When you manage a small law office, you’re not just “the office manager”—you’re often the receptionist, the billing coordinator, the IT support, the HR department, and the go-to problem solver. With just a couple other administrative staffers around you, it’s all about smart juggling, creative teamwork, and knowing how to lead while getting your own work done.
First, get comfortable with wearing multiple hats. In a small office, it’s totally normal to answer the phones, troubleshoot a printer jam, file court documents, and approve invoices—all before lunch. Instead of fighting it, plan for it. Block out time on your calendar for important management tasks like payroll or financial reports, and fiercely protect those windows. You’ll still need to be flexible when emergencies pop up, but having a rough structure helps you stay ahead rather than just reacting.
Next, encourage your staff to share roles instead of staying in strict lanes. Cross-training is your best friend. For example, you might train both your receptionist and your billing assistant on basic scheduling and document filing. That way, if someone’s out sick or the phones get slammed, anyone can step in and help without a meltdown. It also keeps the work from getting too monotonous for anyone, which helps with job satisfaction. You could even rotate certain tasks weekly—maybe one week, Jessica handles billing follow-ups, and the next week, Mark takes over—so that no one feels stuck.
Managing while working alongside your team is another challenge. It’s easy to slip into “one of the gang” mode when you’re all elbow-to-elbow trying to keep things running. But remember, you set the tone. Model the kind of work ethic, attitude, and attention to detail you want from your team. If you need to correct a mistake or realign priorities, do it respectfully but clearly—even if you were just laughing with that person over lunch an hour ago.
Communication is key. In a small office, you don’t always need formal memos, but you do need to be clear. A quick end-of-day huddle, even five minutes standing around someone’s desk, can keep everyone synced up. You can say something like, “Tomorrow let’s focus on getting all the outstanding invoices sent—Mark, can you take the lead? Jessica, can you back him up if needed? I’ll be tied up preparing for Friday’s deposition but available if anything urgent comes up.”
Finally, don’t try to be a superhero. Delegate. If you notice that you’re the only one doing supply orders or updating client files, it’s time to train someone else to share the load. Even in a tiny office, you can’t do it all well if you’re doing it all alone.
