How to Maintain Attorney-Client Privilege in Shared Office Spaces
Shifting market conditions have prompted many business leaders to evaluate their spend – namely, whether their office is worth its price tag.
But in the legal field, privacy is paramount. Having a space where associates can freely collaborate and clients can safely discuss matters of their case is crucial for those running their own law firm.
Fortunately, choosing not to renew your office lease doesn’t mean you have to give up your privacy. Here’s how to reduce your fixed cost and preserve attorney-client privilege by finding the right shared office space.
Firmspace Chicago
Choose Private Office Spaces – Not Communal Work Areas
Not every shared office space is created equal – and for lawyers, this is especially true. If you’re moving to a coworking space, you’ll want to make sure that it offers you and your clients the same, or a greater, level of privacy that your previous office provided. That’s why we recommend finding a space that offers private offices – not just desks in a common area.
A private office space doesn’t just help limit interruptions. It also helps put your clients at ease by offering greater levels of accessibility. Let’s say you take on a client who’s a new mother. Chances are she’ll have to take extra precautions to protect the health and safety of her newborn. A private office reduces the viral transmission risks she might experience in a communal space and gives you the ability to tailor the environment to her preferences (masking, social distancing, eliminating physical contact like handshakes, etc.).
Any neurodiverse clients who live with conditions like ADHD or autism can also benefit from your private office space. Why? Because a private space reduces the level of interactions and stimulation (like movement and sound) your client may experience. That privacy helps lower the level of stress they may feel, which helps them communicate their needs more authentically and effectively.
Offering a private office space that limits noise pollution and physical contact with others is an important factor in maintaining attorney-client privilege. You need your clients – both current and prospective – to feel comfortable speaking with you. Offering a space free of distractions is instrumental to achieving that goal.
Verify the Security of Your Shared Office Space
Yes, a private office space is important. But what makes a private space truly private? And how can you vet a shared office space for lawyers that blends security with comfort? Here are several questions to consider:
Does the door lock? You might have a private office, but if the door doesn’t lock, that privacy can quickly become compromised.
Is there sound-dampening architecture? If you close your door and can overhear every conversation from an adjacent office – or even from the lobby – others can hear what you’re saying, too.
Can others see inside the private office? Sure, an office with floor-to-ceiling glass walls might seem nice in theory. But if the glass isn’t frosted, anyone who walks by can see who’s inside.
Who has access to the mailroom? You’ll likely need to send and receive documents, whether from the courts or from your clients. Make sure the onsite mailroom is secure, and that you’re the only one who can access your incoming mail and packages.
Of course, this physical security is just one component of maintaining attorney-client privilege. You may want to also…
Invest in Your IT Infrastructure
Whether you’re planning to use this shared office space full-time or adopt it as part of a hybrid work strategy, you’ll likely need to bulk up your cybersecurity. In fact, we’d recommend scaling your digital security regardless. That’s because, in 2021, businesses faced a 50 percent rise in attempted cyberattacks. And that trend has continued. A recent report found that email cyberattacks increased by 48 percent over the first six months of 2022.
Now there’s a good chance you already have law management software to encrypt files or manage workflows. But in a shared office environment, it’s never a bad idea to reinforce your digital security. After all, designating communications as “privileged” doesn’t prevent bad-faith actors from attempting to access them – and that’s especially true online.
The right shared office space for lawyers ideally offers its own level of IT protection. In fact, it’s why we outfit every proworking space with comprehensive firewalls and wireless access points.
Protecting your clients’ information is a serious undertaking. Your shared office space provider should enhance those efforts.
You Don’t Need to Overpay for Privacy
A shared office space helps you cut costs without losing the professionalism and privacy you exhibited by leasing your own office.
Not just that, but leveraging a shared office space as you adopt a hybrid work model could help you stand out when it comes time to attract new associates to your firm.
If you’re curious about how a shared office space can work for your firm, reach out and book a tour of your local Firmspace location.