Video conferencing has proven to be quite useful in the legal field. Attorneys often use video conferencing near San Jose, California to depose remote witnesses and keep in touch with colleagues and clients. But the versatility of a well-equipped conference room extends to other areas of the legal field, including professional arbitration. Arbitrators often handle complex cases that can sometimes take as long to resolve as the average trial. They need to frequently communicate with all involved parties and juggle an intense schedule of meetings. Video conferencing technology cannot make a case any less complex, but it can certainly improve the flow of information and eliminate the hassle of coordinating meetings and travel among different parties.
Video conferencing is an incredibly versatile tool. It may be used during any stage of the arbitration process, from the pre-hearing conferences to the arbitration hearings to the decision. In fact, some arbitrators manage an entire case from start to finish through video conferencing. The arbitrator and involved parties can all be in different locations around town or scattered around the country. Video conferencing technology streamlines the arbitration process by eliminating the need to travel.
Some arbitrators may be hesitant to try video conferences, with good reason. The early technology didn’t lend itself to smooth, clear communication. The video quality was grainy and the audio was often choppy, and it could be disconcerting when delays occurred between a person’s speech and the movements of his or her mouth. But as long as arbitrators book well-equipped conference rooms with high-quality video conferencing equipment, there is no need to worry about clarity. Today’s technology offers exceptional audio and visual. Arbitrators not only hear every word clearly; they can read facial expressions and body language with ease.
Another major benefit of using video conferencing technology in the arbitration field is its cost-effectiveness. Booking a video conference room is far more economical than booking a flight and hotel room. Perhaps even more significantly, remote arbitration proceedings save time for all involved parties.
The professional court reporter has long been an indispensable fixture in modern courtrooms, but some have raised concerns that court reporters in San Jose and across the country may soon be replaced by high-tech voice recognition software. Voice recognition software does have its uses. Workers with carpal tunnel syndrome, for example, can use it to help fulfill their computer-related work tasks. But for such a sensitive field as the legal profession, it is highly unlikely that technology will ever be able to replace court reporters.
Immediate Access to Real-Time Feeds
It’s no secret that court reporters are responsible for producing unfailingly accurate transcripts shortly after the court proceeding, but they also serve an important function during a hearing or trial. Court reporters almost instantaneously produce real-time feeds, which are accessible to court clerks, law clerks, judges, jurors, media members, and all other parties. If wireless technology is available in a courtroom, then these real-time feeds are easily and securely deliverable to these parties, allowing any authorized individual to instantly check the record. This aspect of court reporting is especially important for individuals who have hearing loss.
Unsurpassed Reliability and Accuracy
As sophisticated as voice recognition software has become in recent years, it simply can’t mimic the accuracy and reliability of a professional court reporter. Court records that are accurate beyond question are essential for ensuring a fair and impartial appellate review for all parties.
Superior Noise Discrimination
Voice recognition software may excel when one person is speaking clearly and evenly into a microphone, but it fails at discriminating among multiple speakers and it may run into trouble with the typical background noise of a courtroom, such as papers being shuffled, throats being cleared, and parties whispering to each other. A court reporter is fully capable of discriminating between voices, understanding heavily accented voices, and discerning the difference between background noise and speakers. Additionally, a court reporter won’t inadvertently include off-the-record conversations in the official transcript-a mistake that could prove disastrous to a party to a legal proceeding.
Given the popularity of videoconferencing technology in the legal field, it only makes sense that more attorneys than ever before would be relying on video depositions. Video depositions still require the presence of court reporters to provide the official record of the testimony. However, the use of legal videography in the San Jose area does complement the trial preparation process.
Providing Proper Notice
Research your state’s laws regarding video depositions before you book the conference room rental. In Federal and in some state actions, it is necessary to provide proper notice if a non-stenographic method will be used during the deposition or if a second method of recording the deposition will be used. If you were only going to rely on court reporters during the deposition, notice may not be required since this is considered the default method. California is among the states that require counsel to notify the opposing counsel that video recording will be used at the deposition. However, California law takes this a step further. It also requires attorneys to specifically state in the deposition notice if they intend on presenting the video deposition at trial. After the deposition, but before the trial, attorneys must again submit a notice of intent to introduce video testimony during trial.
Setting Up a Video Deposition
The California Code of Civil Procedure sets forth requirements for the setting of a video deposition. According to the code, the conference room or other setting must be ” suitably large, adequately lighted, and reasonably quiet .” Additionally, the operator of the equipment must be competent in its use. In certain circumstances, the operator of the video deposition equipment must also be a person who is authorized to administer an oath. Any videography services and products that are offered or provided as a result of the video deposition must be offered or provided to all of the parties or their attorneys at the same time, so as not to give any one party an unethical advantage over the other.
Procedure for the Deposition
The California Code of Civil Procedure requires that upon the commencement of a video deposition, an oral or written statement, or an audio recording be made that gives the operator’s name, business address, and similar “pedigree” information. Counsel for the parties must then be identified, followed by the administration of the oath to the deponent.
Even if you have never set foot in a courtroom, you’re probably familiar with the iconic image of a professional court reporter , thanks to TV shows and movies. Court reporters meet a crucial need in the legal justice system. They are the impartial recorders of every word spoken in a courtroom. This means that court reporters in Silicon Valley produce the accurate court transcripts that could mean the difference between a defendant filing a successful appeal or serving a lengthy sentence behind bars. With so much counting on accurate legal transcripts, it’s no surprise that court reporting has gone high tech.
In many courtrooms around the nation, going high tech has meant a shift toward replacing court reporters with sophisticated recording software. At first blush, this might seem to be an agreeable cost-saving measure. Yet, it’s likely doing more harm than good. Anyone who has dabbled with voice recognition software knows that “depose a witness” might be recorded as “dethroned a hit and miss” and “robbed a store” may end up being “mobbed fur ore.” Nonsensical digital interpretations of human voices could jeopardize the integrity of the criminal justice system in general and the appeals process in particular.
Live Reporting Benefits
Given the critical importance of accuracy in court reporting, it appears that transcripts produced by highly trained professionals are vastly preferable to those produced by machines. Speed is not a problem, since court reporters are well-versed in high tech solutions that allow them to capture speech at an incredibly fast rate. There are other benefits to using human court reporters to transcribe court proceedings. For example, a court reporter who has worked in the same area for a long time is likely to know details of the locale that a machine simply cannot know, such as the names of the local police officers and city streets. Additionally, human court reporters have the ability to pause court proceedings if a witness is speaking too softly. They can also distinguish between multiple voices; in heated courtroom discussions, it’s not unusual for multiple speakers to try to speak up simultaneously. All of these factors are strong arguments for the continued use of court reporters.
Video conferencing is an efficient way to conduct meetings with people in other locations without the time and expense required for travel. However, video conferencing can be even more ineffective than in-person meetings without a strategy to make the most of your time. When you plan a video conference in San Jose, CA, you should work with the technology provider to ensure your meeting goes smoothly. These tips will also help you plan a successful video conferencing meeting.
Master Your Technology
Don’t wait until your video conference begins to figure out how use the technology. Do a trial run before the meeting to correct any issues with mics and cameras, and so that you are ready to jump right in at the start time. Encourage your meeting participants to also experiment with the technology so that you don’t waste meeting time on figuring out the quirks. If you’re doing a deposition in which someone will be going into a remote location who isn’t familiar with the space, make sure someone is available on the other end to help them get set up.
During a video conference, it is always a good idea to assume that people other than those to whom you are speaking may be able to hear you. However, be clear with all attendees at meetings you host about who is able to hear them and whether or not they will be recorded. This kind of information is especially important during a deposition or other legal process, since the information may be sensitive.
Preparation is critical in any meeting and is especially important when you are video conferencing. In addition to planning what you need to say or ask during the meeting, get ready to spend time working without interruptions. This means simple things like turning off your phone and finishing your snack before the conference. Standard conference room meeting etiquette rules still apply, even if the interaction is happening remotely.
Video conferencing has become commonplace in corporate environments and courtrooms, as it allows parties to connect in real time from anywhere in the world. Whether you are hosting a meeting with international clients, conducting web-based interviews for remote employees, or setting up a video deposition in San Jose, it is important to work with a trusted provider of video conferencing services. As you prepare to host or participate in an upcoming video conference, remember these key tips for conducting a professional meeting remotely.
Behave like you would in a face-to-face meeting
As a general rule, any behavior that would not be acceptable in an in-person meeting will also be considered unprofessional in a video conference. Side conversations, text messaging, and interruptions should all still be avoided when you are participating in a video meeting. Looking into the camera throughout the meeting and wearing professional clothing are advisable for video conferencing.
Speak clearly, but don’t shout
While having a trusted video conference service will enhance the quality of your audio, you may still need to make an effort to annunciate clearly and speak slowly to ensure that all participants can you. You will want to avoid yelling or shouting, but speaking with a clear volume and tone is essential for helping the meeting go smoothly. If you are the meeting presenter, try to avoid excessive hand gestures and be sure to provide a shared screen so that remote participants can follow along with your presentation.
Conduct the conference in a quiet, work-appropriate space
If you are calling in to a video conference, you should make sure that you have a quiet space available to minimize distractions. Barking dogs, ringing phones, or other background noises can be a significant interruption for others on the call. Muting yourself while you are not talking or wearing headphones for the call is also helpful for minimizing excess background noise.
When you are getting ready to have a videoconference for a business meeting, it is important to dress professionally and present a neat, tidy, and clean appearance. Your appearance provides the first impression to your peers and you want to make sure you look professional.
Women should not wear something that is too short or too low-cut. They should also avoid wearing too much jewelry that might make a lot of noise and provide a distraction. Men should trim their hair and wear clothing that is freshly pressed.
Check out this video to learn more about how to dress before your next videoconference in San Jose. When you look the part, it helps you gain confidence in your ability to do your job.
How to Dress for a Business Meeting
When utilized correctly, videoconferencing can become a major benefit to your business. If you want to start incorporating videoconferencing into your corporate model, use the following tips to do it well:
Be More Prepared than You Think You Need
When you are leading a videoconference, it is important to be poised and prepared. Since everyone at the meeting you can see you, you want to put your best face forward. A great way to do this is to spend a lot of time preparing for the meeting. When you are really confident in the material, it will show in your videoconference and helps you lead the others through the material.
Assign Someone to Take Notes
The people who are participating in the videoconference are going to have their attention focused on the meeting. If you want to be able to reference the information from the videoconference, it is important to assign a specific person to take notes. You might want to ask someone who is not participating in the meeting to sit on the side and take notes that you can use once the meeting is done.
Know When to U
Although videoconferencing technology is hugely important for modern business interactions, it is not always the best way to deal with clients and colleagues. If you are planning an important meeting that requires in-person interactions, the videoconference might not be the best venue through which to do it.
Be Conscious of the Time
If you are in charge of the videoconference, it is up to you to ensure that the meeting sticks to a certain timeline. Before you start the meeting, you might want to create a brief outline that you can follow once you start the videoconference. If a certain aspect of the meeting seems to be taking too much time, you should step in to keep the conference moving smoothly. Keeping the meeting on track helps you make the most out of videoconferencing in San Jose.
Videoconferencing meetings are a great way to bring colleagues together across the miles, but for effective collaboration to take place, people need to feel a connection with each other. Just because you’re not meeting in person doesn’t mean you have to sacrifice that connection. It all comes down to a great introduction. For your next videoconference in San Jose, use the tips in this video to make your introduction really count.
Avoid introductions that sound like a rundown of your resume. Instead, share a little bit about your true self during your videoconference. Give your fellow attendees a glimpse into what makes you tick to make them feel like they know you a little better. Creating these personal connections in the business setting can help to foster creativity and collaboration during videoconferencing meetings in San Jose.
How to introduce yourself properly at meetings
More and more businesses are relying on technology to become more efficient and help their employees achieve goals in more productive ways. For small companies in particular, technologies like videoconferencing are changing the way business gets done. If your small business isn’t taking advantage of this opportunity, consider the following ways that videoconferencing solutions in San Jose could help you get ahead.
Reduced Business Travel Expenditures
Doing business by phone or email doesn’t always cut it, and in the past, the only way to collaborate face-to-face with a colleague or client was to travel to a meeting. That meant spending money on transportation, hotel reservations, food, and other travel expenses. Videoconferencing solves this problem. You get the same benefits of a face-to-face meeting without any of the associated travel costs. Save your travel budget for a few key meetings throughout the year and rely on videoconferencing the rest of the time.
Option to Telecommute
Telecommuting is a big boon to employees, and it allows small businesses to be more agile than their larger competitors. The downside to telecommuting is that employees can feel isolated and like they are not part of the business’ community. It can also be difficult for employees to collaborate on projects from a distance. Videoconferencing allows you to create a digital workplace where employees all feel like part of a broader team and in which people can get answers, seek feedback, and collaborate across miles and time zones.
Improved Employee Morale
Business travel can take a large toll on work-life balance for employees. Valuable team members may burn out quickly if they have to make frequent business trips that keep them away from important events with family and friends. Since videoconferencing cuts down on the need for travel, it can also help employees achieve the kind of balance they need to feel fulfilled in their lives—and by extension, in the important work they do for you.
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