12 tips for designing a better law workspace

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By Melissa Meinzer
Dolan Media Newswires

Lawyers’ workspaces are changing. Technology is replacing dusty tomes, and the coveted corner office doesn’t always exist anymore.

Real estate costs usually are law firms’ second-largest cost, exceeded only by salaries, according to a 2011 report from Jones Lang LaSalle, a worldwide real estate management service.

Here are some tips for using space wisely and making your office more attractive:

Dress for success, no matter the style: There are many design philosophies you might choose, from sleek and modern to dark and woody traditional. Dana Winley, project manager at Design Connection Inc. in Kansas City, says whatever you choose, make sure it’s clean and pristine. “When a potential client comes it, whether your design is conservative or contemporary, as long as it’s fresh and up-to-date it communicates a firm that’s successful.”

Check your location: Clayton has been considered the “it” location for law firms in the St. Louis area, thanks to its proximity to courts and suburban amenities. But firms would do well to consider being in the urban core of downtown, says David Steinbach, senior vice president at JLL and based in St. Louis. “Some of the smaller law firms are trying to attract young associates; they’re going for a more loft, open plan. Firms that are trying to attract younger attorneys are taking a hard look at downtown as population grows there. There’s a big price variance. They can have much lower lease rates.”

Spend where clients will notice: If you have limited money to spend, put it where clients will see it. Consider their experience, from walking in the door to meeting with their attorney. “There’s a fine line for the clients,” Steinbach says. “They want to see that their attorneys are successful, but not over the top. They want to have a nice place to sit down, where somebody brings you coffee or water. It’s smooth. That’s what they want to see.”

Think creatively: Law firms are prioritizing space differently than they used to. With advances in technology, for instance, some firms don’t need as many support staff members, Steinbach says. “It used to be one admin for two attorneys. Now it’s like one for eight.” Since leases are long, plan for the possibility that some space may spend time as excess inventory if the staff shrinks. You might want to consider subletting vacant offices, including to clients, Steinbach says.

Show your firm’s philosophy: Part of the The Brickhouse Law Group’s philosophy is to be as collaborative as possible because three attorneys’ heads are better than one. The open design at the downtown St. Louis firm, principal Michael Kahn says, communicates that to clients. “By having all of us in one large space together, it really encourages opportunities for one of us who may be struggling with a particular issue, factual or legal, to just toss out to the other two a question.” And if the stress of the day builds up, you might find Geoff Gerber, Pete Salsich and Kahn knocking around a few billiard balls in the midst of their collaborative space.

Close the library? Instead of a library, since most reference materials are available online these days, think about a small conference room, Steinbach says, where three or four attorneys can sit down quickly to collaborate.

Go for classics: “Focus on neutral and timeless pieces,” says Sara Turner, the owner and design director of Cure Design Group in St. Louis. “You may like floral carpet now, but you’re not going to like it in 10 years.” If you crave a pop of color or some flair, make sure it’s in places that can be swapped out later with minimal cost and effort. Art on conference room tables and the walls are a great place to experiment, and if they don’t hold up, change them in a few years.

Keep it clutter-free: “With the center of every space, the idea is to keep it clutter free, to keep the area clear,” says Teresa Padilla, Kansas City chapter manager of the International Feng Shui Guild and owner of  Feng Shui Many Blessings, a company that helps people maximize their spaces using ancient principles. “When you start moving the clutter and you start organizing, things free up. In feng shui, the clutter that’s held there is energy. You’re more open to receive that into your firm.”

Sunshine and water: Debby Cook, of Debby Cook Interiors  in Columbia, says plants are always a good way to perk up a law firm interior, adding color and personality. It’s crucial, however, to keep plants well-maintained. If you’re going to use them, consider hiring a service to keep them healthy.

Design to communicate: When a firm is undergoing a transformation, attorneys and staff should think about how they interact, then design around that, Winley says. “Flow and traffic pattern is incredibly important,” she says.

“It’s important for all the staff to be involved in the space planning.” Attorneys and staff need to be close. “It’s not always all about the phone connection.” At Brickhouse, the attorneys find that using headsets for telephones keeps them from being tied to their desks.

Be inclusive: Don’t fall into the trap of designing just for a few principals or tastemakers. “You have old clients, young clients,” Turner says. “You have multiple sexes working in that space. In addition, your clientele is a mix of gender. Make it gender-neutral if at all possible.”

Keep your clients comfortable: Too often, waiting areas aren’t comfortable and inviting, Cook says. Attorneys should keep in mind that being in an attorney’s office can be intimidating to clients. No need for the chairs to be intimidating, too. “Most attorneys’ waiting room chairs are walnut or leather. They’re not very comfortable. You want them to be inviting.”