PHYSICAL SET-UP

The physical set-up of the law firm creates a very important impression not only to
prospective clients but even to visitors alike. It is even considered as the extension of the sense of
professionalism of the lawyers and other employees therein. The main advantage of having a
good set-up is to impress upon the client an aura of sophistication and respect. The clients would
be more pleased to deal with professionals in an organized and neat set-up as compared to a
cluttered one. Another benefit is that the clients would be more at ease because a good set-up is
more welcoming.
Economically speaking, the law firms set-up is a means of advertising. It is undeniable
that when clients are satisfied of their dealings with your office, the best form of advertising is by
word of mouth. Surely, they would refer your law office to others.

In terms of practicality, a good physical set-up is also advantageous to the lawyers and
employees of the law firm. A well planned floor area will make the work easier for transferring
from one room to another would be convenient. A systematic set-up will also help everyone be
more methodological in their work.

There are a lot of factors to consider in creating an office floor plan. The lawyers should
take into account the usability and needs of each room as well as the space needed. The
arrangement of the rooms and areas should also be practical for free movement. The proposed
floor plan for the small law firm is shown below:

OFFICE AREAS, FURNITURE AND FIXTURES

The Reception Area

The very first thing that clients will see is the reception area. So, if you want to make a
good impression, one should invest in the reception area. This is where the law firm will receive
and entertain clients. Most firsthand encounters and inquires are done in this area. Consequently,
if you do not want to turn clients away from your office, make the reception area look and feel
more comfortable by providing adequate number of fixture and furniture where they can sit and
relax. Lawyers should choose the right chairs or even sofa for the reception area.

What then is the main purpose of the reception area? This is where the clients stay while
waiting for their appointments. Thus, you can provide means of entertainment or anything that
can make waiting worthwhile such as magazines and newspapers. It is also a good opportunity to
introduce the firms beginnings and history to the client by posting or televising photos,
achievements and other recognition by the firm. It is also a good place to inform clients about
your services through brochures and other literatures and contact details.

One should never forget that the comfort of the clients is the most essential thing when it
comes to the reception area. You should also provide for a center table where you can serve
drinks like coffee, tea, beverages and snacks.

Proposed Set-up:
Secretarys desk

Clients Lounge/waiting Area

The reception area comprises of the following items:

BUDGETED
PRICE
SUGGESTED

1
RECEPTIONIS
T/
SECRETARY
DESK
P15,000

P1,500

Xxx

P1,500

1 SECRETARY
CHAIR

Living Room
Set

1 COMPUTER
SET

(P10,000 each) = P18,000

P20,000
P9,500 each
P17, 999

(w/ actual price)

The Lawyers Offices

One of the most important things that lawyers should maintain is a good reputation,
outstanding credentials and a good office. Indubitably, clients are usually concerned about who
they are dealing with. They would always want to know the educational and professional
background of lawyers. This is the main reason why the diploma or any significant legal
certifications to the practice of law should be displayed at a certain area in the lawyers office.

Other than that, it is also necessary to keep the paint, ventilation, lighting and the
furniture of the lawyers office in good condition at all times. The lawyers office is a reflection
of who he/she is. By looking at the office, clients would have an idea on how organized or
disorganized a lawyer is.

Moreover, the office should also provide the same or even exceed the comfort offered in
the reception area. This is because, the lawyers office is the place where the client will try to
open up and discuss the facts of his case as well as discuss complicated legal problems and
issues.
The law offices may differ in sizes and designs depending on the lawyers preferences.
This way, the office would have a sense of ownership as to the lawyer and that would also make
him more comfortable while working.

Proposed Set-up:
Lawyers Office

The lawyers offices are expected to have these common items:

BUDGETED
PRICE
SUGGESTED
(w/ actual price)

2 LAWYERS
2 LAWYERS
4CLIENTS
2 COMPUTER
TABLE
CHAIR
CHAIR
SET
(P8,000 each) = (P6,000 each) = (P5,000 each) = (P18,000 each) =
P24,000
P18,000
P20,000
P54,000
P6,500
P4,700
P4,900
P17,999

The Researchers office space

Law offices nowadays have become more dynamic and may need more manpower. One
of the most essential professionals found therein is the researcher. The researchers should have a
comfortable area to work in. Furthermore, they should have adequate workspace. The
researchers area should be accessible to the lawyers. The area should also be near the filing
room.

Proposed Set-up:

To ensure that the researchers area is accessible and comfortable, here are the following
items which should be here:

BUDGETE
D PRICE

2
2 RESEARCHERS
2
RESEARCHE
CHAIRS
COMPUTER
RS DESK
SETS
(P3,000 each) = (P1,500 each) = (P18,000 each)
P6,000
P3,000
=
P36,000

1 PRINTER

P2,500
SUGGEST
ED
(w/
actual
price)

P1,500

P17,999

The Library

The library is also important in any law office. Aside from showcasing the law books, it
is also needed for research. The library gives the office a more professional feel. A set of SCRA
adds up to the workability, efficiency and convenience of any law office. This is because, some
of the needed cases may not be available through the Internet or offline applications. The codals
and annotated textbooks will also help the researchers and the lawyers.

The library should also adopt a system of categorizing the books therein. The law office
can use the Dewey Decimal Classification or any forms of systematic organizing of the books so
that it may be easier to use the library. The library must also have a Jurisprudence software
application such as Lex Libris.

Proposed Set-up:

The library contains the following:

VOLUME
S OF
SCRA
BOOKS
BUDGETE
D PRICE

BOOK
SHELVES

(P500
P8,000
each)
=
P100,000

SUGGEST
ED
(w/ actual
price)

2 CHAIRS

1 TABLE

1
DESKTO
P
COMPUT
ER SET
P3,500

Lex Libris
Subscripti
on

(P7,000
each)
=
P14,000
P6,600
P3,200

The Conference room

The conference room is needed especially for growing firms. If you are preparing to have
bigger clients in the future, the conference room should be able to hold at least 5-10 persons. It is

advisable that the conference room is located near the reception area so that it is accessible for
clients and they dont have to wander off in the office premises.
Large accounts and big clients may have more needs than others. As such, the conference
room must have audio visual facilities like a projector, screen and a white board for writing and
planning and for your possible presentations. It may also be the area where you can conduct
depositions and other important fact finding activities.

Proposed Set-up:

The proposed law offices conference room can accommodate 10 people and contains the
following:

BUDGETED
PRICE
SUGGESTED
(w/ actual price)

CONFERENCE
TABLE W/
CHAIRS
(good for 10
persons)
P50,000

1 PROJECTOR
with Screen audiovisual set

P14,000

P47,257

P13,896

1 Built In WHITE
BOARD

The File room

The other areas are just considered as one of the most important rooms in the office.
Perhaps the most essential one is the File Room. This contains the salient data and information of
clients, the firm and just about any transaction the firm has been through. This is where the
documents and records of the firm are stored.

The file room should be well secured and only authorized persons can enter. This is to
uphold the confidentiality of the records kept therein. There may be a password protected digital
lock which only the employees know and can have access to. The room should have a photocopy
machine, scanner and fax machine.

Proposed Set-up:

The room should contain the following:

BUILT IN BOOK
SHELVES

6 Stackable FILING
CABINETS

1 PRINTER/
PHOTOCOPIER/
SCANNER/FAX
MACHINE

BUDGETED PRICE

P8,000

SUGGESTED
(w/ actual price)

(P4,000 each) =
P12,000
P3,880

P20,000
P18,995

The Pantry/Kitchen

Legal professionals especially the lawyers are known to be busy people. Most of the time,
they skip meals just to finish their job. That is the reason why it is really important to have a
kitchen/pantry in the law office. This is to conveniently provide for the biological needs of the
people working within. Aside from that, since clients would also need snacks and drinks, the
kitchen/pantry is a convenient way to prepare the refreshments. The utensils should be very
decent such as made from glass or porcelain.

Proposed Set-up:

The kitchen/pantry should contain the following:

1 REFRIGERATOR

1 ESPRESSO
MAKER

1 MICROWAVE

1 WATER
DISPENSER

BUDGETED
PRICE

P8,000

P3,500

P3,000

P5,000

SUGGESTED
(w/ actual price)

P7,995

P3,150

P2,998

P4,658

3 WASTE BINS 1 DINING SET

(BIODEGRADA
BLE, NON
BIOEDEGRAD
ABLE,
CONTAMINAT
ED WASTES)
(P100each)
= P13,000
P300

P80 each

1 SINK SET

UTENSILS
SET and
TEACUP SET

P12,400

Networks and Security

Finally, the law firms should also invest in the security and the network of the office.
First and foremost, the computers in the office should be in one network. This means that one
computer is connected to the other computers and devices especially the printers. However, the
firm should also have adequate firewall and confidentiality protections to those files, folders and
data that are deemed confidential to one or two employees. Furthermore, the law firm should
have security cameras in common areas such as the reception, hallways and conference room.

The needed equipments are the following:

1 CCTV
SECURIT
Y SET
with 3
CAMERA
P8,000

BUDGETE
D PRICE
SUGGEST P7,995
ED
(w/ actual
price)

1
MODEM/
WIFI
ROUTER

1
FAX
MACHIN
E

TELEPHON
E
NETWORK

P3,500

P3,000

P5,000

P3,150

P2,998

P4,658

1 PASSWORD
PROTECTED
ENTRYPORT for
the FILING ROOM