Law Firm Management & Marketing – How to create systems for after hours intake

Why would you want after hours intake?

At Go Media Marketing & Productions, we started wanting after hours intake for our clients because when we run ad campaigns a lot of people want to hire a lawyer after hours.

Just taking a message started to be — well… not enough… because when the law firm has to call them back, we ended up getting ghosted… (that means people were not responding even after they reached out on a form or by chat).

So we started thinking of ways to actually sign the clients right from our campaigns. This meant training for turning after hours reception, into after hours intake.

Interview with GoMedia Marketing Intake Rep Mary Mae

I hope you’ll watch the video and meet MaryMae who is the head of our intake department at GoMedia Marketing & Productions. When we started, I worked building all the processes (I’m a coding and software nerd) to bring in the right clients for our law firms, and we both answered simultaneously to perfect our methods.

In the interview (on this week’s video), I ask Mary Mae a few questions about the process, mainly so you can meet our real person!

She’s been with us 3+ years and learned about so many different practice areas.

So what is our system?

We have a complex form we build for each law firm that asks the questions needed so we can decipher if that will be a good client. Then if they are a fit, we use Docusign and literally sign the clients on the spot.

Meeting the Criteria for a Great Case

Signing clients for you right from a campaign works best with a firm that has a lot of inquiries, and you know the parameters that will make a good case.

Many firms are not all that comfortable with us signing a client on their behalf! But going through that intake form gets a lot of the work out of the way.

These days we have morphed our systems together, so that we really interact with those calling after hours with the questionnaire. But honestly don’t actually sign them on behalf of the firm all that often (but sometimes).

Now you can feel this is a “well vetted” person and they meet the criteria for a great case, after they’ve been through the questionnaire.

Remember it’s a 24/7 world. People who need your help don’t wait until your business hours.

How to create systems for after hours intake

• Create a questionnaire that includes notifications so you know when it’s been filled out.
• You can use Calendly to have available times and dates for online booking.
• And we love Docusign if you feel trusting enough to get them signed without you directly involved.