October 28, 2025

Often, solo and small firm practitioners explore office-sharing arrangements as a way to reduce overhead, foster collaboration, and maintain flexibility. While the benefits are compelling, the risks and ethical considerations are equally important. What do lawyers need to know before entering into or continuing a shared office space arrangement?

Why Share Office Space?

Office sharing offers numerous benefits. By splitting expenses such as rent, utilities, and administrative support, lawyers can significantly reduce costs. Shared spaces provide access to amenities like conference rooms and office equipment, which might be cost-prohibitive for a single attorney. Lawyers can scale their space needs up or down without the long-term commitment of traditional leases.

Beyond cost savings, shared spaces offer networking opportunities. Proximity to other professionals can lead to referrals, informal mentoring, and collaborative projects. For lawyers who might otherwise work in isolation, this can be a welcome change.

Risks and Ethical Considerations

Despite its benefits, office sharing raises important ethical concerns. Lawyers must not present themselves as partners unless they are legally in partnership. This means keeping separate identities through distinct letterheads, business cards, signage, and phone lines. Confidentiality is paramount. Lawyers must ensure that physical and digital client files are secure and inaccessible to anyone not formally associated with their firm. Soundproofing offices and using white noise machines can help prevent confidential conversations from being overheard in shared spaces.

Additionally, lawyers must be cautious about shared marketing materials, signage, and online presence. Even a shared website or directory listing can inadvertently suggest a partnership, which could lead to ethical violations or client confusion.

Lawyers should maintain separate phone lines, letterhead, and file storage systems. Even shared equipment like copiers and fax machines must be managed to prevent unauthorized access to sensitive information.

The North Carolina Rules of Professional Conduct (RPC 116 and Rule 7.1) emphasize that lawyers must not mislead the public about their professional relationships. This means avoiding any implication of partnership unless one truly exists.

Agreements

Effective office sharing requires clear agreements outlining the responsibilities and expectations of each party. A written agreement is essential. It should outline each party’s rights and responsibilities, including rent, utilities, use of shared resources, and termination clauses. Sample agreements recommend allocating costs based on square footage and the number of lawyers, while clearly specifying ownership of equipment and furnishings. Dispute resolution mechanisms, such as binding arbitration, should also be included to handle disagreements efficiently.

A Memorandum of Understanding for Office Sharing is ideal for situations where one attorney leases space from another. It specifies that each party must maintain its own liability insurance, trust accounts, and client files. It also mandates separate branding and communication channels to avoid the appearance of a partnership. Receptionist services may be shared, but with strict protocols to keep confidentiality and professional boundaries.

An Agreement to Share Office Space is designed for multiple attorneys sharing space equally. It goes further by detailing governance structures, voting rights, and financial arrangements. It includes provisions for managing shared expenses like rent, utilities, and office supplies, and outlines procedures for adding new members or handling withdrawals. Arbitration clauses ensure that disputes are resolved efficiently and fairly.

Both agreements emphasize the importance of maintaining professional independence while fostering a cooperative environment. They also include clauses for termination, dispute resolution, and indemnification, which are critical for protecting all parties involved.

Sample forms, including Agreement to Share Office Space and Memorandum of Understanding for Office Sharing, are included in the 2025 NCBA publication Modern Law Practice Management: Solutions for Solo, Small, and Mid-Size Firms.

Shared Resources

Shared equipment like copiers, fax machines, and scanners can be cost-effective, but ownership and access must be clearly defined. Confidentiality must be maintained, so cover sheets and other ways to delineate printouts and faxes must be addressed.

Internet access is often included in shared arrangements, but lawyers must ensure unique logins and passwords to the Wi-Fi or individual LAN secure connections to protect client confidentiality.

Shared areas like restrooms, break rooms, and parking should be addressed in the agreement. Nonexclusive use is typical, but expectations around cleanliness, access, and client accommodations should be clear.

Shared Staff

Receptionists and administrative staff are sometimes shared, but their roles must be carefully defined. For example, a receptionist may be able to answer phones and greet clients for multiple lawyers but should not manage calendars or discuss client matters across firms. Shared staff, such as receptionists, must be trained to avoid giving the impression of a partnership and must not have access to confidential client information. Receptionists should answer calls in a neutral manner, such as “Law Offices,” to avoid implying a partnership. Separate phone lines and numbers are recommended to avoid confusion and maintain professional boundaries.

Alternatives to Shared Staff

Although shared law offices often utilize common staff, preserving the appearance of separate entities remains challenging under prevailing ethical standards. Advancements in technology and virtual services have significantly supported attorneys sharing a workspace by mitigating risks associated with conflicts of interest, confidentiality breaches, supervision of non-lawyer assistants, and misleading communication.

Booking & Online Scheduling Tools

Instead of relying on a shared receptionist or administrative staff, law firms can use booking applications to automate appointment scheduling, reminders, and cancellations. Examples include Microsoft Bookings (included with Office 365), Clio Scheduler, Calendly, and Acuity Scheduling. These tools can be set up to allow clients to self-schedule consultations, reducing the need for a dedicated staff member to manage calendars.

Virtual Receptionists

Virtual receptionist services provide professional call answering, message taking, and even light assistant duties such as scheduling consultations. They are especially popular with solo and small firms that do not have a full-time staff person. Virtual receptionists can answer calls professionally, route messages, and handle intake without being physically present in your office.

Virtual Assistants & Paralegals

Virtual assistants (VAs) and virtual paralegals provide remote support for administrative, legal, and client-facing tasks. They can be hired on a project or hourly basis, offering flexibility and cost savings compared to in-house staff. Virtual assistants can handle overflow work, support efficient workflows, and allow attorneys to focus on client representation.

Online Chat & Intake Tools

Many law firms now add chat features to their websites to engage visitors, answer quick questions, and facilitate intake. These can be staffed by nonlawyer support or automated with chatbots.

Practice Management Software

Modern law practice management systems (LPMS) often include built-in tools for scheduling, messaging, document management, and client communication. Most of the cloud based LPMS include client portals, where clients can message attorneys, pay bills, upload and download documents, check schedules and more.

Freelance & Contract Services

For project-based needs, law firms can hire freelance paralegals, legal assistants, or even contract attorneys for specific tasks. This model allows for scaling support up or down as needed without long-term commitments.

Cloud-Based Phone & Communication Systems

Cloud-based phone services host your phone system in the cloud, offering advanced call routing, analytics, and integration with virtual receptionist services.

Be Choosy

From a strategic standpoint, office sharing can be a stepping stone for new practitioners or a long-term solution for those who prefer a lean operational model. Choosing the right office space is crucial. It should reflect the firm’s brand and values, and support productivity and morale. Location matters too. Being near courts or clients can enhance accessibility and efficiency.

Design and layout play a significant role in client perception. Welcoming entrance areas, private meeting rooms, and collaborative spaces contribute to a professional atmosphere.

It’s also important to consider the culture of the shared space. Compatibility in work style, client base, and professional values can make or break the success of an office-sharing arrangement. Regular communication and periodic reviews of the agreement can help keep harmony and address any emerging issues.

Planning for the Unexpected

Lawyers should prepare for contingencies such as death, disability, or withdrawal from the agreement. A withdrawing party may still be financially responsible for certain obligations, and the remaining lawyers should have the right to continue using the office space.

Emergency planning is also crucial. Lawyers should choose a successor attorney, notify malpractice carriers, and establish procedures for transferring case files.

Best Practices for Successful Office Sharing

• Draft a comprehensive agreement outlining roles, responsibilities, and financial arrangements.
• Maintain separate branding and communication channels.
• Train shared staff on confidentiality protocols.
• Secure client files and use soundproofing measures.
• Regularly review and update agreements to reflect changes in practice or personnel.
• Consult with malpractice carriers and ethics boards before entering into office-sharing arrangements.

For Further Reading

• Modern Law Practice Management: Solutions for Solo, Small, and Mid-Size Firms
• Tips For Sharing Office Space with Other Lawyers – Lawyers Mutual Insurance NC
• Young Solo Personal Injury Lawyer Seeks Same for Walks on Beach, Possible Office-Share Arrangement | North Carolina State Bar
• Space for Rent: Ethical Considerations for Office Sharing – Brocker Law Firm – Professional Licensing and Ethics Defense Attorneys
• New ABA Formal Ethics Opinion on Attorney Office Sharing Arrangements | Marshall Dennehey

Conclusion

Office sharing can be a powerful tool for lawyers looking to optimize resources and foster professional growth. Whether you’re contemplating a shared arrangement or already part of one, take the time to review your agreements, train your staff, and ensure that your practice stays compliant and professional. Office sharing isn’t just about saving money, it’s about building a sustainable, ethical, and collaborative legal environment.