BEFORE WE BEGIN, Yameena please tell us a little bit about yourself. How did you start your firm?
My journey began unexpectedly with a termination from my dream job in April 2022. It was a shocking turn of events that forced me into a period of introspection lasting six months. During this time, I seriously contemplated leaving the legal field due to the challenges I faced as a young, racialized woman. The negative experiences I had during my articles and as an associate left me questioning if law was the right path for me.
After much reflection, I decided to give the legal profession one final chance, but on my own terms. Starting my own law firm wasn't initially about a passion for entrepreneurship or immigration law; it was a last-ditch effort to see if I could find my place in the legal world. I saw it as the only avenue I hadn't explored, and I was determined to give it a try.
The decision to start my own firm wasn't made lightly. It was more of a "throwing everything at the wall and seeing what sticks" moment. I knew that if it failed, at least I would have tried every option available to me. The journey since then hasn't been smooth sailing; there have been setbacks and challenges along the way. Yet, each mistake and obstacle has been a learning experience, propelling me forward.
Recently, I received a grant of just over $2,000, which symbolizes progress and validation of my efforts. While the journey ahead may still be uncertain, I feel a sense of excitement and purpose in building something of my own. Even if it doesn't work out in the end, I'll have the satisfaction of knowing that I gave it my all. In our household, we joke that I'm always excited to make my next mistake, acknowledging that growth often comes from learning and embracing failure.
As a young lawyer, there are numerous challenges, one of which is questioning whether you have enough knowledge or mentorship to venture out on your own. Could you share how you initiated your practice? Did you take additional steps to acquire knowledge or seek mentorship? Were you nervous about embarking on this new journey?
Initiating my practice was a daunting step, especially considering the challenges young lawyers face. One major concern was whether I had enough knowledge or mentorship to go solo. To prepare, I opted for a straightforward approach, focusing on thorough research rather than podcasts or formal training programs. Instead of immersing myself in legal podcasts, I delved into the Government of Canada and provincial government websites. This allowed me to grasp the nuances of every immigration program, ensuring I had a foundational understanding of available options, though I recognized it wasn't comprehensive enough to advise clients effectively.
Understanding the importance of mentorship, particularly in immigration law, I actively sought out experienced practitioners who could provide guidance. While formal mentorship programs like the Law Society of Alberta's Mentor Connect and the CBA Immigration Law Section's sponsored mentorship program were valuable, I found organic relationships to be most beneficial. These connections often developed through personal networks or chance encounters, such as reconnecting with a former boarding school friend or meeting like-minded professionals at industry events.
One notable aspect of my support network is the prevalence of strong female mentors, particularly Muslim women. Their guidance and encouragement have been invaluable as I navigate the challenges of starting my own firm. Through these relationships, I've gained not only practical advice but also a sense of belonging within the legal community.
How did you initially acquire clients?
Initially acquiring clients for my firm was a bit unconventional, as I had already been immersing myself in immigration law for six months prior to officially registering my firm. The catalyst for taking the leap and registering my practice was the opportunity presented by a family friend who was transitioning out of her solo practice and entrusted me with some of her existing client files. This jump-started my client base, providing me with my first few cases without actively seeking them out.
As I navigated the intricacies of immigration law, I discovered that client acquisition often operates like a web, with referrals and connections playing a pivotal role. The primary method for acquiring clients has been through personal and professional networks. Clients who know me or have been referred by someone in my network tend to be the most common source. For instance, the first clients I assisted referred their family members, creating a ripple effect that expanded my client base.
The interconnected nature of immigrant communities has been particularly advantageous. Satisfied clients are inclined to spread the word, leading to further referrals within their social circles. Building trust and delivering quality service has been paramount in fostering these relationships.
Even casual encounters, such as conversations during dinner with acquaintances, have led to potential client inquiries. By offering insights and assistance in a friendly and approachable manner, I've been able to attract clients through word-of-mouth referrals.
Overall, my approach to client acquisition has been centered on nurturing relationships, providing excellent service, and leveraging personal and professional networks to expand my client base.
During interviews with practitioners, a common sentiment expressed is that hiring the first employee is particularly challenging. Did you encounter similar difficulties? Could you describe the organizational structure of your firm? Do you have specialized departments or team leads, or are you operating as a sole practitioner, with or without support staff?
Starting to hire was a significant milestone in the growth of my firm. After establishing the foundation of my practice in March 2023, I made my first hire in July of the same year. The initial addition to my team was a part-time law clerk who was also a law student. This arrangement allowed flexibility for her academic pursuits while contributing to the firm's operations.
Navigating the realm of human resources as an entrepreneur has indeed been a steep learning curve. Over time, I've realized that hiring and managing personnel is an ongoing process of trial and error. Despite the challenges, I've remained committed to building a capable and cohesive team.
Reflecting on my journey thus far, I've experienced the highs and lows of personnel management. I've made decisions to hire, but also had to make tough calls to part ways with team members when necessary. In the short time since starting my firm, I've hired and parted ways with a law clerk and two lawyers.
Currently, my team consists of a steady law clerk and a lawyer who works with me regularly, along with occasional collaboration with another lawyer. As I continue to navigate the complexities of entrepreneurship, refining my approach to hiring and personnel management remains a priority for sustaining and enhancing the growth of my firm.
Externally, I've expanded my support network by bringing in professionals to handle various aspects of my firm's operations. In addition to hiring a bookkeeper to manage financial matters efficiently, I've enlisted the services of an external gift company to enhance client relations and create memorable experiences.
Recognizing the importance of digital presence, I've partnered with a firm specializing in digital media and marketing. Their expertise has been instrumental in establishing and maintaining an online presence, reaching a broader audience, and showcasing the value of my firm's services.
Furthermore, as I strive to streamline communication and improve client responsiveness, I'm exploring the possibility of engaging virtual assistants or call answering services. These resources would ensure prompt and professional handling of inquiries, enhancing the overall client experience and optimizing efficiency within the firm.
Reflecting on your first year as a sole practitioner, could you share your experience? Was it overwhelming or challenging, and if so, how did you manage it?
Reflecting on my first year as a sole practitioner, it was undoubtedly a challenging journey. The initial phase was particularly overwhelming, as I committed long hours to building and reinvesting every dime back into the practice. Witnessing minimal immediate financial returns while juggling numerous demands from staff, clients, regulatory bodies, and marketing endeavors often left me questioning my decision.
However, as time progressed, I found solace in the growth of my firm and the support of my team. Feeling more adept and supported, I gradually gained a better understanding of the intricacies of running a practice, which alleviated some of the initial stressors. Moreover, having a supportive partner who believed in me unconditionally provided immense encouragement during moments of self-doubt.
Recognizing the importance of self-care, I learned to prioritize taking breaks and stepping away from work, even if just for a few hours or a day. While it may seem basic to those outside of entrepreneurship, for us, the temptation to work incessantly is ever-present. Yet, I've come to understand the necessity of rest and rejuvenation in maintaining productivity and mental well-being.
In essence, while the challenges of being a sole practitioner are undeniable, finding a balance between dedication and self-care has been instrumental in navigating the journey. With each obstacle overcome and lesson learned, I emerge stronger and more resilient, ready to face whatever lies ahead.
How do you manage client expectations?
Managing client expectations in immigration law can indeed be challenging due to the varied communication channels and the complexity of queries. To maintain efficiency and prevent burnout, we've established clear boundaries and protocols.
Initially, we allowed clients to communicate through various channels like text, WhatsApp, or email, but found it overwhelming to monitor all platforms. Thus, we now request clients to communicate exclusively via email to streamline communication and ensure timely responses.
We've also noticed that different communication channels carry different expectation levels, with clients expecting instant responses on platforms like WhatsApp. To address this, we specify in our retainer agreement that we respond to emails within two business days, managing clients' expectations regarding response times.
Additionally, to prevent clients from treating us as their in-house immigration lawyers and to maintain focus on the primary file, we've instituted a limit on consulting hours. These hours cover queries not directly related to the file, such as general immigration inquiries or unrelated questions. Clients receive a set number of consulting hours based on their retainer fee, with additional hours available at our hourly rate.
By setting these boundaries and clearly outlining them in our retainer agreement, we ensure that clients are aware of our communication protocols and understand the limits of our services. This helps prevent clients from monopolizing our time and allows us to focus on providing efficient and effective legal representation.
Do you use any AI tools, softwares’ or systems to streamline processes or enhance client services?
Yes, we use:
- Grammarly AI
- Monday.com for file management
- Google Suite
- Open Phone – voice over IP system
Immigration laws, policies and procedures are constantly evolving. How do you stay current with the ever-changing landscape of immigration law, and how do you incorporate these changes into your practice?
Keeping up with changes in immigration law requires staying connected to reliable sources of information and being actively engaged within the legal community. Personally, I've found listservs to be invaluable resources for staying informed about new developments. As a member of the CILA and CBA listservs, I receive timely updates whenever there's a significant change or update in immigration law. This community-driven approach allows for quick dissemination of information and provides a platform for discussion and clarification.
In addition to listservs, being part of the social media community has been beneficial. Platforms like LinkedIn and Twitter are filled with immigration lawyers and consultants sharing insights, updates, and analysis on recent developments in immigration law. By following relevant professionals and organizations, I ensure that my social media feed is a curated source of up-to-date information.
While it can be challenging to keep track of every change, I've found it helpful to follow the current immigration minister and other government officials on social media. This helps me stay informed about policy announcements and government initiatives directly from the source.
Moreover, subscribing to federal court decisions related to immigration law allows me to stay up to date of evolving case law. While there isn't a direct subscription service for receiving updates on ministerial instructions, being part of the legal community and actively engaging with reliable sources has proven effective in staying informed and adapting to changes in immigration law.
Finally, what advice would you like to share with junior lawyers who are contemplating launching their own legal practices or have recently established their firms?
For junior lawyers considering launching their own legal practices or who have recently established their firms, I have a few key pieces of advice based on my own experience.
First and foremost, ensure you have financial stability before taking the leap. Starting a business can be financially stressful and being financially strapped on top of that can lead to poor decision-making. It's advisable to have some money set aside to cover your expenses and potential business fluctuations for at least the first two years.
Secondly, seek out mentors early on. Mentorship is invaluable in navigating the challenges of entrepreneurship, but it's crucial to find mentors who are genuinely supportive and available. Building a mentorship circle takes time, so start reaching out to experienced professionals who can offer guidance and support as you embark on this journey.
Lastly, don't underestimate the importance of a strong personal support network. Starting a business can be emotionally taxing, with setbacks and challenges along the way. Having friends, family, or a partner who can provide encouragement, perspective, and emotional support can make a world of difference during tough time
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