Maximize Profitability: How Attorneys Can Save Billable Hours Through Smart Paralegal Delegation
The Cornerstone of Effective Delegation: The Assignment Memo
For a practicing attorney, time is the most valuable commodity. Every minute spent on administrative or routine tasks that are suitable for nonlawyers is a minute not spent on high-level legal strategy, client consultation, or business development. The key to reclaiming those precious hours lies in a skill many attorneys overlook: effective delegation. By strategically delegating tasks to a skilled paralegal (or online business manager), attorneys can significantly increase their billable hours, improve firm efficiency, and achieve a better work-life balance. The foundation of successful delegation, however, isn't just handing off a file; it's about clear, concise, and upfront communication.
It’s important to understand that working with lawyers can help paralegals learn legal theory, strategize, and share knowledge. Nevertheless, even the most skilled paralegals cannot foresee successful strategies unless the lawyer explains the way their brains work. Every lawyer has a preferred method for achieving the desired outcomes; this is ultimately what lawyers need to convey. Smart paralegals use a mix of observation, verbal, and physical cues to create success. This requires lawyers to communicate the outcomes they seek.

This begins with a well-drafted assignment memo.
The Cornerstone of Effective Delegation: The Assignment Memo
Before a single task is started, a clear assignment memo can prevent hours of wasted time, frustrating revisions, and misunderstandings. It serves as a roadmap, ensuring both the attorney and the paralegal are aligned on the objective, scope, and deadline. A vague instruction like "draft a motion" can lead to a work product that misses the mark, requiring the attorney to spend non-billable time correcting it.
Moreover, once the attorney and paralegal have collaborated for years, that level of detail will or may become somewhat unnecessary. However, the level of detail that goes into assignment memos still needs to illustrate the outcome desired and reduce assumptions.
An effective assignment memo should always include:
- Client/Matter Information: The full name and matter number to ensure proper filing and context.
- A Clear Objective: What is the ultimate goal of this task? (e.g., "To compel the production of financial documents from the opposing party.")
- Specific Instructions: Detail the exact steps to be taken. Include relevant deadlines, specific documents to reference, preferred formatting, and any key facts or arguments to include.
- Deadline: Provide a firm but realistic due date. This helps the paralegal prioritize their workload effectively.
- Resources: Point to the location of necessary files, templates, or contact information needed to complete the task.
This level of detail is paramount, especially when collaborating with an experienced remote team. At Best Virtual Paralegal LLC, we find that attorneys who provide clear instructions from the outset receive a work product that precisely meets their needs, allowing them to integrate it seamlessly into their case strategy with minimal revision.
Tasks Your Firm Can Delegate Today
Delegation is more than just offloading administrative work. A proficient paralegal can handle substantive legal tasks that directly contribute to moving a case forward. The Best Virtual Paralegal team specializes in supporting attorneys across several key practice areas, freeing them up to focus on what they do best.
Here are just a few examples of tasks that can be effectively delegated:
- Family Law: Attorneys can delegate the drafting of financial affidavits, preparation of discovery requests and responses, scheduling of mediations, and drafting of initial pleadings. This allows the attorney to focus on client strategy and court appearances.
- Estate Planning & Probate: The Best Virtual Paralegal Team can assist with drafting initial wills, trusts, and powers of attorney from attorney-approved templates, preparing and managing asset inventories, and communicating with clients to gather essential information, streamlining the entire estate planning process.
- Personal Injury & Civil Litigation: Delegate the time-consuming tasks of preparing detailed medical chronologies, drafting demand letters, summarizing deposition transcripts, managing e-filing, and preparing initial drafts of motions and pleadings.
- Regardless of the area of law: Paralegals can help bridge the gaps in communication with clientele, courts, and opposing counsels. This level of support can help prevent lawyers becoming bottlenecked.
By entrusting these responsibilities to a capable paralegal, attorneys are not just clearing their to-do list; they are making a strategic investment in their firm’s profitability and their own professional well-being.
So, we ask you: What's one task you've successfully delegated this week that freed up your time?
Ready to Reclaim Your Billable Hours?
Delegation is a strategy for growth. If you are ready to focus more on your clients and less on the paperwork, it’s time to explore a partnership with a dedicated virtual paralegal service.
Contact the team at Best Virtual Paralegal LLC today to discuss your firm's goals. Let's work together to build a more efficient and profitable practice.

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About the Author
Holly A. Sheriff, ASPS, BBA, MSLS, MCC, CCC, PCC, LPC, CPP, is the founder of Best Virtual Paralegal LLC (@BVParalegal) and an award-winning author & speaker. Holly is a seasoned paralegal and certified multifaceted coach with over 30 years of experience. She specializes in empowering legal professionals—attorneys and paralegals alike—to identify gaps and implement fresh strategies for increased productivity, resource leverage, and effective cost control. Holly’s practical insights and engaging publications make her an invaluable resource for anyone aiming to enhance their skills in the legal field.
Disclaimer - Not Legal Advice
Important Notice: The information and materials provided on this blog are intended solely for general educational purposes for legal professionals. This content does not constitute legal advice and should not be used as a substitute for seeking professional counsel from a licensed attorney.
Before applying any information found here, legal professionals must examine the relevant primary and secondary state legal materials for their client's specific situation.
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