Boutique IP Practices and Consultant Trade Mark Attorneys: How to Get Your Time Back from Admin and Formalities

Are you a boutique IP practice owner feeling conflicted between high quality client delivery and the reality of back office admin?

Whether it’s an unmanageable diary, a portfolio audit that’s been delayed for months, or the need to refine and scale your protocols as you grow, the weight of formalities and operations inevitably limits your ability to focus on billable legal work. 

I am a CITMA qualified trade mark paralegal and I bring breadth of experience from an in-house IP department for a premium drinks company through to leading European and international law firms. Since setting up Izz Whizz VA, as well as law firm contracts, I have had the enormous pleasure of working with brilliant boutique trade mark law practices and solo practitioners.

This experience translates into understanding the client perspective, law firm culture and the demands of running a small business whilst also being able to quickly grasp new systems, complex chains of title, spotting risks and pitfalls before they become an issue.

I’ve spent recent months (and years for that matter!) helping solo practitioners and boutique firms solve these bottlenecks giving you your time back and allowing attorneys (and wider teams in some cases) to return their focus to billable work, strategy and growth. Below is a look at the projects and clients I have been involved with recently.

Managing Complex Global Recordals & Chain of Title

I worked within a team to complete two separate complex worldwide recordals of chain of title and assignment including managing jurisdictional requirements including notarisation and legalisation, tracking deadlines, agent liaison and records management. The software used included legal file management systems and IPMS, WebTMS.

Ensuring Operational Continuity During Staff Absence

I covered for a staff member who had taken a planned long term leave of absence - this included extensive diary deadline management for the team ensuring the right deadlines were met and using my initiative to take on tasks that would not need their attention. I also kept clients updated on the progress of their cases on WebTMS and reported case statuses to clients.

Portfolio Audits & IPMS Systems Optimisation

I undertook a full portfolio audit of the marks under the care of a boutique trade mark law firm. This included checking that case records were standardised and uniform, and checking that all details including current proprietor addresses were accurate and up to date. I also assisting in setting up a bank of client communication reporting templates and ensuring these were systemised into smart templates within their IPMS, Equinox. I also drafted UKIPO forms such as TM21, TM16, etc. 

Scaling New Practices with Best Practice Protocols

Ongoing support for their newly set up practice including establishing protocol and processes for effective practice management and responsibility for all trade mark docketing using their IPMS, WebTMS. I suspect this role will continue to grow and I am looking forward to being a part of their growth and helping ensure we develop best practices. 

Data Hygiene & IPMS Portfolio Migration Support

I became involved in order to import several new client portfolios in their IPMS, Equinox ensuring the data was clean and uniform to correspond with set standards. I was able to suggest new ways of working including more efficient use of their IPMS reporting system, etc. 

What Next?

I am available to support trade mark attorneys and IP departments on a fractional basis and am flexible and adapted to different needs and teams. 

Clients often say “Isabelle takes control” and “Isabelle is really easy to work with and adapts quickly”. “We trusted you instantly and would happily work with you again”.

I bring a lot of passion to this role and really enjoy creating efficient systems and ensuring high standards of records management is maintained. 

Need a VA?

As an added advantage, my team of Associate VAs often work alongside me to provide support to you with inbox and diary management, invoicing, events support, pipeline management (just a few examples) which ensures you have broad coverage across the needs of your practice should you need it, and allows me to focus on your formalities and operations.

If any of this sounds like it is something you need, please do get in touch - happy to talk it through with zero pressure.