The Significance of a Law Firm Floor Plan
For law firms, the floor plan of an office is critical. Not only does it dictate whether the correct amount of space for employees will be provided to accommodate growth, but it will also play a large role in the impression a business makes on potential clients and how comfortable the workplace is likely to be.
Having a poorly planned layout can result in the need for moving within a short timeframe, which is costly, or the need to hire an architectural or design firm to make and adjust the layout , which can also be expensive.
The floor plan of a law firm office is important for a number of reasons:
The layout of your law firm offices should be a major consideration when it comes to design. When an architect or design firm is going to layout the building, they will often ask you who your clients are, what type of work you do, how you plan to utilize the office space, how people in your firm work, what type of technology and infrastructure you plan to have and even things like how you want to communicate – USB headsets, landlines, or a combination of the two.
Essential Features of a Practical Law Firm Floor Plan
As you imagine how your law firm’s landscape will look, there are several elements that are essential in every law firm floor plan.
Reception Area
The reception area is your firm’s first impression with clients, so it is important to give a good one. The reception area should be both comfortable and professional. It should not be too formal or too casual. The ideal amount of overhead noise is just slightly above a hush. Any more than that can feel uncomfortable, while any less can almost feel awkward. Depending on how frequently you meet clients in your office, you may want to consider adding a few private spaces for brief meetings.
Conference Rooms
Depending on the number of clients you typically meet with, you may need a few conference rooms. Having conference rooms close to the receptions area can allow even the receptionist to utilize the space for short meetings, as they don’t have to walk very far. However, you may not want clients walking past each other to get to a conference room.
To avoid this, you can use a different entrance for clients who will be using a conference room or you can build a reception area close to the conference room. Some law firms have a combined reception area for clients and visitors to conference rooms. In this scenario, you would invest in soundproofing to avoid a situation where a client’s case matters become known to others in the reception area.
Private Offices
Your law firm should have private offices for each of the attorneys, and maybe even some fixed-term attorneys. If possible, you should make the offices have natural light.
In a small law firm, an attorney’s office usually only includes a desk, seating, and a storage area. For mid-sized and large law firms, an office typically includes an office or work desk, guest chair or couch, and a storage area.
You may consider a third or fourth option, where all employees share a central space to work. While this can save costs, it will no doubt have productivity costs in the office.
Collaborative Spaces
The collaborative spaces of your law firm should be designed to allow for employees to learn from each other. This could be in the form of presentations or teaching sessions. Collaborative spaces are also perfect for brainstorming between coworkers and solving difficult projects. When designing your collaborative spaces, designers can offer options for the space the firm is looking for.
Document Storage
Your law firm’s floor plan should consider document storage, too. It is important to have enough storage for private client documents to retain privacy. No matter how secure, storage can bring its own security issues. You will need to determine if you want your document storage housed at your law firm, or if you want to outsource your storage to reduce costs.
When designing your floor plan, your law firm should consider the above options when trying to create a functional layout.
Maximizing Space for Client and Staff Requirements
Creating a well-thought-out floor plan for a law office is an essential part of effective law firm management and real estate planning. This can be especially tricky when balancing the needs of both clients and employees in terms of space, privacy and accessibility. Knowing what your client’s expectations are and how employees expect to interact with clients is crucial to developing a layout that is beneficial for all.
First impressions are important to the success of any law firm, and too often people don’t address the design layout of the space from a client-centered viewpoint. A law firm’s lobby is where clients can make or break their perception of your business and its value, so make sure your waiting and exam areas exude professionalism by choosing shapes, materials and finishes that are representative of your firm. Depending on your particular practice, latest design trends are to have a clean, bright space that is clutter free. Consider also the layout—will the reception desk be facing the entrance into the waiting area? While it is important for staff to be able to greet guests upon arrival, this is also an important security consideration as to whether the entrance will be accessible to all or whether it should be gated or secured in some manner.
In addition to design concerns, you should also consider the functionality of the space. Efficient use of available square footage can make a huge difference in the way a client feels about your firm. In the waiting room, if the area is outdated and lacks technology, consider adding components and charging stations or table tops that accommodate devices since it is a popular waiting area for clients who are typically on their phones or tablets. For exam areas, consider short or long term storage space options for supplies and any special equipment you may require for testing or diagnoses. Make sure that you consult your space planner to give clients ample privacy while also allowing easy access for partners and associates who may need to work directly with them.
Another thing to think about is the use of shared office space. This can make a law firm more efficient by having areas that are used by many people across different departments or divisions. For example, a shared conference room can cut down on wasted time by eliminating the need for a party to visit the other person’s office for a meeting. It has the added benefit of making a professional space available at lower cost to those who may not necessarily need a full-time office but still require occasional access to space such as paralegals. Shared space can also allow your law firm to make a better strategic decision on office location. If there is a prime, high-rent piece of real estate, utilizing shared space may allow for a law firm to occupy the space without the higher rent associated with full occupancy.
Even though space is often viewed strictly from a physical standpoint, how you design the layout can affect the productivity of your employees, in addition to your clients. For attorneys, define what functions are required by your staff and place those employees accordingly within the office building for convenience and productivity. Most employees do prefer closeness to their coworkers, but depending on your firm and culture, you may also want to scatter your office space, so that attorneys have some peace and quiet to concentrate. Consider creating Strategy Huddles for attorneys and assistants to ensure that everyone is meeting deadlines and getting work done as effectively as possible.
While designing the perfect floor plan for your law firm can be time-consuming and may seem like a menial task, it can be key to your success.
Integrating Technology in the Law Firm Floor Plan
A modern law firm floor plan should seamlessly incorporate the technology that law offices depend on. Every firm needs reliable Wi-Fi and sufficient bandwidth to connect devices, operate cloud-based legal software, and engage in client-facing videoconferencing. While most firms have IT staff or a service provider for support, the layout should include dedicated network closets or rooms where equipment such as routers, servers, and switches can safely and securely be housed. Conference rooms should include enhanced audio-video equipment, flat screen televisions, and personal computer access to make presentations a breeze. If your firm holds regular practice group or case management meetings , providing smart whiteboards can also help. For client meetings, a video conferencing system can demonstrate your tech savviness and professionalism to clients in the cutting-edge industry. Additionally, there are several important area considerations. To ensure the protection of sensitive data, access to network closets may be restricted to IT personnel, and confidential discussions may take place in offices or meeting rooms that have secure wireless networks. Secure areas should be outfitted with cameras and card swipes for added security, and a restricted-access central printer room can house high-volume printers with connected document shredders.
Accounting for Future Growth and Shifts
A successful law firm is one that looks to the future. It never rests on its laurels or assumes today’s success will extend into tomorrow. This means not only being responsive to changing client needs but also planning for the firm’s own future growth.
Over the last four decades a period of unprecedented growth saw many robust and now-household names such as Sidley Austin, Chadbourne & Parke, Dewey Ballantine, Dewey & LeBoeuf and Heller Ehrman vanish from the legal landscape. Launched only a few years ago, Dewey & LeBoeuf filed for bankruptcy in 2012 after a massive merger and expansion. In each of these cases, rapid growth was accompanied by expansion in floor plate and space.
In a recent Law.com article, Jim Schwartz of architecture and design firm CannonDesign suggests the following strategies for planning for future growth and organizational change:
For firms in need of quick and strategic office growth, Schwartz contends that "scope, scale, and strategy" are critical to success. The key is to understand growth activation in terms of the following criteria:
If you are planning for growth across multiple city locations, Schwartz suggests that you also consider:
A flexible design in which the core of competencies can shift within planning parameters is critical to carrying the business forward. A flexible floor plan can accommodate changes in the economic environment as well as changes within the firm.
The Effective Law Firm Floor Plan: Real-World Examples
Jones Day—Washington, D.C.
The layout in Jones Day’s Washington, D.C. office has an open office plan that encourages collaboration among different practice areas. One side of the floor features more specific cubicles for individual attorneys, while the other offers open seating and legal assistants. The practice has successfully created a balance between the need for collaboration on one hand, and the need for attorneys to work independently requiring both intensive concentration and conferencing with a colleague.
Arnold & Porter—Washington, D.C.
Arnold & Porter was sued for sexual harassment against an employee in 1994. They made substantial changes to their layout to make the environment more open and less hierarchical. Employees have a lot of input in how their space is set up; offices are separated by glass walls and are all the same size, much like a high-end hotel. There is a "super cafeteria," which is a lunch spot where employees can make their own foods and eat in different meeting rooms. There is no junior partner area, and the layout specifically moves employees away from their departments to encourage cross-pollination and ideas between departments.
The Law Office of David E. Gordon, P.C.—New York, N.Y.
One of the first and only lead paint law firms in the country, David E. Gordon’s office has a smaller physical footprint than most firms. The layout is four offices that each hold four attorneys , with a shared conference room. It operates with a staff of six. Attorneys are encouraged to travel for cases only to drive down expenses; otherwise, they work from home or from the Gordon office. The firm is a virtual firm that has achieved success by having field experts who travel to work on one case for a short period of time and move onto the next case.
Kirkland & Ellis—Chicago, Ill.
Kirkland & Ellis is known for its progressive and radical layout. They use gooseneck monitors to further the idea of openness, using clear acryllic instead of wood as a divider for offices. They have gone to great lengths to ensure that the office is noticed from across the street, and the sweeping views of Lake Michigan from the building only add to the allure. It’s a four-floor office with links through a grand staircase, and has a holding capacity of 1,200 attorneys. All floors have balconies for breaks and relaxation.
Sidley Austin—Chicago, Ill.
Sidley Austin was the first tenant of their glass-front headquarters in the city. The five floors are connected by winding staircases and are visible from the street. The layout helps keep spirits up and is perfect for people-watching. Sidley Austin’s office design focus is on communicating to clients that the firm is dynamic and progressive, which has contributed to its success over the years. This is but one example of how a well-designed office can enhance marketing and business development efforts as part of a larger relationship-building strategy.