Checklist for Hiring and Managing a Remote Paralegal

Hiring a remote paralegal can be one of the smartest moves a law firm makes. You gain access to experienced legal support without the overhead of office space, equipment, and in house benefits. But remote work only succeeds when both the firm and the paralegal are set up properly from the start. This checklist covers the key steps for hiring, onboarding, and managing a remote paralegal effectively.

Before You Hire

Start by defining the role clearly. Write out the specific tasks you want the paralegal to handle, the practice areas they will support, and the software platforms they will need to use. A vague job description leads to mismatched expectations on both sides.

Determine your budget and decide whether you need full time or part time support. Consider the time zone you want your paralegal to work in and whether you need coverage during specific hours.

Prepare a list of must have qualifications. For most firms, this includes experience with your practice management software, familiarity with your practice area, strong written communication skills, and the ability to work independently with minimal supervision.

Technology and Access

Before your remote paralegal starts, make sure the following technology items are in place.

Provide login credentials for your case management platform, document storage system, email, and any other tools they will use daily. Set up a firm email address so that all communications come from a professional domain. Ensure they have access to your firm's document templates, standard operating procedures, and reference materials.

Choose a communication platform for daily interaction. Most firms use Slack, Microsoft Teams, or a similar tool for quick questions and updates. Set expectations about response times and availability during working hours.

If your firm uses a VPN or requires specific security software, provide setup instructions and technical support to get the paralegal connected before their first day of work.

Onboarding

A structured onboarding process is essential for remote staff. Schedule a video call on the first day to introduce the paralegal to the team, walk through firm procedures, and answer questions. Provide a written onboarding guide that covers the firm's naming conventions, filing structures, communication preferences, and billing practices.

Assign a few introductory tasks during the first week so the paralegal can get comfortable with your systems and workflows without being overwhelmed. Review their work closely during the first two weeks and provide constructive feedback promptly.

Share your firm's style guide if you have one. Details like how to format pleadings, how to label documents, and how to address correspondence may seem minor but they matter for consistency across the firm.

Setting Expectations

Put expectations in writing. Define working hours, daily check in times, and response time expectations for emails and messages. Clarify how the paralegal should handle questions when they are unsure about a task. Most firms prefer that remote staff ask rather than guess.

Establish a system for task assignment and tracking. This might be a task board in your practice management software, a shared spreadsheet, or a project management tool. The paralegal should always know what they are working on, what the priority is, and when it is due.

Set goals for the first 30, 60, and 90 days. These milestones give both parties a framework for evaluating how the arrangement is working and where adjustments might be needed.

Ongoing Management

Schedule regular check ins. A weekly video call gives you time to review work, discuss upcoming tasks, and address any concerns. These calls also help remote paralegals feel connected to the firm and its culture.

Provide feedback regularly. Remote workers do not have the benefit of casual office interactions where feedback happens naturally. Make a point of acknowledging good work and addressing issues promptly.

Review workload periodically to ensure the paralegal is neither underutilized nor overwhelmed. Adjust task assignments as the paralegal gains experience and confidence with your firm's workflows.

Security and Confidentiality

Remote work introduces additional considerations for client confidentiality. Require the paralegal to work from a private, secure location and to use encrypted connections when accessing firm systems. Establish clear policies for handling sensitive documents and client information.

Include confidentiality and data security provisions in your engagement agreement. Review these policies during onboarding and revisit them periodically.

How DocketHire Simplifies Remote Paralegal Hiring

DocketHire handles the recruiting, vetting, and training process so you can skip straight to onboarding a qualified paralegal. Our team matches you with candidates who have the skills and experience your firm needs, and we provide ongoing support to ensure the relationship works for both sides.