate planning, right. Yeah. And there may Is anyone in here that does estate planning. Alright, so you think about it, I should have known that, Scott. So you have people coming to you and they’re thinking about the future death, right? So you need to think about those things. And I will tell you, I think it from a system standpoint, that’s more important than the standpoint. Okay, so, whenever you’re going through this segmentation, think about that. Alright, so a lot of people say Oh, think about it from the 30,000 foot viewpoint, but honestly, I was gonna say that at first but then I started looking up images from 30,000 feet you ever looked at at an image from 30,000 feet? You can’t see anything? It’s it you don’t know what you’re in pet you know, you don’t know you’re starting you don’t know what your fish your what your finishing point is. So think about it, because he is really from an injury standpoint. If I thought about it from 30,000 feet, there’s an accident. There’s an injury that is claiming compensation. It doesn’t tell me anything else. It doesn’t tell Be a process. This is just generally what happens. This is life. Okay? You need to think about it really 10,000 feet. That way you can see, really the roads and you get to see, you know, where does this road road start? Where does it end? Where does it take? So I actually found this Chris Dolman. I don’t know if anybody knows him. He’s a personal injury attorney. And he does a lot of stuff on Twitter. And I actually it was looking up what other attorneys are doing, maybe for systems, everything, this is his, and I make sure I give him credit the bottom of it, this is not mine. Now, I would not completely agree with this as segmentation. Mine’s a little more in depth than this. But it’s actually pretty good, though. So, you know, for an injury case you got the victim was injured. And I don’t agree with calling them victims. I think it’s, I like to empower my clients, right? They’re not victim, right.
Tyson Mutrux
There’s the medical treatment, the higher the attorney investigate, file a claim to get a lawsuit discovery mediation trial, you know, this is probably at 20,000 feet. This is this is pretty good. This is a good starting point, I would get a little bit more in depth with it with your system. Alright, so this is my A few months ago, I was I was reconfiguring some things. And so what you might see is see the laser pointer. This is my my pre litigation stuff, right? This is my litigation stuff. And I understand it’s different from state to state, I don’t expect you to think that this is our first injury cases in your state. But for us, this is pretty, this is pretty good. Okay, it’s you can tell mine’s a little more detailed. Up here, what you’re gonna see is just my chicken scratch, okay, so this completely over to this. But this is we have these whiteboards. This is what this thing is, is a big whiteboard on the wall. This right here is pretty much what happens during every case, like it’s there. They’re separate systems for these. It’s not linear, these are always going on. These are pretty linear, for the most part. These are pretty linear, the for the most part, although my partner Chris, he, he likes to disrupt this, which I agree with as well. There’s a system for everything that we do. But for example, you know, I used to think he was just pretty normal. I was kind of felt when I was younger, I used to fall into the trap, which Gary, you probably did, too. When you’re younger, you know, you file you draft the petition, you file the petition, you serve the defendant, you eat an answer, you do written discovery due to party depots, you do investigatory depots, you do medical depots, and you kind of do it in the sequence. That’s BS, right? You whenever you they send you written discovery, then you all you have noticed that the corporate rep depo they kind of freak out because it’s it’s out of the order of what’s typical. So I do encourage you to sort of change things up, but make sure that there are systems for each one of these things that we do, but they may be out of order. Okay, so here’s what I want you to do, I want you to take one minute, and what are we gonna do one minute, I’m gonna after that, we’re going to keep going, I want you to just think through and write down what segments from start to finish, you might have in your firm, okay, and you don’t have to hold yourself to this, you can refine these later on. But just take one minute and just write down from start to finish what your case is something I didn’t mention, I should have, make sure you pick one part of your practice, don’t pick like you do criminal and injury don’t don’t do both of those, it’s kind of hard to do. Alright, times up. Alright. So the next part of it is, is that I want you to write now in your heads, kind of think of one of those segments, pick one of those segments, don’t think about all of them, just pick one, it doesn’t matter which one of those is, as you probably know, under each one of those segments, those overarching segments, there’s a lot of things that happen underneath them, okay. And it’s kind of hard to get caught up in the weeds with these things. And then, so you kind of think about, oh, my gosh, I’ve got all these segments, what do I do with all them, you need to you need to break them down segment by segment by segment. And so I just took it as an example. And these are not all of ours and Chelsea talked about in her intake segment. It also include lead generation, things like that, which I disagree, I think it’s a separate section, lead generation is completely different. But so for example, you might have an initial phone call block, right? You may have a data entry slash slash scanning block, because you get that initial phone call into your office, and you’ve got a list of things that must be done under that separate category, right? You’ve got to, you’ve got if you’ve got an intake specialist, for example, set price, he’s got an entire intake team. So they take that initial phone call and things start doing he starts pulling levers and pushing buttons from that you may have your invest initial investigation block. So for example, we get a phone call in depending on if it’s pretty obvious that we’re going to take the case or if it’s not pretty obvious, it goes one of two ways. So if it’s pretty obvious, what you’re gonna do is we’ve got an investigator that we use in St. Louis now if it’s in another city, we’ll we’ve got him in multiple areas, but he goes pretty far out for us. We call him right away. His name’s Paul glittered and he goes out, he starts doing investigation. He’s got a list of things that we have given him to do. And it’s a very standard email that goes out to him and he starts the investigation. Okay, that’s a separate block. So it’s all under the intake segment but it’s a separate block okay. And then you have the same thing you know, you’re at the at the meet with a client that’s another another set of protocols, you got a referral partner block. So if you update the referral partner, oh, and then your initial record request, and this is for for personal injury. So here’s what I want you to, I want you to pick one of those blocks just one of those and I want you to write down I’m sorry, one of those segments and write down the separate blocks that there might be okay, these are specific, these are little, little bigger picture this program around the 5000 square foot or 5000. But that range. So Brenda V, you wrote that your goal for the conference was to get better at content writing for lawyers was Brenda be? Okay, Brennan. So this can be applied to anything, right? You can apply to marketing, you don’t just have to apply to the to the legal side of stuff. Okay. So I want to make sure that if you’re thinking that way, well, I’m not an attorney, or I don’t do the legal stuff, I do the marketing stuff, you can apply this to anything. Alright, few more seconds. And Alicia, your goal was get some new ideas about how to improve internal processes. Where are you, Alicia? Raise your hand and stop me if you have any question. All right, let’s get going. Okay, now we’re gonna we’re sorry, I don’t know if you’ve noticed, but we’re drilling down. Okay. Now keep the same, same segment, I’ll pick one block, one block of these of the of the, under those segments that you’ve chosen, okay. Just want to know what you think about that. And what I want you to do is I want you to think about what are those internal processes that you have to do now, this is very, very specific. So my formatting is off a little bit. So here’s what our referral partner block might have in it, you know, it’s, I think it’s more in depth than this, it is, but so you want to call the for referral partner to get case information and to take and to thank them for the referral. Okay, the next thing might be, you’re going to send a thank you card to them. Alright, something else you might do later on is you’re going to call them and let them know, Hey, Scott, by the way, I talked to Mrs. Jones, I’m taking the case or I’m not taking the case. So So list the specific things that you do. And then if if you retain the retain the client, you’re gonna send a letter to the referral partner. And this is just the referral partner. But this is not, you know, the client block the the initial intake block where you’re gonna mail client letters out to them, you were thinking specifically about whatever block that you’re thinking about, Okay? I want to make sure you’re drilling down on this. Because the idea is that when we’re done, you go through, and you have a list of items of things you can take away and implement. So I want you to take one minute, another minute, I’m gonna give you this, this can be kind of complicated with the task, I want you to take two minutes. So I’m gonna give you two minutes to write down the list of tasks that you might have under that block. Shawn, have you said your goal was to learn to systemize my office, you already run an office from how many miles away hundreds of miles away? What do you want to hear about anything in particular, Shawn lives in Cincinnati and runs a firm in Arizona. So he’s got a list of me attorney. Mitch, I have a friend for you to meet. She needs what you have to talk about. Okay, but she had to leave to go to mediation, but she’ll be back. So you know, we can accomplish your goal. Mrs. goal was to meet a new friend, though, you may have already accomplished that goal. All right. I’m going to move on to the next one. We were going to go a little early on this one. All right. Anybody have an idea what I’m gonna tell you to do next? It’s something I’ve talked about on the podcast, but I guarantee you, most of you haven’t done it. Any idea? Well, you’re good to go. That’s right. Okay, so I guarantee what some of you have done as you’ve gone through, and you put down some tasks, and you kind of just threw some stuff down. And some of them are garbage. Alright, let’s just be honest, like some things you don’t need to be doing. Yeah, I bet some of the stuff that what you’ve done is, is you’ve listed them, because those are the things you’ve always done, right? These are things that we’ve done, and you probably don’t need to do them anymore. Okay? So I want you to think about the things that you maybe you’ve listed down, or maybe if there’s nothing on your list of credit, maybe things that you know, you’re doing at home that you need to eliminate, okay, because I guarantee there’s things that I do, and I and I’m looking at my system every week, I guarantee you the things that I need to get stopped doing one of those probably looking at my systems every week, right? So.
Tyson Mutrux
So there’s things you probably need to stop doing. Okay, so I want you to write those down, even if they’re those are not in your list of tasks. Alright, so you’re the idea is that you’re trimming the fat, you’re getting rid of the garbage. All right, the next one automate. Now there is a there was a great discussion on the Facebook group. It was actually much more heated than I expected it to be about Infusionsoft. I’m not gonna put push Infusionsoft on you what have you think it’s too complicated ik, that’s fine. I don’t care about that. But there are other tools that are really easy that are free actually. partials not free. But Zapier is another one and Chelsea put some things in her slide too, that you can use that are automate. There’s a lot of automation tools out there. But what of those tasks can you automate? So there are there may be some things that you put on your list your specific list that you can automate. So I want you to automate that. Go to Zapier. If you’ve not been to Zapier, it’s incredible. I mean it is the things that you are allowed to do for free through Zapier are really amazing. So check out Zapier. I recommend Infusionsoft to understand is gonna look good. But in parser, parser a manual parser is Yeah, so it kind of what it does is it parses your emails, and so it pulls certain information out of it. So anyone in here you know low, notably, okay, you can get leads through no low. So something like parser, which Zapier has something, a parser as well, if you wanted to, you could actually it’ll read your email from nolo, you’ll get the lead via email, and you can send a text. Or if you do through Infusionsoft, you could actually may have an automated phone call go out to that prospective client within minutes. So you can do things like that, because it’s just reading the email. Usually, these emails are the same thing that the same template. So you can use things like that, that’ll help you get a leg up your doctor with he talked about how if you don’t get to that perspective, lead, get them on the phone and actually engage with them. And within the first five minutes, your chance to gain that client drop just exponentially. So use some of these tools to kind of get an edge on your competition. I’m sorry, it was Parsi. I, you’re so right, it’s parsley, it’s a parser but it’s called Parsi and Annika parse Okay, so you can do it through parser Parsi GS is parser Parsi is a parser and Zapier, you can also do it through Zapier, it’s probably easier. Alright, so obviously, there are things delegate, so I’m not going to spend a bunch of time on this. But what you need to do is go through that list that you’ve created and what things are, should you not be doing or which which things do not like to do. There may be things in your list that you think that you have to do that you really hate doing. If you hate doing it, find a way to stop doing it. Okay? Why are you practicing if you hate doing what you’re doing, okay? So get rid of them, find a way to delegate them. And if you’ve got a staff member in place, may want to think about that. Alright, so outsource, who in here has a strong opinion against outsourcing? Anybody? Fantastic, because oh, here we go. Brian, what’s your what’s your opinion? I’m gonna tell you, you’re wrong. You’re wrong, but go ahead. I 100% agree with so you’re not you’re not against outsourcing in general, just okay. Just the core of your business. Okay. Okay. Now, there are certain things that I think people would consider my core that I do outsource, for example, you might think you might think that medical summaries are something that I should be doing in house, there’s no way we do in house, it costs much more money to do a medical summary, with a local person than it does with someone I’ve outsourced to. And I feel like what we get is a far better product anyway. So I guess it’s up for interpretation when it comes to them. So it’s more efficient, obviously, it saves you money. I actually pulled my numbers this morning, these numbers this morning, I wanted to go through and see it actually what I’d spent. I’ve spent 68,000 or $65,068.39. And I’ve gotten $8,652 or 52 hours of work. That is a tremendous return. And I will tell you, the financial returns I’ve gotten on that have been incredible. That’s about $7.42 an hour. And I’ve gotten some very high level work out of that. Okay, so now, will you if you use up work well, you occasionally get someone that’s not any good, yes. But they’re really good about reviewing their people and giving you get to feedback, and you’re up for read feedback and see their other work. So there are ways of actually making sure that you get the right person. So yeah, exactly. Things like that. Something that I’m experimenting with now. And now with these, we’re using all local people, but we’re able to get them a lot cheaper, with actual responding to discovery and sending out discovery drafting those for us, but I’m not quite sold on doing that yet. Because we’re sort of testing at that. Because if I can do that, because it’s gonna save us a lot of time anyways. But I’m gonna actually get to this in a second, because here’s why you’re not paying for them. So let’s say you do hire a local person, they’re not looking for somebody, for someone in New York or Arizona or wherever you’re in Missouri, you’re not paying for the office space. You’re not paying for the computer, you’re not paying for the phone, right? They usually have their own computer. I have heard of people sending out an actual desk phone so they can have that. But you’re saving a ton of money, who here owns their own author owns the owns the building or owns the office space? Right? That’s pretty valuable space isn’t it is very, very valuable space when he rents, most of us probably rent, right? Think about what the cost is of adding another desk, and all the materials and the paper and everything else for you to rent. It’s usually pretty substantial and it’s not worth it in most instances. So outsourcing is a very valuable tool tool. So back to the topic though at hand. Think of the things that you do the things that you’ve listed on your tasks that you can outsource, okay, and I want you to really think about it. You can outsource a lot more than you think you can. Alright, so take one minute to do that. I’m sure some of you will have already started doing that. So I’m gonna, I’m only gonna give you one minute we’ll be stuck stick to that. In a second, we’re gonna have some fun.
Becca Eberhart
Hey, guys, it’s Becca here. I’m sure you’ve heard Jim and Tyson mentioned the guild on the podcast and in the Facebook group. That’s because we’re seeing some really exciting things happening with guild members and their businesses. The Guild is this perfect mix of a community group coaching and a mastermind. Inside you’ll gain support, tap into a network of connections, and continue learning a common theme among successful entrepreneurs. There are so many benefits inside the guild, including weekly live events and discounts to all maximum lawyer events, head over to maximum lawyer.com forward slash the guilt, check out all of the benefits and watch a few testimonials from current members. Investing in a community is like the self care of business ownership. Being in a community with other people who get it is crucial when you’re creating a rock solid foundation to build your business on one that’s strong enough to withstand setbacks, transitions and growth. So head to maximum lawyer.com and click on the guild page to join us. Now let’s get back to the episode.
Tyson Mutrux
So you want to learn how to I think what you want to do is you want to run your firm more efficiently. I can’t read one of the words. Okay. Anything in particular you want to learn about? Right? What if you got hit by a bus? Hopefully you don’t. But what if you got hit by a bus? Exactly? Okay, good. Good. Good, about 10 seconds. All right. So this one you’re not going to be able to do here. Okay, this is I think, a little more difficult, but I want you to do it on your own. But what you now need to do you have a list of tasks, and they don’t all happen at the same time. So what you need to do is you need to figure out, at what point in your case processes, do these tasks happen? So what I did, I gave you a quick little grid, right? What you can do is and this is actually how I initially started, I used it through my my moleskin book, I actually wrote it, I turned it sideways. And I took an injury case and I went from start to finish. I said okay, in week one, what do we do? We too, what do we do? Gary Burger in the first 30 days? What rule? Do we have that that prevents other attorneys from contacting our clients that the cooldown or whatever they called cool off rule, right? Anti solicitation, right. So what we’ve done in our office, and I’m sure Gary does the same thing is we’ve created a system of things, letters and emails in our first four weeks, that were just hammering the client over the head, we have a ton of emails, John Fisher’s seen it anyone else who saw the video head, we just hammered them over the head with as many emails and letters and phone calls as we can. So they have someone else at the 31st day sends them a clever letter in the mail, direct mail, that they don’t want to say, You know what, antiserum, you’re not doing a very good job, I’m gonna hire such and such. So you want to create these, depending on your, your venue, your state, your type of case, where these tasks actually need to occur, you really need to think about it from start to finish when you do that. So I this is this is kind of riffing off the referral partner blog part. And you know, week one, we want to make sure we call and send a call or week two, you’re going to call them that your decision because usually in a personal injury case, we’ve made our decision at that point. Whether or not we’re going to take that case, though. Williams case may be a little bit different has to do with the nursing home stuff. And it may take a little longer. I don’t know, is it pretty fast? Or do you the UX, you’re able to determine if you have a case or not to take some like some people some I will do this. This is done by Kelsey who’s out there. I will do this one here. No, Kimberly does this. This is done by Kelsey. I will call on this one and these ones are automated. This one’s This one’s automated. And that one is I made this one up. I don’t there’s something in here on this one. So, so no, not on that one. I made that up. But we have we have automated update emails that go out to the referral partner. Good question, though. I know someone’s gonna call me out on my weak six letters, three, one in there. Alright, so when you leave the conference, I want you to make sure you plot those. It’s a it’s extremely important. Joey. We Yeah. So the question was, do we creates treat, create? Do we treat referral partners, lawyer referral partner is different than non referral referral partners? And the answer is yes, we do. We treat our lawyer referral partners far better than we treat heart nods was so as I just learned something, I probably need to treat my non lawyers a lot better. But usually that is we want to make sure that the referring lawyers know that we want them to feel comfortable about that they’re going to get a check and they’re not going to get screwed over them the case because it happens all the time. It maybe it’s different from venue to venue but I bet it’s not Yeah. And I’m guarantee that you’ve sent out a case to someone and a year later you’re thinking like oh, what’s going on with that case? And he guarantee assembled so happen to me three years ago and it really you know, But it’s I’m sure it’s happened to most of you. So, but this, this actually makes them feel more comfortable. And something else we do, if you don’t do it, we actually send out an agreement that they can sign electronically. Jimmy and I don’t do it anymore. But I do it for most people, where they actually sign the agreement, it makes them feel more comfortable, because they’re legally protected to. Alright, so the the sixth one is what you’re going to do, and I initially had had a sign and then plots, but I don’t think it makes as much sense. So you need to figure out once you plotted those on your, your sheet, or how are you doing on your computer, you need to assign those to someone, obviously. So someone in your office, and three, actually that diagram I showed you initially where I was drawing on the board, we were having an issue where we were trying to figure out, okay, who is best to do this job? Who is best to do this job, which one makes the most sense, which one’s more natural, and we had, we had an Associates and then we had a left associate, go and then we hired a legal assistant said, instead, we thought that was a better fit for us. And so you have to really think about, okay, who is your best intake specialist, who’s your best client care coordinator, who is your best records clerk? And so you need start thinking about those things and assign those to a specific person and make them do that job. Okay? Don’t just because you’ve always let one person do it, that’s not their job anymore. Okay, you need to sign that a task to the best person that tests the best person. That way, your systems are working a little more effectively. Okay. So I want you to think about that. Who’s going to do what? I’m going to skip that because I think you have to wait till you till you plot. So here are the six different steps. You’re a segment blocked list, Edo plot and assign. Okay, actually, let me stop for a second. I don’t want to go too fast. Anyone have any questions to this point? Well, that’s a good question. Because I actually like putting titles on it. Because you, you may have people that leave you. So that’s a good question. But you’re in your mind, you’re thinking about who that person is. So you take a role, because you likely most likely, especially with personal injury, you’ve got a records clerk, you’ve got a client care quarter, you’ve got an intake specialist that are pretty standard. And you may have different roles. So you may have a paralegal and all that good stuff. Yeah, I would definitely do the role. Anybody else? We brownies, we’ll do cards that do. I’ve done. I’ve actually done gift cards before. I’ve been concert concert tickets before. This something I learned what we wanted to do before I don’t say this, but the Someday. Someday. Before I get out of here, I did learn and this is actually something I either heard on a podcast or someone on our podcast, you have to have specialized gifts for people. If you’re sitting at a generic one, you don’t care as much. And so someone Gil ulit had sent me a personalized gift mug and I have it sitting up it’s actually like a trophy for me. I think it’s really cool. And so something I did it, there’s things like that, that you can do that are that people like you know, personalize it for them. And so I don’t think it’s easy to completely say oh, we’re gonna do this for everybody. You may have your standard gifts you throw out to people, but if you if you get to know them, then send them something like alright, so who in here thinks that they’ve got a firm that can’t be systemized? Anybody? Nobody? Fantastic. Okay, who in here is having issues Systemising their firm? All right. All right. Now me know me. I came. Come on and come up here. All right. So we’re kind of firm. Do you have
Speaker 4
I have an immigration five a criminal defense, in the verge of transitioning because of an injury that
Tyson Mutrux
Jesus Okay, so
Unknown Speaker
right now is immigration and criminal.
Tyson Mutrux
Okay. Immigration. What do you want to pick? Pick one?
Unknown Speaker
I’d say immigration.
Tyson Mutrux
Okay. Immigration. Okay. So I’m not familiar with immigration stuff. So who here does immigration? Jim, anybody else set does? Josh Where’s Josh? What is the first step? What? Let’s segment this for her? Okay, what? Let’s do this. Let’s do it. We’ll do intake. Okay, well, we’re gonna do intake. Okay. So it’s kind of skipping a step. Let’s say the first thing in intake, what’s, what’s one of the blocks inside of intake? So we’ll use that as a segment.
Speaker 4
For me, it will be a questionnaire like I have questionnaire for every single facet that the client is going to hire.
Tyson Mutrux
Okay. And is this I guess it’s a standard form that everyone knows about? Yeah, it kind of keeps changing. Okay, and who, how does the client fill this out? We
Speaker 4
give it to them. When we get retained. We say here’s your you need to return this by such and such date. So then we can complete your application by such and such date.
Tyson Mutrux
Clearly, that’s a good idea. Because we think that’s a terrible idea. I think that’s a terrible idea. I am completely against sending out a questionnaire. Why do you send out the questionnaire?
Speaker 4
Why give it to them? Well, we get retained because there’s so much information that it’s needed for the fall. So
Tyson Mutrux
you’ve they’ve retained you at this point. Yeah, because let’s back up a second. The phone call comes in.
Speaker 4
I do the consultation. Almost So she’s via phone. Now always in person, we do find a victim participate.
Tyson Mutrux
Okay, so you got it, you basically got the phone call block or the who, who answers the phone? Okay, so does she have a list of questions that she needs to ask? Yes, it’s one of those questions.
Speaker 4
You know, what services do you need? What type of cases is immigration? Is it criminal? And also, you know, is the person in custody? And exactly, you know, what do you need from something? Where are you at now? And then we say, and by the way, the attorney, the attorneys time is very valuable, and she’s going to help you a lot. So there is a class for the consultation.
Tyson Mutrux
And you have you’ve given her a list of questions to ask for each type of, yes. Okay.
Unknown Speaker
So let’s give her guidance. Not
Tyson Mutrux
once I’ve learned this from Jim, I always think of immigrations like this, like one practice area, like let’s pick one thing within immigration. So what’s one thing within immigration that you want to do? Like visa, like, spouse case? So but let’s let’s do this basket. So it has, so let’s Well, that’s a block. Okay, so that’s gonna be a block for your phone call section. So what are a list of questions that she should ask each spouse case?
Speaker 4
Well, I don’t have a specific because we were very high value. So she tries to just get the gist of where they’re coming to see me put them in the calendar. And then when they come in to have a consultation with myself or one of the associates, then we have a set of questions that we ask.
Tyson Mutrux
All right, so you’ve got I guess your how many phone calls you get a day?
Speaker 4
I mean, a lot like she cannot multitask. And we’re right clients every meeting, assuming
Tyson Mutrux
they said, what does she need? It’s right. She needs an intake specialist. Okay. Do you do why don’t you have an intake specialist? This is a hot seat for a reason. So
Speaker 4
I thought about it. I just getting over the starting point. But now you’re making me realize it that I need an answer.
Tyson Mutrux
So you’ve got a bottleneck at the beginning. Right? All right, you’ve got a bottleneck with you. I guarantee it. Right. Okay. Now you’ve got an issue, you got this, like this area, right? So I think right now you need a block for that. So you need to either need to hire an intake specialist, you need to contract out with what some of the companies do use someone syntax. So you hire someone like syntax, something like that, to figure that part out? Because he’s clearly you don’t have that figured out. Okay. All right. So that’s good. Give her a hand round. We saw a problem. That’s all I wanted to do. So we didn’t completely do it. So but fantastic. Sorry to be so hard on you, too. All right. So anyone have any questions? I don’t want to do any other hot seats. I don’t really have any time for it. Any other questions that you might have? Tina
Speaker 5
says I’ve been using more lately. But I was actually afraid I had a bad experience. This was about web marketing stuff. And I had a bad experience. But the thing is, when you are asked for review they’ve been they also will review that any platform that does that, you know, you’re worried as a buyer. I don’t I don’t know how it really works on up work if they’re told, you know, but obviously, so now, every single review on Upwork. I’m saying, you know, no wonder the guy had 75 star reviews.
Tyson Mutrux
So absolutely right, I noticed the same thing. Here’s where I think there’s a sort of a workaround of figuring out who’s good and who’s bad. Because this is a problem. So you basically, Oh, yeah. So there’s an issue with up work where I think it’s an issue too, I think you’re right. And I, you you review them first, and then they have a chance to review you. Okay, so you are the employer is that they call it the contract where they call us input. Basically, let’s call it where the employer did the contract, let’s call it that. So we’re at the end of the job, we’re able to review them, and then they get to review us as the employer. So people may not want to work for you if you get a bad review. So what I’ve figured out is that people that will not give the reviews are the ones. That’s where the you find the bad ones. Because if you see that someone’s done a bunch of jobs, and they have, like half the half of the half the number of reviews, that means that the employer, for some reason has that same issue, and they don’t want to review them. I think that’s a workaround. But I don’t think it’s perfect, but I think that that’s so you’ve actually made me think of something. So set closure years. If you if you hire someone for like web stuff, right? Give them a separate login, or that’s not an an admin or give them a separate what’s the one pass? Is that what you use LastPass so give them some, I think there’s a way of doing LastPass where you can shut them off at any time because if you if you have the wrong person, they can take over your website, destroy it. Joe Vitale, so Okay, so Joey was saying that a lot of people have been posting hey, I need this kind of person, I need this kind of a person. So what we can do through the group is sort of bet them through the group that I summarize that
Unknown Speaker
you use automated calls yet or not,
Tyson Mutrux
but what third fusions up we do get the idea that what do you think? Did I go over those in the presentation, okay, so So for example, you Day two. So we day one, we sign up the client, right? Day two phone call goes out, it’s kind of, it’s kind of funny. Sometimes it causes them to call you back. But what happens is you you, there’s two options. So if they pick up, they get one message. He’s like, Hey, thank you for calling, Mr. Cherry. This is tasty music. I just want to say thank you so much. If you have any questions, give me a call, right? And then the other one is, hey, if he if they don’t answer, leave them a voicemail. Hey, I’m so sorry. I missed you. I just wanna let you know. Thank you so much. We appreciate you joining the firm, that kind of thing. And then if the medical records are in, hey, such and such, we got your medical, I guess you can’t specialist their name. So it’s you go. Hi, this is Tracy, I’m interested in mitrik Spinney, just to you know, your medical records and bills around, we are ready to send a demand letter out. It’s as simple as that. And so it’s it’s a brief update, in addition to the emails and the letters that they’re getting, it’s just another touch that they’re getting, which you can always do with a task and you can you could have someone physically call but he’d like someone to call. No, we don’t do it that way. Let’s we could you could do it through Zapier. So let’s do a seven then guy. Oh, I guarantee they prefer text ads. I don’t like the text process. I don’t want them having my personal cell phone. But there are ways of doing it. For example, trial works as a way where you can you can send a text out to them and they can respond to the firm as a whole. I think PracticePanther has that option. So there are ways to do it. But not not during funerals. Oh, text turns down, they protect you well say, well, welcome back messages of voicemail, just so you know, you do have to give them the option of opting out. So that’s a good point. We should probably add that to our agreement. But yeah, absolutely. No, I don’t have that. But I should
Speaker 6
add up your clients figure out pretty quickly that you have a whole on that thing. So that would be they get emails, they get different stuff, right? We tell our people you’re gonna get a bunch emails and stuff from us like so they expect, right?
Tyson Mutrux
And it’s all about expectation. Yeah. All right. I’m out of time. One last shot. What were we talking about? Tatra? Oh, tetra. Tetra is fantastic. So tetra, which I got the the Ryan McKean discount, right? And then Chris knows very, very well, Chris, you use it, right? So Tetra is something what you can do is you can go in and you can let’s say you want to do an office manual or, or everything, all the knowledge in your brain, you want to put it into a document? Your firm can have access through that to that through slack, or do you have to use Slack? We use Slack. And so if you use Slack, you can access it through slack. And you can just search Hey, you know, how do I order pods for coffee? And the answer is right there. Here’s the link. I mean, you could do a variety of things, either. There’s a 14 day free trial, just go to Tetra and just play around with it. I fell in love with it right away. I tried some other things. You had mentioned another one that I tried. I can’t remember the name of it. Some sweet process. Yeah, I don’t like to be processed. I thought I thought it was hard to use, but Tetris is really good. Yeah, te te te Ra.
Speaker 1
Thanks for Thanks for listening to the maximum lawyer podcast. Stay in contact with your host and to access more content content, go to maximum lawyer.com. Have a great week and catch you next time.
