News From Planet Depos

By Micayla Charles & Carly Wilson

The process of scheduling a deposition can have several moving pieces, from counsel’s and the witness’ schedules to arranging for a court reporter, videographer and/or interpreter. And then there’s finding an appropriate location, organizing exhibits, setting up special services, as well as planning for the necessary technology needed to make the deposition run smoothly. If you are using a court reporting firm to assist in coordinating the logistics of a deposition, below are some tips and key points to remember when scheduling.

Tip 1: Determine the Proper Venue When Scheduling a Deposition

Determining the proper location for your deposition is vitally important. Will the deposition take place at a specific venue, or will it be held remotely? For the past few years, the rise in remote depositions has significantly increased and firms have found they can successfully complete depositions this way. Some physical aspects of a deposition location to consider, even if they are held remotely, include:

• The size of the space
• Seating availability
• Breakout room accessibility
• Proximity to parking or public transportation.

It is also important to consider the facility’s technology services, such as photocopiers, fax machines, scanners and wireless or hardline internet connections. It would also be prudent to inquire about any additional cost for heating and A/C control for after-hours access. If the venue is remote, will you need a Zoom technician, and if so, do you have a specific tech you want? Here at PD, our Zoom technicians have become like celebrities — our clients love them!

Once the location is selected, you will need to include the specific information in the Notice, along with the requirement of court reporters, videographers and interpreters.

Tip 2: Transcript and Video Delivery

The transcript turnaround time varies amongst court reporting agencies. If you know that you’ll need the transcript on an expedited basis, inform the court reporter or the agency as soon as possible. Doing so allows the reporter and the production team to adjust schedules accordingly to ensure that the transcript is delivered to you on time.

Of course, if you think you might need a rough draft of the transcript, make every attempt to let the court reporting agency know in advance so that a qualified court reporter may be assigned. If a videographer will be present at the depositions, it is important to be specific about any rush request for the video.

Tip 3: Request Realtime Translation

If you would like to receive a realtime feed during the deposition, it is best to provide the request to the court reporting agency at the time of scheduling so that a qualified reporter may be assigned. The reporter will be prepared to transmit local realtime (within the deposition suite), as well as to stream the realtime to a remote location.

Tip 4: Attend Depositions Remotely

Traveling to depositions is not always convenient or cost-effective, but fortunately, technology easily permits for remote attendance through either traditional videoconferencing or mobile videoconferencing.

Traditional videoconferencing uses dedicated VC units that connect through a static IP address. Another option for remote attendance is via mobile videoconference. Mobile videoconferencing allows remote participants to connect via most any device, including laptops, iPads or smartphones via Zoom or other video conferencing platforms. Your court reporting firm can set you up with a mobile videoconference meeting that is both secure and stable.

It is important to consider security needs for the remote deposition. At Planet Depos, we have the enterprise version of Zoom with fantastic security, but also have versions that are both HIPAA-compliant and Zoom for Government that will provide you a secure remote deposition while following all necessary guidelines. Our blog post on Zoom security provides additional details on why Zoom meets our security needs.

If seeing the witness is not a priority, often the cheapest method to attend a deposition remotely is to utilize a conference call number, which will allow you to simply connect via phone.

Tip 5: Proper Deposition Equipment

Your court reporting firm should also be able to provide you with loaner pieces such as iPads, projection units and document cameras, if requested in advance.

And if you are scheduling a remote deposition, there is some important “equipment” that you will want to take care of ahead of time:

• Test your internet for a strong Wi-Fi connection or utilize a hardwired connection.
• If you will be on video be sure there is good lighting, eliminate distracting backgrounds and dress professionally.
• Test your equipment to be sure your microphones, headphones and audio quality are all working properly. You can schedule a test with one of our technicians.
• Make sure your Zoom software is up to date.

Tip 6: Sending Exhibits in Advance

It’s always helpful to send exhibits in advance of the deposition. Sending exhibits digitally can be the most convenient and efficient way to ensure the exhibits make it to the deposition. If you want to pre-mark exhibits, you can always include that information for the court reporter. But if you need to send original exhibits through a mail service, be sure to always retain a tracking number and confirm the proper receiving address for the exhibits.

Having a Zoom Tech on your remote depo makes the exhibit process seamless. You will upload the exhibits beforehand and our Zoom Tech will take it from there during the deposition to share the exhibits.

Tip 7: Changes in Time, Venue or Services

Deposition details change all the time. Court reporting firms are generally very flexible, but it is vital to communicate any changes in the deposition time, venue or services as soon as you know them. This ensures that every deposition starts on time, and it also helps to avoid any unnecessary charges.

There are many service options available when taking a deposition. Knowing your options and communicating your deposition needs are important to ensure that your deposition runs smoothly and that all participants are on time and prepared.

Our experienced scheduling coordinators are available 24/7 to assist you with scheduling a deposition. Reach out to us at scheduling@planetdepos.com or call 888.433.3767.

We often stress the importance of having the interpreter, court reporter and witness in the same location for remote depositions which are interpreted. The reality is sometimes that just isn’t possible. No need to panic! You can still move forward with the deposition. Do, however, make sure to take every precaution to ensure the best quality audio all around, and to give the interpreter any and all preparation materials available.

Interpreters are incredible. Their job requires tremendous professionalism, patience, and focus. It is a little more tricky in a remote deposition for a conscientious interpreter to provide accurate interpretation, so all the regular steps to guarantee the best quality audio are critical.

Set the Stage for Superior Audio! All parties should be in quiet rooms, with no (minimum) background noise. This step is easy and pretty self-evident.

Consider the Hard-Wired Connection. The last thing you want is lags in audio in an interpreted deposition. If any party has somewhat iffy internet, make them aware of this option.

Test. Yes, we’re saying it again. Test each party’s connection prior to the deposition. Eliminate any technical issues, check out your microphone, speakers, headset, all things audio related.

Help the Interpreter Help You. Prep materials are invaluable to any interpreter, and this is particularly the case when they can’t be in the same room as the witness.  Names that may come up, terminology relevant to the case, etc., will be much appreciated by the conscientious interpreter. Make sure to send the reporting agency all relevant materials to help the interpreter do her job well! Examples include notices, exhibits which may be used, and lists of names that may come up.

Modify your speech. Speak a little louder, a little slower, or maybe much louder or much slower. Enunciate. Pretend Professor Henry Higgins is sitting with you jotting down in his little black book and be as elegant as possible in your speech. Mumbling cannot be interpreted!

Schedule a realistic amount of time. Remember, interpreted depositions take twice as long as non-interpreted depositions. Virtual interpreted depositions may take a little longer (you’re speaking slowly, remember), so adjust expectations accordingly and make sure the appropriate duration is allotted.

With proper preparation, remote depositions are practically in person. Pay attention to the small details to ensure everyone is seamlessly connected throughout the proceeding. Take the time to send materials for the interpreter to prepare. With everyone present and doing their respective jobs, your remote interpreted deposition will run smoothly.

Planet Depos has been covering depositions for over a decade, both remote and in person, and all around the globe. For more information on remote depositions, interpreted depositions, and anything related to depositions, contact Planet Depos. You can even schedule your proceeding online.

Realtime court reporting has been around for a while, and any attorney who has received a realtime feed knows its value already. If you have not yet requested realtime for your deposition, these remote days are an excellent time to experience it for yourself. A very beneficial tool for attorneys, realtime allows counsel to view the proceedings in real time. Realtime is the instant conversion of the reporter’s stenotype (shorthand) into plain English. As quickly as the reporter can enter stenotype strokes, the jargon is translated to English and transmitted to counsel (and their litigation teams, if requested). The parties receiving realtime need not even be present!

Sound amazing? Of course it does, because it is amazing. But there’s more to this crazy cool feature. Not only can you view the proceeding in real time, you can flag testimony or a line of questioning for follow-up, highlight any inconsistencies, all without interrupting the proceeding. No need to have the reporter read back the record when you have the record available on your screen (realtime can be streamed to any mobile device, as well). This is particularly attractive during a remote deposition with parties in time zones hours apart, when you don’t want to prolong the deposition with readbacks and the like.

Quality realtime is a tremendous skill requiring diligent practice by the court reporter. Not all reporters provide realtime, so if your proceeding will require realtime it is imperative that you specify this to the reporting agency in advance. Realtime reporters have not only honed their ability to speedily process information, but they have mastered the technology involved as well. A key tool for high-quality English translation is the court reporter’s personal “dictionary,” built over the course of their career. This is a steno-matching system composed of common words, names, and subject matter terminology. The more material contained in their dictionary, the better the realtime translation.

Attorneys can and are encouraged to send relevant case materials to assist the reporter in building the dictionary in advance of the proceeding to provide the highest quality realtime output of the testimony. Notices, patents, correspondence and spellings of technical terms and names specific to the case are immensely helpful to the conscientious realtime court reporter.

Ensure a Great Remote Deposition

With any remote deposition, participants should take measures to guarantee the best audio possible. For quality realtime in your remote proceeding, those steps become even more crucial. While we have already posted lots of information on the steps to ensure a smooth remote proceeding, now is an ideal opportunity to recap, so let’s dive in!

Ensure all parties can connect. Make sure all parties have access to reliable, high-speed internet. Each connecting party should be on a VPN to keep the proceeding secure. Verify your court reporting agency has space available should one party need to utilize a conference room with the required internet capabilities.

Test the connection! Each party should conduct a test call prior to the remote proceeding. This is the time to confirm connectivity and speed, as well as iron out any issues. Test your microphone and webcam for superior audio and video quality. This is also the prime time to ask the technician any questions to ensure you have the optimal setup for the actual proceeding.

Check out that setup. You want to be in a quiet, well-lit space. Make sure there is no backlight, which can blur your features. Dress in somber, darker colors to eliminate distraction. Plan to speak a bit slower and to enunciate carefully. These little details count.

Double check email addresses for all participants and get them to the technician so everyone can connect promptly with their secure link. While you’re double-checking things, double check time zones for each participant to guarantee everyone is connecting at the same time.

Remote depositions should run as smoothly as in-person depositions when properly planned. Realtime makes a remote deposition that much more efficient, so take the extra time to get the most out of this powerful benefit. Keep in mind, realtime reporters are always in high demand, so communicate early with your reporting agency about your realtime needs, and you’ll be all set to be wowed.

Planet Depos has been providing outstanding realtime reporting services for over a decade, as well as remote coverage for depositions, all over the world. For more information on realtime, remote depositions, or anything related, contact Planet Depos at 888.433.3767. You can even schedule online.

Remote technology has advanced by leaps and bounds since remote depositions first became a thing, and when they became THE thing in early 2020, we saw many impressive innovations. Attorneys who were at first reluctant to make the move to remote depositions now extol their wonders. The time saved, the cost benefits to clients, even the option to go barefoot, make remote depositions appealing. At their best, remote depositions are not just convenient and cost-effective, though. With the right court reporting agency, and proper steps taken, remote depos are practically in person! To get that in-person audio, try out these tips and experience your smoothest remote deposition yet.

Connect like you mean business. This is business, after all. Depositions are your bread and butter, so to keep your remote deposition moving normally, consider a hard-wired connection. Wireless is great, but has its iffy moments, as we know all too well. Avoid those moments altogether with a wired network for smooth continuity and ultimate security.

Invest in a high-quality microphone and take the time to set it up properly. Remember Lina Lamont and all her microphone troubles in Singing in the Rain? Don’t let that be you. Technology has greatly advanced since (fictional) 1927! You can use your built-in microphone, but the quality just won’t match an external microphone. If you are constantly conducting depos and meetings remotely, consider an independent microphone. If you do go ahead and purchase an external microphone, take your time experimenting for best placement and make sure to set it up properly.

Get a headset. Even if you skip the microphone, if you are doing a lot of remote depos, get yourself a headset for the better-quality audio. This is a small tweak with a big bang. FYI, many court reporters recommend headsets marketed for gaming, as they are more comfortable and designed for Zoom-style software.

Set the stage. Choose a quiet room. You want no background noise interfering with the deposition. Mute your microphone when you are not speaking. If there will be unavoidable background noise (construction, landscaping, etc.), consider a noise-canceling app such as Krisp. Some of these apps not only silence barking dogs and lawn mowers, but they actually alter the room’s acoustics so your voice sounds clearer on the call. Speaking of sounding clear on the call, take extra care to enunciate and/or perhaps speak a little slower or louder. The clear audio means everyone understands you and the witness can respond faster and better, with no interruptions for clarification. Ultimately, this makes a cleaner, more accurate transcript from the court reporter.

You already know – test! Never skip the test call. Every participant should conduct a test call prior to the deposition. Make sure your connection speed and strength are more than sufficient, check out your microphone, speakers, headset, maybe your new app Krisp, so you have no nasty surprises on the day of the depo. You don’t want to be the person holding things up!

Talk to your tech. Have any questions about anything related to remote technology? Talk to your technician when you conduct the test call. This is the perfect opportunity to get advice from an expert. These are very knowledgeable professionals who will be happy to help and make recommendations on anything techy. Take advantage!

Avoid pop-up blips. Those pesky pop-ups will interrupt your train of thought, line of questioning, or concentration as you listen to the witness’ answer. They cost you time, and they are so easily side-stepped. Block pop-ups before your remote deposition.

Remote depositions are here to stay. They make sense for a lot of people and a lot of situations, and though more and more depositions will return to the in-person setting, remote depositions will continue. The technology has advanced dramatically to rise to the occasion, and court reporting professionals (characteristically!) have adapted quickly. In short, remote depositions, whenever necessary, are practically in person. In fact, with these audio tips and a good reporter, you’ll never know, looking at the transcript, that you weren’t all in the same room.

Planet Depos has been covering depositions for over a decade and helped scores of law firms make the move to virtual depositions in 2020. For more information on remote depositions, safe in-person depositions, or to schedule either, contact Planet Depos at scheduling@planetdepos.com. You can also schedule your deposition here.

If you need video of a witness who is being deposed through remote technology, there is no need to worry that the video quality will suffer. Videographers have been videorecording remote witnesses for years – even from different continents – and technological advances have greatly improved the quality of both picture and audio in remote depositions, thus improving the videorecording. There are also things that you can do to set the stage for the best possible videorecording of your remote deposition, long before the videographer’s read-on.

The first thing to do for a remote deposition which will be videorecorded by a legal videographer is make sure the Notice of Deposition states that the remote deposition will be videorecorded by a legal videographer. The Notice must state that the deposition is being taken via remote technology, and that a legal videographer will videorecord the testimony. For the deposition to proceed at all, it must be noted accurately. Make sure to schedule a videographer to record the proceeding; the technician is not a videographer. You do want to schedule a technician for the remote deposition as well, to ensure a smooth, continuous connection. The technician also shares and marks exhibits if needed and quietly performs other administrative tasks behind the scenes.

Once the deposition is scheduled, prepare the witness for their closeup. Dark, solid colors are best, as they are serious and not distracting. They also show up better on camera. The witness should be tidy and well groomed, in a quiet, well-lit room. Lighting is very important in a remote deposition, particularly when you have a legal videographer recording the witness. If there is a chance the videorecording will be used at trial, you want the jury to be able to see the witness. For in-person depositions, the videographer will take care of making sure the witness is lit to advantage. In a remote setting, the witness will need to set up their own lighting, so make sure they know:

1. Sit with light in front of you.
2. Natural lighting works best, so sit facing a window.
3. Consider a ring light or light cube if you have limited light

No matter how smartly they are dressed, nor how well-groomed they appear, if your witness is in the shadows, they will not look good on camera. Make sure they are both attired and groomed appropriately to be taken seriously, and lit to be seen! Speaking of seeing them, make sure they position their webcam for the best optics – straight on at eye level. They should sit right in the middle of the frame. Make sure the webcam lens is clean! All of these details can be checked on the demo/test with the technician, recommended below.

Now that your witness is set up for the best shot, you need to make sure everyone can be heard.

Clear audio is imperative for the videorecording. Make sure your witness tests all their equipment prior to the deposition, including their microphone, headset, and internet speed. They will need to have at least 3-5 Mbps download speeds for the videoconference deposition. They can quickly check how speedy their internet is at  www.fast.com. They should corral any pets or children as far from the room as possible and close and lock the door. Make sure the witness knows to close all other programs during the remote deposition. This protects their privacy and keeps applications from draining memory and processing power from the computer. A pre-proceeding reboot is a good idea, too.

You should also schedule a demonstration and test with the technician prior to the remote deposition. This is an opportunity to go into as much detail as each attendee wants or needs, go over common issues so they do not happen in your deposition, and get comfortable with the platform. You want to make sure they’ll be able to view and read any necessary documents the technician shares during the deposition, for example. A comfortable witness is better able to focus! Each participant should test with a technician prior to the virtual deposition, from the witness to the deposition interpreter, if applicable.

Consider individual speech patterns. Perhaps your witness speaks clearly and loudly without prompting and needs only the admonition at the start of the deposition to remind them to speak clearly, let the attorneys finish their questions before answering, give verbal answers, etc. But most people will need a little prep before the deposition. Even with so many conducting meetings over the internet, few people are naturals at speaking on camera. You don’t need to morph into Tarantino or anything, just remind them to speak up, slow down, and enunciate. If English is not their first language, consider an interpreter.

The legal videographer will record only the witness’ testimony, no breaks or off-the-record discussions, and no other participants. The legal videographer can give workable tips if the witness’ lighting isn’t optimal, as well as ensure the witness is properly framed. If the video will be shown to a jury, these elements really matter – all distractions are removed from the picture so your witness holds the spotlight.

Your legal videographer captures all the facial expressions, intonations, gestures, and other visual cues that the stenographic record cannot convey. Video can be a persuasive tool for or against your case in court. Video can also be used should the witness not be available to testify in court. All videos are shot in digital format, using professional-grade, high-definition cameras. Video can be synched to the transcript as well. Once your video is ready, you can download it at anytime from the secure repository, along with related transcript and exhibit files.

Planet Depos has been covering depositions and legal proceedings all over the world for over 10 years. Always looking forward, our reporters, videographers, and technical specialists utilize the latest technologies to implement case-winning tools. Our entire team works closely with clients to ensure no detail is missed. For more information on court reporting services, or to schedule your next proceeding, contact Planet Depos at scheduling@planetdepos.com, or schedule online.

Remote depositions and hearings through a videoconferencing platform, such as Zoom or WebEx, have been happening for some time. Do you have one coming up?

All remote attendees can and should schedule a remote test session with Planet Depos’ Tech Support prior to your scheduled session. Simply e-mail Tech Support or your Planet Depos account executive, and we will set up a date and time. You may have had a demo when remote proceedings became popular in spring 2020, but the advances in mobile videoconferencing technology since then will surprise you.

Updates in the technology realm are frequent and potent! Think of all the updates you constantly download to your phone. A refresher demo will keep you current, so your remote proceeding runs smoothly. Tech support will make sure you are able to join and can be seen and heard at the depo, as well as answer any questions about what to expect during the remote session. We also recommend that you join 30 minutes prior to the scheduled start of your actual deposition or hearing to allow time to troubleshoot in the event you have an unsuspected technical issue.

Here are some tips from Planet Depos’ Tech Support team to have ensure a better experience for all participants joining your remote deposition or hearing. They can help if you are experiencing issues with latency, frozen screen, poor quality audio/video, or connection.

1. Use wired (Ethernet cable) Internet connection
   Whenever possible, use a wired Ethernet connection during your videoconference. Connect a cable directly from your computer into the wireless router, or if in an office or court, into a wall data jack. Disable wireless (WiFi) on your computer. Other computers and devices using the same network, while in a remote videoconference session, can cause the network to slow down and cause audio and video issues. If possible, ensure that your computer is the only device using the Internet connection.
2. Have an Internet speed that is fast enough
   For the videoconference application, it is recommended to have at least 3-5 Mbps download speeds. The higher the speeds, the better the experience. You can check your speeds by opening a web browser and visiting https://fast.com/ or do a Google search for Internet speed test web sites.
3. Adjust your location
   If you must use a wireless (WiFi) connection, try to move the router closer to your computer or move the computer closer to the router to help maximize signal quality and strength. A WiFi router has a particular distance range, so as you move further away from it your connection becomes weaker, and your video and audio could freeze or become choppy. You should also note that walls and staircases can weaken the WiFi range. If your wireless router and computer support the faster 5Ghz WiFi network you should use it, although keep in mind the 5Ghz has a shorter distance range.
4. Close unnecessary applications on your computer
   Videoconferencing applications can require significant memory and processing power from your computer. Closing all unnecessary computer applications, such as e-mail programs and web browsers, will help the application run better.
5. Reboot your computer
   Reboot your computer prior to any remote videoconferencing meeting. This helps clear out and remove temporary files. Rebooting your computer regularly is good practice in general.
6. Use a standalone phone
   If you are experiencing audio issues in the meeting, dial into the meeting using a standalone phone and disable the audio in the videoconferencing application to avoid feedback. If there are multiple people in the room, use a speakerphone.
7. Avoid other activities on your computer during the remote session
   The videoconferencing application should be the only application running unless you are sharing your screen to present exhibits. Avoid using other tasks that are computer-processing and internet-connection intensive. Also, do not do any internet-connection intensive tasks on other computers or devices that are using the same network, such as large file downloads or uploads; video streaming (e.g., watching videos on YouTube); transferring files over the Internet/network; or computer backups.
8. Stop your webcam/video when not needed
   If you do not need to be on camera in the proceeding you can disable the video by clicking on the “Stop Video” button. This will reduce internet traffic going out on your network. When or if you need to show yourself, you can click the same button to start your video again.
9. Disable HD webcam video
   Sending high definition (HD) webcam video requires more bandwidth, so disabling HD video will revert the quality to standard definition (SD) and free up more of your Internet connection. To disable HD video:
   • Zoom: Open the Zoom Desktop App. Open Settings (gear icon), select Video and uncheck HD.
   • WebEx: Open the WebEx Desktop App. Click your profile picture (or initials if you don’t have a profile picture set), select Settings > Video and uncheck Enable HD
10. Router Maintenance
    Router manufacturers routinely provide updates to their router. These can be security updates as well as performance improvements. It is good practice to not only restart your routers regularly, but to check for updates. Refer to your router’s documentation on how to check and install available updates. If your router has a power button, you can restart it by turning it off, waiting 60 seconds, and then turning it on again. If the router doesn’t have a power button, you can restart it by unplugging the power cable for 60 seconds and then plugging it back in. It can take a few minutes for the router to reboot and reinitialize. Refer to your router’s documentation on how to properly restart the router.

Planet Depos has been covering depositions and all the details for more than a decade. Request your demo to see how our remote platform exceeds expectations. It takes only 15-20 minutes! For more tips, check out additional pieces on the PD Blog page. To schedule your next proceeding, contact Planet Depos at scheduling@planetdepos.com or schedule online.

By Micayla Charles & Carly Wilson

The process of scheduling a deposition can have several moving pieces, from counsel’s and the witness’s schedule to arranging for a court reporter, videographer, and/or interpreter. And then there’s finding an appropriate location, organizing exhibits, setting up special services, as well as planning for the necessary technology needed to make the deposition run smoothly. If you are using a court reporting firm to assist in coordinating the logistics of a deposition, below are some tips and key points to remember when scheduling.

Tip 1: Determine the proper venue

Determining the proper location for your deposition is vitally important. Will the deposition take place at a specific venue, or will it be held remote? For the past year the rise in remote depos has significantly increased and firms have found they can successfully complete depos this way. Some physical aspects of a deposition location, even if they are held remote, that one needs to consider include:

• the size of the space,
• seating availability,
• breakout room accessibility, and
• the proximity to parking or public transportation.

It is also important to consider the facility’s technology services, such as photocopiers, fax machines, scanners, and wireless or hardline internet connections. It would also be prudent to inquire about any additional cost for heating and A/C control for after-hours access. If the venue is remote, will you need a zoom technician, and if so do you have a specific tech you want? Here at PD our zoom technicians have become like celebrities—our clients love them!

Once the location is selected, you will need to include the specific information in the Notice, along with the requirement of court reporters, videographers, interpreters, and of course proper social distancing guidelines. All Planet Depos offices have reduced capacities and provide pre-checks, cleaning, disinfecting, and proper supplies as well as common area guidelines such as the use of face coverings. Additionally, we have our guide to A Safe Return to In-Person Litigation to provide all necessary information.

Tip 2: Transcript and video delivery

The transcript turnaround time varies amongst court reporting agencies. If you know that you’ll need the transcript on an expedited basis, inform the court reporter or the agency as soon as possible. Doing so allows the reporter and the Production team to adjust schedules accordingly to ensure that the transcript is delivered to you on time.

Of course, if you think you might need a rough draft of the transcript, make every attempt to let the court reporting agency know in advance so that a qualified court reporter may be assigned. If a videographer will be present at the depositions, it is important to be specific about any rush request for the video.

Digital video files are the easiest way to receive video depositions quickly. Many videographers also create DVDs during the deposition, and if you request in advance, they may be able to provide you with a DVD to take home with you.

Tip 3: Request realtime translation

If you would like to receive a realtime feed during the deposition, it is best to provide the request to the court reporting agency at the time of scheduling so that a qualified reporter may be assigned. The reporter will be prepared to transmit local realtime (within the deposition suite), as well as to stream the realtime to a remote location.

Tip 4: Attend depositions remotely

Traveling to depositions is not always convenient or deemed “safe” because of external forces such as a worldwide pandemic. But fortunately, technology easily permits for remote attendance through either traditional videoconferencing or mobile videoconferencing.

Traditional videoconferencing uses dedicated VC units that connect through a static IP address. Another option for remote attendance is via mobile videoconference. Mobile videoconferencing allows remote participants to connect via most any device, including laptops, iPads, or smartphones via Zoom or other video conferencing platforms. Your court reporting firm can set you up with a mobile videoconference meeting that is both secure and stable.

It is important to consider security needs for the remote deposition. At Planet Depos we have the enterprise version of Zoom with fantastic security, but also have versions that are both HIPAA-compliant and Zoom for Government that will provide you a secure remote deposition while following all necessary guidelines. Our blog post on Zoom security provides additional details on why Zoom meets our security needs.

If seeing the witness is not a priority, often the cheapest method to attend a deposition remotely is to have a conference call number provided, which will allow you to simply connect via phone.

Tip 5: Proper Equipment

Your court reporting firm should also be able to provide you with loaner pieces such as iPads, projection units and document cameras, if requested in advance.

And if you are scheduling a remote depo, there is some important “equipment” that you will want to take care of ahead of time:

• Test your internet for a strong Wi-Fi connection or utilize a hardwired connection.
• If you will be on video be sure there is good lighting, eliminate distracting backgrounds, and dress professionally.
• Test your equipment to be sure your microphones, headphones, and audio quality are all working properly. You can schedule a test with one of our technicians.
• Make sure your Zoom software is up to date.

Tip 6: Sending exhibits in advance

It’s always helpful to send exhibits in advance of the deposition. Sending exhibits digitally can be the most convenient and efficient way to ensure the exhibits make it to the deposition. If you want to pre-mark exhibits, you can always include that information for the court reporter. But if you need to send original exhibits through a mail service, be sure to always retain a tracking number and confirm the proper receiving address for the exhibits.

Having a Zoom Tech on your remote depo makes the exhibit process seamless. You will upload the exhibits beforehand and our Zoom Tech will take it from there during the deposition to share the exhibits.

Tip 7: Changes in time, venue, or services

Deposition details change all the time. Court reporting firms are generally very flexible, but it is vital to communicate any changes in the deposition time, venue, or services as soon as you know them. This ensures that every deposition starts on time, and it also helps to avoid any unnecessary charges.

There are many service options available when taking a deposition. Knowing your options and communicating your deposition needs are important to ensure that your deposition runs smoothly and that all participants are on time and prepared.

Our experienced scheduling coordinators are available 24/7 to assist you with scheduling a deposition. Reach out to us at scheduling@planetdepos.com or call 888.433.3767.

In-person depositions are on the rise again, but remote depositions are here to stay. Even though remote depositions are no longer the only option, they remain a very convenient and increasingly efficient option. As a Planet Depos survey recently demonstrated, many attorneys predict that they will continue to use the remote deposition option, or hybrid, because of the many benefits it avails. Here are the reasons for remote depositions’ popularity.

Remote depositions are extremely convenient. Scheduling depositions requires coordinating many calendars – calendars of people who are very busy all the time. If you don’t need to get all these people into the same room, that gives you greater flexibility. If all parties can participate from their own office or home, that increases the availability because it removes any travel time from their tight schedule.

Remote depositions offer clients cost savings. With all deposition travel eliminated, the related expense is removed from your client’s account. The travel fees and billable time spent in travel can make an appreciable difference to a cost-conscious client. Many firms noted that the cost savings to clients was a significant benefit they appreciated about remote depositions, and one that their clients noticed and embraced.

Remote depositions have become more secure and seamless than ever. Technology responded well to the pressure applied in early 2020, making huge advances to support so many working from home. Suddenly everyone was meeting online, and remote platforms stepped up to the plate to improve the experience for their users. Likewise, court reporting professionals have adapted quickly, as they have throughout the history of the profession. They pivoted quickly to get up to speed on all the technology to keep depositions moving forward, offering all the services available for in-person depositions so law firms would have what they needed for their case.

Remote depositions offer law firms time savings. For attorneys and paralegals with heavy workloads, time saved makes an enormous impact. This “additional” time means they can devote more time to trial preparation, filing paperwork with the courts, and other crucial casework. Their clients appreciate the time savings as well. Wanting more hours in the day is a universal desire, and remote depositions bring attendees a little closer to the realization of that dream.

Remote international depositions are simple and offer huge cost and time savings to attorneys and their clients. International travel is pricey. Jet lag (both ways!) can require a recovery day – more time taken from case preparation. If not traveling abroad for multiple depositions, remote international depositions make good sense. If the reporter can be in the same location as the witness, all the better, and an international court reporting agency can make that happen for you.

Remote depositions are extremely versatile. All participants could be remote, or one or a few attendees could be remote while all other parties are in the same room. This again offers greater flexibility for scheduling if, for example, an attorney can’t quite squeeze in the travel time to attend the deposition. Send this one attorney a link to join the deposition from his office uptown while everyone else is in a conference room downtown. Whatever the reason they can’t make it to the deposition, a party can still attend from wherever they are, as long as they have stable internet and a connecting device.

Planet Depos was scheduling and covering remote depositions long before the pandemic, even in locations as remote as Alice Springs, Australia. For more tips on remote depositions, check out the PD blog. To schedule your next proceeding, either in-person or remote, contact Planet Depos at 888.433.3767 or schedule online.

Do you have a remote deposition or hearing coming up with Planet Depos and are unsure how the process will work? Do you want to find out more about what Planet Depos offers? Perhaps you have sat in on a demo previously, but it’s been a while – there have been some upgrades! Planet Depos’ Tech Support can provide you with a remote demonstration and/or connectivity test with Zoom or WebEx.

During the interactive demonstration, which typically takes about 20 minutes, we cover what to expect on a remote deposition with Planet Depos, including:

• How we share and mark exhibits
• How we pass remote control to participants to annotate or highlight key parts of an exhibit
• Role of a Remote Technician for troubleshooting, displaying, marking, and sharing of exhibits
• Cover key features of a Zoom or WebEx session such as file transfer, screen sharing and breakout rooms
• How witnesses are pinned and will appear on the recorded video (if you have a Videographer)

The technician will also:

• Test your audio and video
• Cover the key services Planet Depos offers, Remote Technician, Digital Court Reporter and Videographer
• Answer questions you may have

We can also customize the session based on what information you are looking for.

The interactive demonstration is also the time to test all participants’ microphones, web cameras, and each parties’ internet speed and connection to the Zoom or WebEx session. This is your opportunity to troubleshoot common issues in advance of your remote proceeding, ensuring no hiccups during your remote deposition. The most common issues that Tech Support sees and assists with are:

• Poor internet which can result in bad audio or video:

This could be because you are on a weak or slow wireless (WiFi) network. It is recommended that whenever possible use a wired Ethernet connection. If you must use WiFi, stay as close to the wireless router as possible. Make sure to have at least a 3-5 Mbps download speed connection. The higher the speed, the better experience.

• Problems getting the webcam to be recognized by Zoom or WebEx:

There are several factors that could result in Zoom or WebEx not being able to recognize and connect your webcam. The most common is that you did not specify your webcam, or you have video disabled in the video conferencing application. Note, that for Zoom or WebEx to detect and use your webcam, it must be detected by your computer. Most external webcams are automatically detected by your computer. If it is not, refer to your webcam instructions or contact the manufacturer.

Here are instructions to enable and specify your webcam.
In Zoom:

• • To enable, click Start Video in the lower left corner
  • To specify, click ^ to the right of Start Video and select your webcam

In WebEx:

• • To enable: click Start Video in the middle of the WebEx window
  • To specify: click ˅ to the right of Start Video and select your webcam

• Problems getting the microphone to be recognized by Zoom or WebEx:

The issue of microphones not being recognized by Zoom or WebEx is similar to the problem with webcams. The most common reason is the wrong microphone was selected or it is muted. Note that for Zoom or WebEx to detect and use your microphone, it must be detected by your computer. If you are using an external webcam, many have a microphone built in. You can select the webcam as your microphone. Similarly, many laptops have a built-in microphone. Most external microphones are automatically detected by your computer. If it is not, refer to your microphone’s instructions or contact the manufacturer.

To unmute and specify your microphone –

In Zoom:

• • To enable: click Unmute in the lower left corner.
  • To specify: click ^ to the right of Mute and select your microphone. Many external webcams have a built-in microphone so you will need to select your webcam as the microphone option.

In WebEx:

• • To enable: click Unmute in the middle of the WebEx window.
  • To specify: click ˅ to the right of Mute and select your microphone. Many external webcams have a built-in microphone so you will need to select your webcam as the microphone option.

• Camera position and lighting problems:

The best location for the webcam is straight on at eye level. It can also be slightly above you, pointing downward. Position yourself so you are in the middle of the video frame.

For lighting, make sure that you are sitting in a nicely lit room. If you can, sit facing a window. Natural light works best over artificial light. Make sure that the light source is in front of you and not behind, to avoid being silhouetted or causing glare on screen.

• Using the web browser to join rather than the computer application:

Even though the web browser client allows you to join a Zoom or WebEx proceeding without having to download or install any software, it does have its limitations. For instance, you will need to tell the browser to allow it to use your microphone and webcam. If you miss that pop-up, you will not be able to have your microphone and webcam available. For a better experience, we recommend you download and install the computer Zoom or WebEx computer software prior to the start of the proceeding.

All remote attendees can and should schedule a remote test session with Tech Support prior to your scheduled session. Simply e-mail Tech Support or your Planet Depos account executive and we will set up a date and time.

Take a look at Planet Depos’ quick YouTube video on how we handle remote depositions for both Zoom and WebEx.

Planet Depos has been covering depositions for more than a decade. For more information on all things deposition and court reporting, check out our blog page. To schedule your next proceeding, contact Planet Depos at scheduling@planetdepos.com, or schedule online.

Planet Depos conducted a survey over the summer of 2021 to gain more insight into law firms’ attitudes toward remote depositions. Most depositions since March 2020 have been conducted via remote technology, so attorneys are more than familiar with the medium at this stage. Respondents were asked specific questions and given the opportunity to list aspects of remote or in-person depositions which most influenced their opinions for or against that means.

New Perspective – Nearly two thirds of those surveyed (59%) said their perspective on remote depositions has changed. The pandemic and resulting increase in virtual communication made them reconsider remote depositions, with 61% stating they took into consideration the potential benefits remote depositions pass on to clients. These benefits include convenience, and cost and time savings. For example, close to three quarters of respondents (71%) said prior to COVID, they spent up to $20,000 a year on deposition travel. For a third, travel ranked as the second largest deposition expense, after transcript costs. Remote depositions made a big difference in their budgets! Going forward, most attorneys prefer a combination of in-person and remote depos:

Free-Form Considerations – Respondents, when given the opportunity to list pros/cons to remote vs. in-person depositions, provided a thoughtful list.

Those favoring remote depositions emphasized the convenience for all involved. Remote depositions prove to be the best solution for participants with safety concerns amidst the COVID pandemic. Those with elderly clients or clients with serious health issues especially appreciated being able to conduct depositions without jeopardizing their clients’ well-being. Cost and time savings were again mentioned as a primary reason to prefer remote depositions.

Respondents preferring in-person depositions argued that technology can be tricky for older or less technologically savvy clients, making in-person depositions simpler for all parties. It is not uncommon to have clients who cannot access the necessary technology at home, or clients who have but cannot use the technology. Similar concerns were raised regarding the ability to focus on legal terms in a remote deposition, reasoning that it is much easier to focus in an in-person setting. The mechanics of being able to hand the witness a document to physically review was also preferred to sharing a digital exhibit on a screen.

Take-Aways – Attorneys appreciate the benefits of cost and time-savings remote depositions offer them and their clients, and many clients appreciate those advantages as well. There are two sides to every coin, and the long and short of it is that remote depositions are here to stay, and in-person depositions will stick around as well, though remote depositions will be the backbone of discovery for the foreseeable future.

With law firms and their clients growing more comfortable with remote technology, and that technology advancing rapidly, court reporting services are available to enhance the remote deposition. These services make the remote deposition as near to in-person as is possible.

For example, a firm could schedule a certified realtime reporter to provide a near-instant verbatim record, available for streaming to attorneys and their teams. A realtime feed benefits those who find it more difficult to follow a remote deposition. Realtime makes it easy to instantly flag testimony for follow-up, saves time with fewer readbacks by the reporter, and is immensely helpful to an interpreter if applicable. Realtime reporters are in high demand, so attorneys wishing to include this invaluable service should secure a realtime reporter as soon as they schedule.

To up the in-person feel of the remote deposition, schedule a technician. The technician monitors the connection throughout the proceeding, keeping all parties continuously connected. More than that, this skilled professional troubleshoots any issues a connecting party may have, and can handle exhibits, sharing and marking them as a reporter would for an in-person deposition. For anyone with a client who is nervous about a remote deposition, the technician will be a huge help.

Digital exhibits and a secure sharing system simplify the whole exhibit question in remote depositions. Talk to your court reporting agency about a cloud-based service to confidently share exhibits with ease and airtight security. Files should be protected with up to AES 256-bit encryption both in transit and at rest, protecting even highly confidential documents. Files should be accessible to cleared parties from any device. The system makes storage and management of exhibits a snap!

Planet Depos has been covering in-person and remote depositions all over the world for more than a decade. For more helpful tips, check out the Planet Depos blog. To schedule your next proceeding, contact Planet Depos at scheduling@planetdepos.com, or schedule online.

Dressing for a remote deposition or another an important meeting via Zoom should, for the most part, look exactly like what you would wear to an in-person meeting. Except for maybe some fuzzy slippers—think business on the top, party on the bottom! So what exactly should you wear? These tips will have you dressed for success and looking great in your virtual meeting.

Tip 1: Clothing

First impressions do count! While you may not be in person for the deposition, how you have yourself put together does matter. You want to look as professional as possible. You know the saying—look good, feel good, perform good. When you’re dressed well and feel confident, that will shine through.

Keep in mind how your clothes will appear on video. A business suit will always look professional, and is appropriate, but it is also important to pay attention to the colors and patterns and how they will display via webcam. Plaids and patterns will look busy and end up being distracting on video. Basic colors like grays and blues are a good choice. Whites can cause your face to appear washed out while blacks can seem harsh on video. Other items to avoid when choosing your outfit:

• Avoid dangling, large earrings, or jewelry that moves or makes noise
• Avoid clothing with stripes, checks, or other busy patterns
• Avoid anything with a large visible logo or brand

Back to that “party on the bottom” comment. While your top is what will be shown, there may be that odd chance you need to stand up so people may see the entire outfit you’re wearing—so pants are definitely recommended! With that being said, stick to something comfortable: leggings, joggers, sweats, that are a solid dark color should do. The chance of anyone seeing your shoes is slim to none, so wear the cozy slippers!

Tip 2: Backgrounds

Just like your clothing, you don’t want a distracting background in your video. Your desk or office may be a mess, but you probably would not want everyone on the deposition to see that. If you have a blank wall, closet doors, or solid curtains use that as your backdrop so there’s no mess showing. A solid background helps to minimize distractions and keep the focus on the remote deposition at hand.

Background also means any background noises. Make sure that you are in a quiet room, with a door that can shut to eliminate any rambunctious kids or barking dogs that would be picked up via audio as background noise.

Tip 3: Webcam

A quick tip that can make a big difference—your camera angle. Your camera should be straight-on and eye level. You want others on the remote depo to be able to look directly at you, not a camera shot up your nose or down your forehead. Need a quick lift? Grab a stack of books and set your laptop on top of them– this is a simple fix and a no-cost solution to lift the laptop up to eye level. And I’ve got another tip for a clear video. Grab a microfiber cleaning cloth if you have one laying around (in a pinch your sleeve will do) and do a quick wipe of your webcam before you turn it on to make sure there is not dust or fingerprints smudging up the camera.

Tip 4: Lighting

While most people do not have specific photography or broadcasting lighting laying around to help with a bright and clear video, everyone has a window. Natural lighting is your friend! If you can, sit facing the window for natural light. If you don’t have a window to use play around with lamps you have at your house and see what looks best. Just remember to keep the light in front of you, if the lighting is behind you, your image will be dark.

Most importantly, remember, you want to be taken seriously and make a good impression. Whether your virtual meeting is a remote depo or another important business call, how you show up on camera is going to translate to the meeting, make sure that is confidently. Following these tips to keep in mind your outfit, background, and lighting will help you show up on camera looking your best. And we all know that if you look good, you feel good, and will do good!

Remote deposition preparation can be much easier with Planet Depos handling all the technical aspects. Call us today to schedule your remote deposition. Our experienced scheduling coordinators are available 24.7 to assist you at scheduling@planetdepos.com or 888.433.3767

Do you have an upcoming remote deposition? Great! It’s 2021, so you should. Remote depositions through mobile videoconference are such a handy way to communicate with people anytime, anywhere. You can even connect from your smartphone (though we recommend a laptop or tablet for the screen size). These tips don’t just apply to remote depositions – any mobile videoconference will go smoothly once you apply these tips!

Ensure you have a strong Wi-Fi or internet signal – if you do not have a strong signal, the other participants will not be able to see or hear you, and you will likely have trouble seeing and hearing them. Be close to your wireless router to ensure a strong signal, or better yet, use a wired connection to your laptop if you can.

Choose the best app. Zoom and Webex are generally considered the top two, followed closely by Microsoft Teams, Google Meet, Skype and others.  Zoom is the most reliable, user-friendly, and has the most features.  Webex and Teams have lower A/V quality but are otherwise comparable – neither allows for a full-screen view (and videographer recording) of 1 person.  You’ll get menus and screenshare and possibly other attorneys in the recording.  Zoom also has a HIPAA-certified option as well as a Government-certified option.

Choose your audio and video feed prior to the beginning of the videoconference and speak in a normal tone of voice. Mics can pick up a lot of noise, so you don’t need to worry about shouting into yours. Talk as if you’re talking to the rest of the participants in the same room with you.

To get the best audio possible while participating in a deposition remotely, join the audio via telephone or use an earpiece or headset for listening.  A good conference room speakerphone works well for a group.  If you’re using earpods with your iPhone, make sure they’re fully charged before you begin. If you prefer mic and speakers, consider an external webcam or USB microphone, as the standard built-in microphones on your laptop are not the best quality.

Mute your audio when you’re not speaking. If you’re not actively speaking or replying, mute your microphone so that other participants don’t hear background noises.  Mics can pick up a lot of noise, so the papers rustling (or dogs barking) in the background can be distracting.  Many video conferencing apps like Zoom and Webex let you press and hold the space bar to temporarily unmute.  Hold the space bar, state your objection, then let go to re-mute.

State your name when you object, so that the court reporter and legal videographer can properly identify you for the record. Remember, the court reporter is also looking at screens full of people, so be sure to help her out.

Try to ask questions at a slower pace so that any participants who may have their devices muted can unmute themselves in order to object before you move on to the next question.

Be sure that the room is well lit so the other participants can see you. If the sun is pouring in behind you, it’s best to have drapes or blinds to cover the window to avoid appearing as a shadow.

Dress professionally and for the camera. Try to wear solid colors, and void polka-dots, stripes, and plaids.

Sit up straight and check the picture boundaries so that you know exactly how far you can move before you are suddenly off the screen.

Reduce your eye strain using the 20/20/20 rule.  Staring at a screen 100% of the day can be rough on the eyes.  The 20/20/20 rule states that for every 20 minutes spent looking at a screen, a person should look at something 20 feet away for 20 seconds.

Try not to look directly at the people on your screen, but instead into the camera lens, which helps develop a more natural interaction between participants.

Limit your physical movements as much as possible, and if you have to move, try to move more slowly so that your natural movements are not distracting to the other participants, and so they don’t appear “choppy.”

Be aware of the proceedings. While you may be comfortable sitting at your office desk or in your home, what you do is being seen by all the participants, the sound is being heard, and it is being recorded by a legal videographer and court reporter.

Join by a smartphone or tablet app if you don’t have a good computer with a webcam.

Do not use your phone to respond to emails and text messages while you are using it to participate in a mobile videconference. Everyone will hear the clicks, become distracted, and the sounds can interrupt the audio feed to the legal videographer and court reporter.

Maximize your smartphone/tablet’s battery life if using it to attend the meeting.

1. Keep your device on the charger whenever possible
2. Adjust the backlighting of your cell to a dimmer setting
3. Close unnecessary applications
4. Turn off application notifications for the duration of the videoconference

Purchase a smartphone/tablet case that has a stand so that you are not holding your device throughout the duration of the deposition. This will eliminate a shaky picture.

Finally, remember to put on pants, even if you don’t think you need them! Seriously. You never know when you may need to stand up and stretch.

A mobile videoconference deposition is pretty simple, but that doesn’t mean you don’t need expert help when connecting or managing it. Videoconference techs are available to ensure the process goes smoothly and the court reporter can make the cleanest record possible.

Do you need assistance scheduling a remote deposition through mobile videoconference? Our remote deposition scheduling form makes it a snap, and our scheduling team is available 24/7 to assist you.