File Notes Live Gold Coast: How Law Firm Leaders Are Winning at Recruitment, Systems, and Leadership

Back in July, I had the chance to join a group of incredible law firm leaders for File Notes Live here on the Gold Coast — and it was one of those evenings that stayed with me long after.

As the founder of Scalable Law and someone who has spent years building, systemising, and leading law firms, I’ve been in the trenches of the very challenges we discussed. This wasn’t a polished conference talk or a scripted panel — it was a small, honest conversation around the dinner table about what’s really working (and what’s not) when it comes to running a modern law firm.

We had a mix of firm owners, operations managers, and leaders shaping the next generation of legal practices. No rigid agendas, no “network and pitch” moments — just real stories, practical insights, and open sharing between people who get it.

The conversations were as refreshing as they were revealing, and I walked away with a renewed sense of possibility for our profession. Here’s what stood out most from that evening.

Recruitment Is Broken — Here’s the New Way to Win Talent

If you’ve been trying to hire lately, you’ll know the old approach just doesn’t cut it anymore. Posting a job ad and hoping for the best? That’s not going to bring in the right people.

What works now is building relationships long before you’re ready to hire. I’ve been using Insource, a platform founded by Kiwi entrepreneur Jenn Little, to create a pipeline of quality candidates I can tap into when the time is right.

From there, I make personal contact on LinkedIn. A thoughtful message from a real person beats a recruiter’s mass email every single time.

Luke Campbell, co-founder and CEO of VXT, backed this up with his own results: just seven LinkedIn posts over three weeks generated over 500,000 impressions and 300 job applications — all without paying for ads.

The Ops Manager Myth: Why Waiting Costs You Growth

One of the biggest bottlenecks I see in law firms is waiting too long to hire operational support. Many owners think they need to “grow into” the role of an operations manager, but the truth is, bringing someone in sooner often pays off faster.

An ops manager can build systems, manage people, and free you up to focus on the leadership and strategy that actually grows the business. Waiting until you’re overwhelmed means you’ve already missed opportunities.

Stop Being the Bottleneck: The Power of Systemising Everything

If your team needs your approval for every small decision, you’ll never scale. The answer? Clear Standard Operating Procedures (SOPs) for everything.

I’ve seen the shift firsthand — even documenting something as simple as how to prepare a fee estimate can empower your staff to act without hesitation. When they know exactly what “good” looks like, they can make confident decisions without constantly checking in.

I go into detail on this in my free guide, The Seven Figure Law Firm, but the key takeaway is this: the more you document, the more you free yourself to focus on high-value work.

Feedback Goldmines: How to Ask at the Perfect Moment

Feedback is powerful, but timing is everything — especially in law. Ask at the wrong point in the client journey and you risk an answer coloured by emotion or external factors.

In family law, I’ve found the best time to request feedback is right after the initial consultation. Clients have experienced your service but haven’t yet hit the most emotional stages of their matter.

The same goes for public reviews. Strike while the experience is fresh and positive, and you’ll see far better results.

Tech Traps and Smart Choices: Contracts You Actually Want to Sign

My firm runs on VXT and Clio, and one reason I love them is their flexibility. Not all tech contracts are so forgiving — some can lock you in far longer than you’d like.

Before committing to any software, read the fine print. Understand what you’re agreeing to, how easy it is to leave if things change, and whether the provider is truly a partner in your success.

Two firms at our dinner signed with VXT the very next day — a testament to how powerful it is when your peers vouch for something they use every day.

Why Clio Is on My Must-Use List (and ClioCon on My Bucket List)

Clio isn’t just the most widely used practice management platform globally — they’ve also just acquired vLex, an AI-powered legal research platform, in a $1 billion deal. Despite their size, their local team is small, hands-on, and genuinely invested in Australian law firms.

If you ever get the chance to attend ClioCon in the US, take it. The level of marketing, operations, and innovation from firms there is something we can all learn from.

Conferences Are Great — But Dinners Can Be Game-Changing

In just a few hours, we achieved what would take days at a conference: meaningful conversations, genuine connections, and a willingness to share openly.

As Stacy Miller, Partner at Cronin Miller Litigation, put it:

“The evening was relaxed and welcoming, which created an environment where everyone was open to sharing their experiences. You can’t underestimate the value of the honesty and transparency shared by like-minded professionals navigating the daily challenges of running a law practice.”

For me, that’s the magic of small gatherings. They allow us to cut through the noise and get to the real, human side of leading a law firm.

Final Reflection

File Notes Live was a reminder that running a law firm doesn’t have to be isolating. When you get the right people in the room — those who understand the pressures, the wins, and the weight of responsibility — you create space for real growth.

And in my experience, that’s where the best ideas (and the most lasting change) begin.