A Step-by-Step Guide to Hiring Paralegals

Outline Key Responsibilities: Identify whether you need a generalist paralegal or a specialist. A less experienced paralegal for less specialized tasks could be trained to complete the tasks easier that if you need someone to complete more complex tasks. Training to complete more complex tasks—like research and writing—can be done in-house but it will require more of the firm’s resources.

Consider Full-Time vs. Part-Time: Determine if your workload justifies a full-time hire, part-time, or freelance help. Hiring a part-time or freelance paralegal will give you more flexibility to test the skillset of the paralegals while also typically allowing for lower overhead.

Assess Required Experience: Be specific about experience levels. Entry-level paralegals are cost-effective but may need training, while senior paralegals can offer immediate expertise. With both levels of experience, however, the paralegal’s temperament may be the deciding factor in whether that hire is a good fit.

Create a “Paralegal Scorecard” template listing essential skills and duties. Rank each candidate against this scorecard to maintain objectivity and clarity.

See Paralegal Institute's Sample Paralegal Scorecard

Create an internal screening process before an offer is made where you are able to assess a paralegal's temperament and fit for your firm’s culture.

See Paralegal Institute's Guide for Assessing a Paralegal's Temperament

Be Precise and Transparent: Mention expected skills, duties, and required qualifications. Detail experience requirements in specific areas, like familiarity with litigation software or knowledge of a particular legal area.

Emphasize Growth Opportunities: Talented paralegals seek career growth. Highlight mentorship, training, or pathways to advancement if available.

Use existing templates tailored to your practice area to speed up drafting and ensure you don’t miss key details

See Paralegal Institute's Job Description Templates

Create a test to administer to potential hires to test attention to detail and time management. Writing tests are particularly effective.

See Paralegal Institute's Applicant Drafting Test

Use a Screening Questionnaire: Before interviews, have candidates answer questions about their experience, such as knowledge of legal software, familiarity with legal procedures, and their problem-solving approach.

Evaluate Writing Skills: Since paralegals draft many documents, consider requiring a brief writing sample or exercise that simulates a typical task. Even better, have them write something specifically for you so that you don’t get only perfectly curated (and third party reviewed) writing products.

Check References Carefully: Prior employers offer insight into work habits, punctuality, and collaboration skills.

Automate initial screenings with a tool like Google Forms. This lets you efficiently narrow down candidates based on objective criteria before conducting in-person or video interviews.

See Paralegal Institute's Sample Initial Screening Form

Pre-draft the list of questions that you want to ask prior employers. Be aware of legal limitations on what you can and cannot ask.

See Paralegal Institute's Prior Employer Questions

Structure Your Interview Questions: Ask situational questions that allow candidates to discuss their approach to tasks like document review, discovery, or trial prep.

Test for Technical Skills: Ensure candidates are familiar with any specific software your firm uses, like LexisNexis, Clio, or Microsoft Excel. Consider including a small test if proficiency is crucial.

Evaluate Communication Skills: Paralegals often serve as a bridge between attorneys, clients, and other parties. Assess whether they can clearly articulate case updates, deadlines, and tasks. Candidates with good communication skills won’t hesitate to ask questions to clarify details, showing attentiveness and a proactive approach.

Assess Red Flags: Typos on resumes or vague answers can indicate carelessness. Multiple short-term roles may suggest a lack of commitment. Paralegals that don’t understand client confidentiality and other ethical guidelines.

Have a list of standard scenarios you encounter frequently in your practice. Ask candidates how they would handle each scenario. This tests problem-solving and critical thinking skills.

See Paralegal Institute's Sample Situational Questions Template

After an interview, provide them with a task that requires clarification, like vague instructions or missing information. See if they follow up with questions to ensure understanding.

See Paralegal Institute's List of Tasks to Test Communication

Create a Checklist: Draft an onboarding checklist covering software logins, internal policies, and procedural overviews.

Assign a Mentor or Point of Contact: A senior paralegal or administrative staff member can help a new hire adjust, answer questions, and get up to speed.

Provide Access to Training Resources: Whether online courses, manuals, or firm-specific training, this shows your commitment to their success and minimizes mistakes. Create short, pre-recorded video tutorials for repeat tasks, such as case filing procedures, billing entries, or case management software use. This saves time and serves as a future resource for all hires.

Provide an onboarding checklist that covers the training path, required internal policies, and knowledge assessments. This will give the new hire a pathway to integration into the firm.

See Paralegal Institute's Sample Onboarding Checklist

Create a mentor/mentee plan that covers the goals of the program and guidance for both the mentor and the mentee on how to make the most of the program.

See Paralegal Institute's Sample Mentor Program Guide

Offer Opportunities for Development: Encourage skill-building through training, seminars, and leadership roles.

Recognize Contributions: Regular feedback and occasional recognition go a long way toward building loyalty and morale. Consider developing a reward system for recognizable achievements.

Create Clear Processes and Expectations.

Create a monetized system within your own firm where you hand them something that has value toward an exchange for a reward. For example, a “Law Firm Buck” that can be exchanged for gift cards or firm swag.

See Paralegal Institute's Sample "Law Firm Buck" Program

Create a checklist for everything. There is no process within your firm that could not use a checklist. Then integrate that checklist into your operations.

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