Law firm leaders everywhere wrestle with the same issues: too much on their plate, too many tools to choose from, and not enough time to work on their business, rather than practising in it.
Getting the chance to step back, ask questions, swap stories, and share what’s actually working is what brought a group of forward‑thinking legal professionals together for our latest in-person File Notes Live event in Boston.
What is File Notes Live?
File Notes Live is the in-person companion to the File Notes podcast, a show about building better law firms and the leaders who run them.
Each event brings together firm owners and operations managers for a candid, practical discussion. We dig into the realities of running a law firm and some of the most complex challenges facing the legal industry right now. The goal is for attendees to be able to walk away with one or two changes they can implement right away.
“Being in leadership roles can be lonely. Having the opportunity to connect with other experts and leaders is always enriching, motivating and reaffirming.”- Karolina Gonzales, Austin File Notes Live attendee
Guiding the discussion in Boston was Caralee Fontenele, founder of Scalable Law. Drawing on 17 years of experience running her own successful practice, Caralee understands first-hand the challenges and opportunities that come with building and leading a firm.
Her mission is to empower attorneys to shift from overworked operators to confident business owners who can scale their firms without burning out.
In case you missed it, we had Caralee on the File Notes podcast, where she shared how she systemised her firm, built Scalable Law, and started helping hundreds of others do the same. You can check out the episode below if you’re interested!
Big themes from Boston
At the Boston event, Caralee shared what works (and what doesn’t) when scaling a law firm. Her practical steps emphasised what attendees could start doing today to grow their practice into a thriving business while balancing the demands of leadership, client service, and team management.
Here’s three themes that stood out:
Choosing tech for smooth operations
Carlee’s first tip: use tools before adding headcount. Lean teams can punch above their weight with automation and technology.
VXT for instance, is a phone system that captures call notes and time automatically, shrinking admin load and improving accuracy, so you can save headcount for roles that truly move the needle.
For firms feeling overwhelmed, Caralee’s advice was simple: start small. Get the essentials talking to each other first with integrations (in areas like call management, document management and billing) then layer on automation.
Attendees swapped stories and agreed they also needed to focus on problems and bottlenecks in their workflow, not just products. That naturally led the conversation to standard operating procedures (SOPs) and how technology supports consistency when staff come and go. As Caralee explained, tools only help when they’re underpinned by clear, written processes.
Systemising operations so the firm doesn’t rely on you
When we asked, “Who’s felt like the bottleneck in their own firm recently?” nearly every hand went up.
Caralee shared that the first step to escaping that trap is documenting what only you do, then building systems to share that knowledge. SOPs make this scalable: they ensure critical information stays within the firm, not just in someone’s head.
Attendees also shared struggles around finding the time to systemise. One guest admitted, “It feels impossible to step away long enough to document everything.” Caralee’s response: “You can’t afford not to”. Start by documenting one process per week. In six months, you’ll have 20 done.
Attracting top talent in a tight market
Recruitment challenges hit a nerve. Nearly every firm in the room had experienced difficulties attracting and keeping junior attorneys.
Several leaders shared stories of new hires leaving quickly, which becomes a costly and demoralizing cycle. The group discussed how clear career paths, mentorship, and modern tools can make a big difference in keeping great people engaged.
Caralee encouraged firms to think beyond traditional job boards, which are increasingly saturated and expensive. Instead, she highlighted the importance of building a strong employer brand that resonates with the kind of talent you want to attract.
VXT, for instance, has found success through:
- Authentic, story-driven LinkedIn posts that show what it’s actually like to work at VXT
- University partnerships and alumni networks that connect directly with emerging talent
The key, attendees agreed, is to go beyond simply “posting a job.” Firms that share behind-the-scenes insights, employee stories, and genuine voices on social media stand out far more than those relying on generic recruitment graphics. While transparency about culture, values, and benefits helps candidates picture themselves as part of the team.
“A strong employee brand isn’t about polish, it’s about honesty,” Caralee noted. “Show the day-to-day reality, the wins, the challenges, and the growth opportunities. That’s what people connect with.”
Values‑based hiring was another hot topic. “You can teach skills, but not alignment,” Caralee said. The consensus is that investing in culture and clear systems pays dividends. Great culture isn’t just ping-pong tables and knock-off drinks; it’s crystal-clear expectations, so everyone sees where the firm is headed and how their work aligns with the overall direction.
Key takeaways from Boston
File Notes Live is about sharing practical insights and ideas you can apply in your firm the very next day. Here are the key takeaways:
- Simplify your tech: Integrate systems before adding new ones.
- Document everything: SOPs transfer institutional knowledge and reduce dependency on individuals.
- Recruit through connection and retain with clarity: Personal networks and values‑based hiring outperform job boards, while good systems and clear progression paths and expectations keep talent engaged.
We want to say a huge thanks to Caralee Fontenele and Scalable Law for helping lead the discussion and to everyone who came ready to share openly. File Notes Live continues to grow because of the leaders who show up, contribute, and stay curious.
Want to join the Next File Notes Live?
We’re heading to Christchurch and Melbourne next! Want to be at the next one? Sign up for the File Notes newsletter below to be the first to know when invites go out.
Can’t make it there or have somewhere else in mind? Send me an email and let me know where you’d like us to host File Notes live in the future!
If you want more of the thinking behind File Notes Live, start with the File Notes podcast to hear conversations with leaders building better law firms.
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