News From Planet Depos

Due to their flexibility and convenience, remote proceedings are here to stay. However, even those with experience in videoconferencing may want someone on hand to help smooth over any technical glitches. The remote reporter will be occupied with taking down the record, rendering them very limited in how much they can assist with their technical prowess. Enter the skilled technician! It is good practice to reserve a professional to focus on literally keeping the proceeding going, while you can do your job and the reporter does theirs.

What exactly is the technician’s role in a remote deposition? The beauty of the technician is that they have many roles. They are the glue keeping everyone connected. They are the technological wizard who can quickly and unobtrusively resolve technical issues experienced by any participant. They are the safeguard monitoring the proceeding’s confidentiality. They are the handler of the exhibits, whether those exhibits are sent before the deposition or during the deposition.

Staying connected during any virtual meeting is important, and by now, probably all of us have experienced the frustration of losing a connection out of the blue. You can log back in. Normally. Hopefully. But in an important meeting, you don’t want to lose the time, forcing others to repeat what was said while you were lost in virtual land. The technician will monitor everyone’s connection and can troubleshoot audio and video issues should they occur. The technician will also conduct the test calls with everyone prior to the deposition, starting each participant off on the best foot.

Security is a top concern for depositions, and this is another area where a technician gives you an edge. The technician assigns passwords to each meeting and sends the unique meeting link only to the email addresses you supply. The technician also closely monitors who is present at the deposition and ensures no unauthorized party is in attendance. Not only that, the technician will create private breakout rooms and assign parties to them, making sure only authorized parties go into each room.

The technician takes the role of marking and sharing exhibits and can highlight text and make annotations. Each party can scroll the documents at his or her own pace, however, as the technician will give them that control. If you prefer to mark the exhibits yourself, you can pre-mark exhibits before sending to the technician, either by emailing them before the deposition or by uploading them to the technician using the chat box.

The PD technician is the consummate professional. Reserving a technician guarantees an expert at the helm, making for a smooth virtual proceeding. They will provide best-in-class service throughout the proceeding, so you can focus on your role and the progress of your case.

Without the technician present, should technical difficulties arise which are unrelated to power or internet service/strength, you can, of course, reach out to Planet Depos and ask for tech support. However, immediate tech support may not be available, as most of our technicians are on jobs every day. We highly recommend booking a technician in advance of your remote proceeding.

Planet Depos has been covering remote depositions for over a decade. Our technicians are highly trained and have encountered and resolved every snafu that could possibly come up in any virtual proceeding. To schedule your next virtual proceeding and reserve your master technician, contact Planet Depos at 888.433.3767 or schedule online.

So, you’re going remote with your depositions, and you want to make sure they are the next best thing to in-person? With proper preparation, there’s no reason to worry that your remote deposition will be any less effective than the typical deposition with everyone in the same room. Here are some tips to set you up for remote deposition success.

Know the notary rules! Remote depositions are a common occurrence in these days when technology reigns king. Even before the COVID-19 pandemic, many states updated notary rules and handbooks to match a more technology-forward economy. States such as Virginia for example, allow e-notaries to administer oaths virtually, no matter the location of the witness. Other states such as Texas and Florida have approved emergency orders that allow for the remote administration of oaths.

To ensure a smooth deposition and make sure that the oath’s validity is not objected to later, you should understand oath requirements on a state-by-state basis. Additionally, for states that do not allow the remote administration of oaths, we have seen attorneys make stipulations that protect the integrity of the oath that ensures everyone is on the same page.

Get techy! Now is the time to unleash the mind-boggling powers of technology. High-quality videoconferences are non-negotiable, and these are readily available nowadays. Your court reporting agency can answer all your questions about the technology involved and set you up for a smooth connection to your witness, court reporter, and opposing counsel.

Remote deposition software provides a unified and secure virtual conferencing service – replacing the need for multiple platforms for voice, chat, and video. Your agency’s technician will run a test prior to the deposition, with each connecting party, to confirm compatibility between each party’s equipment (laptop, iPad, etc.) and the videoconference software. That same expert technician can monitor the connection throughout the proceeding to ensure everyone attending the virtual deposition does so without interruption.

Know the available extras. Know which ones you want. Do you want realtime streaming? This can be of immense benefit in any deposition, but especially a virtual deposition! Are you interested in electronic exhibits? You will be able to pull up exhibits on your connecting device to share with all parties. Don’t underestimate the capabilities of a remote deposition! Check with the reporting agency to make sure you get the most from your online deposition.

Planet Depos has been connecting attorneys to remote depositions for over a decade, and all over the world. To get more information on remote depos, or to schedule with the experts, contact scheduling@planetdepos.com or schedule online.

By Brittany Davies

It’s finally time to enjoy those BBQs, beaches, and family vacations that summer brings! However, as we all take time out in the summer to relax and have fun, life doesn’t stop, especially for a litigation attorney. Taking the steps to ensure you can unwind and have fun during your vacation without having to worry about what’s going on back at the office takes time and preparation. Below are some tips and suggestions to make sure your summer is both fun and stress-free!

• Make sure all of your depositions are scheduled and ready to go before you leave for vacation. By using the Planet Depos’ online Schedule Now feature, or by calling, emailing or faxing our scheduling department at scheduling@planetdepos.com, you can rest assured that every detail is being handled while you’re away.
• Not sure if you scheduled the deposition? No problem! By using the Planet Depos online repository, you can see exactly which dates you have requested a court reporter.
• Don’t worry about taking massive piles of papers with you to the beach! By using the same online repository, you can view transcripts, exhibits, invoice details, videos, and any files related to your cases. Travel lightly!
• Have a case where you absolutely must take a deposition while away? Try mobile videoconferencing! As long as you have access to the internet, this secure and convenient tool will allow you to get the job done as if you were in the office with your witness.

While extremely helpful in the summer, these tips can be used year-round. Wishing you a fun summer season from your friends at Planet Depos!

Since the COVID-19 pandemic, the landscape has shifted towards towards remote depositions. We conducted a survey about the changing trend; 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.

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.