Today, court reporting Fort Lauderdale has evolved because of technology. Back in the day, you could only conduct in-person depositions in the courtroom with all the parties involved. But thanks to innovation, everyone can now rely on remote depositions or hearings when it is not possible to meet in person. Besides, the pandemic enforces strict social distancing, making close contact impossible. Hence, remote hearings have become more popular in this digital era.
Because of the delays brought about by this public health crisis, most attorneys and parties in a case have opted for remote or virtual depositions. If you find yourself in this situation, you must adequately prepare for your online hearing to assure success. Remember, failing to prepare is preparing to fail. If you want a seamless flow, you must lay the groundwork for a strong foundation. Here are the top five tips so you can successfully conduct your next remote hearing without any glitches.
Establish the Governing Rules and Give Notices to Avoid Disruptions
Knowing the governing rules concerned must be prioritized if you want a successful remote deposition. This means abiding by all the standard deposition rules, along with the additional provisions for online hearings. After all, some federal or states impose certain stringent rules that you cannot alter.
For example, most states require witnesses to be sworn in even remotely. Another rule may require court reporters to be physically present in the state where the case is being heard. If you’re a practicing court reporting Fort Lauderdale, ascertain that you follow state regulations to assure you do not compromise your professional integrity.
Besides, you must make sure that every party gets adequate notice. Confirm the following details:
- Contains all-party stipulations
- Confirms starting times
- States the limitations
- States the locations of parties concerned
Prepare the Logistics to Assure a Smooth Flow of Proceedings
The success of any remote hearing hinges on logistical factors like technology platforms and recording tools. Firstly, you must find an easy-to-use virtual platform where you can conduct your remote hearing. Using a secure platform must be prioritized to ensure that confidentiality is not compromised. On top of that, all parties concerned must utilize the same platform and have the skills to operate it.
Secondly, prepare backup systems to avoid any failure. Of course, you must have good bandwidth and a stable internet connection. Consider backup mobile data or personal hotspots in case of any wifi issues. On top of that, having IT assistance ready in the background will help with any tech glitches that may arise while the proceedings are in progress. Alternatively, you can consider hiring an external vendor to handle everything. These technical experts will ensure that your virtual hearing goes on smoothly.
Thirdly, set up proper screens, cams, and recorders for easy viewing and capturing. Consider one screen solely for the deposition participants. Set up another one for the viewing of exhibits. This assures that everything can be seen clearly and heard by all parties concerned. Don’t forget to consider the lighting for the best visibility.
Fourthly, confirm that your court reporting Fort Lauderdaleand videographer team will record the deposition. Always keep in mind that audio and video recording is in progress at all times. Attorneys may set up the necessary steps and provide breakout rooms to assure privacy and privilege when necessary.
Agree Ahead on the Procedure of Showing Exhibits
All parties concerned must agree ahead on the procedure of presenting exhibits. This includes the aspect of uploading the exhibits and who will serve as its custodian. You must coordinate these agreements with your court reporting Fort Lauderdaleteam. Assess if your current technology will allow the exhibits to be:
- Transmitted easily
- Marked properly
- Used in proceedings without showing them ahead
You must make the necessary arrangements for the opposing counsel and court reporter. For example, you may assign password protection and encryption to prevent data breaches. You can also place other appropriate safeguards to mitigate prior reviews before the remote deposition begins.
Brief, Prep, and Do a Run-Through With All the Parties
If you are an attorney, conduct a dry run with your witnesses. Apart from the standard witness preparation for face-to-face hearings, you must ensure that they understand the remote setup. If you have other members of your team like paralegals and court reporting Fort Lauderdaleassociates, give them a briefing as well. Notably, all remote deposition participants must take note of the following:
- Dress properly as you would in a courtroom meeting
- Maintain proper speech and non-verbal decorum
- Ensure appropriate visual surroundings
- Keep a professional state at all times
Maintain a Proper Deposition Environment
A successful remote deposition rests on creating a conducive environment. You must identify which witnesses, counsels, and court reporting Fort Lauderdale team should be in the virtual meeting room before the deposition begins. In addition, you must also do so for any interim breaks. Ensure that the area you choose is free from distractions and disruptions.
Moreover, you must discuss any special rules you would like to implement. For example, you may want to establish if a verbal notation ought to be made when someone enters the room. Other areas of concern may include:
- How to proceed if there is faulty technology?
- What to do when there is a non-responsive witness?
- How to address violations of rules?
- How to handle improper communications between a witness and opposing counsel?
If you make any special rules, do not forget that every member of the party must comply with the rules. Maintaining these rules assure smooth procedures and flow of your remote recording. Most of all, you may also want to follow a post-deposition procedure. This will help you with:
- Tying up post-deposition loose ends
- Assuring witness reviews are complete
- Collecting necessary signatures
- Transcript filing
Though traditional face-to-face depositions bring forth tons of advantages, you must also keep up with the changing times. Today, you can readily leverage remote depositions to assure that there are no delays. If you want faster and more efficient results, it is comforting to know that you can count on this alternative approach. You just have to make sure you follow these key tips to ensure everything goes smoothly.
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