Making Sure Candidates Can Navigate Case Management Software, E-Filing Systems, and Other Legal Tech Tools
Hiring the right law office administrator means finding someone who not only understands legal procedures but is also tech-savvy enough to keep your office running smoothly. From case management software to e-filing systems, legal technology plays a major role in today’s law firms, and an administrator who struggles with these tools can slow down productivity. So how do you assess a candidate’s tech skills before making a hiring decision?
1. Identify the Must-Have Tech Skills for Your Office
Every law firm has its own technology stack. Before you evaluate candidates, make a list of the essential tools they’ll need to use regularly. These may include:
- Case Management Software (e.g., Clio, MyCase, PracticePanther)
- E-Filing Systems (varies by jurisdiction)
- Document Management Tools (e.g., NetDocuments, iManage)
- Billing and Accounting Software (e.g., QuickBooks, TimeSolv)
- E-Discovery Platforms (e.g., Relativity, Logikcull)
- Video Conferencing and Remote Work Tools (e.g., Zoom, Microsoft Teams)
- Microsoft Office Suite and PDF Editing Software (e.g., Adobe Acrobat)
Having a clear understanding of your firm’s tech needs will help you structure the hiring process to test the right skills.
2. Ask the Right Tech-Specific Interview Questions
A traditional interview won’t necessarily reveal a candidate’s comfort level with technology. Instead of just asking if they have experience with certain software, dig deeper with specific questions:
- “What case management systems have you used in previous roles, and how did you use them?”
- “Can you walk me through the process of e-filing a legal document in our jurisdiction?”
- “Have you ever trained others on legal software? If so, how did you approach it?”
- “Tell me about a time when you had to troubleshoot a tech issue in a law office. How did you handle it?”
- “How do you ensure compliance with data security best practices when handling sensitive legal documents?”
These questions will help gauge not just familiarity but also problem-solving skills and adaptability when working with legal tech.
3. Conduct a Practical Tech Skills Assessment
A hands-on test is one of the best ways to evaluate a candidate’s true technical abilities. Consider setting up a brief skills assessment, such as:
- Case Management Simulation: Provide a sample case and ask the candidate to enter information into a demo or test version of your case management software.
- E-Filing Task: Ask them to prepare and “submit” a mock legal filing using an e-filing portal.
- Document Formatting Challenge: Have them format a legal document using Microsoft Word, including applying styles, inserting page numbers, and creating a table of contents.
- Data Entry Accuracy Test: Provide a set of client details and ask the candidate to enter them into a spreadsheet or database.
Even a short 15- to 30-minute exercise can reveal a lot about how efficiently a candidate navigates common tasks.
4. Check for Adaptability and Willingness to Learn
Not every candidate will know your specific software, but what matters is their ability to learn quickly. Ask about how they’ve adapted to new technologies in the past:
- “Have you ever transitioned to a new case management system? How did you handle the change?”
- “What steps do you take when learning a new software tool?”
- “How do you stay updated on changes in legal technology?”
A candidate with a strong learning mindset and adaptability can often be more valuable than someone who only knows one system but struggles to adjust to new ones.
5. Verify Technical Proficiency Through References
When checking references, ask previous employers about the candidate’s comfort with technology:
- “How did they handle technology in their role?”
- “Did they require a lot of training on software, or did they pick it up quickly?”
- “Were they ever responsible for implementing or improving office technology processes?”
This can confirm whether the candidate’s self-assessment matches their actual performance in a law office setting.