• Hosting a Video Conference? Avoid These Etiquette Mistakes

    Video conferencing makes it easier than ever to host remote depositions and conduct business across borders without travel costs. To get the most from your video conference, however, there are certain etiquette rules to follow to ensure that your event goes smoothly. If you are hosting a video conference in San Jose, avoid these mistakes to prevent confusion and delays from taking over your session.

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    Mistake: Not Testing Your System

    Nothing slows down video conferences like problems with connections, audio, and video. Test out your video conferencing system before you attempt your conference so you don’t waste participants’ time. Even better, work with an experienced team that can help you choose the right video conferencing solutions for your needs. When you work with professionals who host video conferences on a regular basis, you can feel confident that their system is reliable and that their conference space is set up for optimum audio and visual output.

    Mistake: Not Using Your Normal Voice

    During a video conference, as long as you direct your speech towards the microphone, there is no reason to shout or dramatically slow down your speech. Speak normally, being as careful as you would during an in-person meeting to enunciate. Resist mumbling or speaking excessively quickly. This kind of speech is difficult to understand in an in-person meeting and even more challenging during a video conference. Keep in mind that there is typically a small delay in audio transmission during video conferences, so pause at the end of your statement to let people hear the entire thing and have time to respond, if necessary.

  • Is Your Conference Room ADA-Compliant?

    When choosing a conference room for your video conference or deposition, one thing to consider about the space is whether it meets ADA guidelines. When you’re hiring a video conferencing company in Palo Alto, be sure to ask about ADA compliance before you select a facility, so that all the attendees can access the space with ease.

    ADA compliance for conference rooms addresses vision impairments, hearing disorders, mobility issues, and a range of other disabilities. The conference space should have good acoustics, adequate lighting, and ample space for people who use mobility devices to comfortably maneuver. You may also want to consider arranging for a court reporter to provide real-time translation for the session. If someone attending your video conference needs assistance, solicit information about their requirements before the session so that you can make additional arrangements, such as Braille documents, to accommodate his or her needs effectively.

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  • Top Mistakes to Avoid in Your Video Conference

    Video conferencing is a very effective way to cut the costs of out-of-town depositions by allowing you to meet and participate remotely. A court reporter can provide a legal transcription of the video conference in the same way one would at an in-person deposition. Although video conferences can be both convenient and reliable, there are a few mistakes that can make them less effective than they could be. If you decide to use video conferencing in San Jose for your next deposition, be sure to avoid these mistakes.

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    Not Trying the Technology

    The worst time to try your video conferencing technology is when your meeting is starting. Be sure to have a dry run with the technology before the deposition to ensure that you won’t have any needless delays on the day of your deposition. Often, your court reporter may be able to assist with the technology, particularly if you choose a reporter whose company offers video conferencing. However, you should still be sure to understand how it works and what features are available well in advance of your deposition.

    Not Speaking Clearly

    Because you are not in the same space as the person to whom you are speaking, being clear and direct is more important than ever. Make an effort to keep your questions as succinct as possible, and use clear language. Annunciate your words clearly for the benefit of the other parties and your court reporter. Look at the person to whom you are speaking via the camera when you’re talking. It’s easier to become distracted during a video conference than at an in-person meeting, so speaking into the camera will help to keep the other party engaged.

    Not Having a Schedule

    Video conference meetings require a more strict schedule than an in-person deposition might. First, you must always keep in mind that the remote location of your video conference may be in a different time zone, affecting your deposition schedule. If your conversation needs to extend beyond the scheduled time, set a new projected finish time, so that everyone knows what to expect. If you plan for a long deposition, make sure you build breaks into the day. Everyone, including your court reporter, will need time to stretch and eat during the day. Consider taking more breaks than normal during a video conferencing session, since it can be more difficult to stay focused.

  • Behind the Scenes of a Successful Video Conference

    No matter what subject your video conference in Palo Alto, California is about, the same components should always be involved. Since you won’t all be in the same conference room in person, there are extra steps that you should take to ensure that you get your point across clearly and without interruptions. Watch this video clip for a behind the scenes look at a successful video conference.

    Whether the video conference involves an attorney meeting with a client or a team of coworkers working on a project while on different sides of the planet, it helps to get everything set up early. This way you can get to know the technology, load any presentations you might need, and make sure everything is in working order. Keep in mind you’ll need to understand a few different kinds of technology for a successful presentation, from cameras and video displays to microphones and speakers.

  • A Quick Look at Synchronized Video Transcripts

    Synchronized video transcripts combine the power of a visual image with transcripts of a proceeding to make an impact on juries and opposing counsel alike. Having the ability to view testimony taken by video conferencing combined with the legal transcript can also make it easier to prepare for your case.

    A court reporter can create a legal transcription of video testimony that can be synched with the image for easy editing. With synchronized video transcripts, you can easily highlight important information, add annotations, and flag statements. Because synchronized video transcripts can be prepared in just a few seconds, you can also use the technology to impeach witnesses in real time.

    Let Pulone Reporting Services walk you through the technology we can provide to make your cases more effective, including legal transcription and synchronized videos. You can schedule a meeting with a court reporter in Palo Alto, California today by calling (408) 280-1252.

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  • Working with Court Reporters

    Court reporters can be extremely helpful in a wide range of circumstances—they are able to provide accurate transcripts of meetings and legal proceedings, they can read back any dialogue that’s taken place, and they can provide a record of any proceeding as soon as it has concluded. If you are considering hiring a court reporter in Palo Alto, California, but are unsure of how to interact while he or she is on the job, continue reading for a few tips on proper interactions.

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    Prepare the Court Reporter

    Before the proceedings begin, introduce yourself to the professional court reporter. This is also a good time to inform the court reporter about specific terms that may come up during the proceedings. For instance, if there will be expert witnesses who may use technical terminology, let the court reporter know this and provide a list of the terms that may be mentioned.

    Speak Carefully

    While court reporters have extensive training that allows them to accurately record any proceedings, they cannot record the speech of more than one person at a time. Avoid interrupting and speaking over other parties, and be sure to allow others enough time to finish speaking before you begin. Speak clearly and at a normal pace. Ask that witnesses state and spell their names so that the court reporter can record them accurately.

    Clarify Non-Verbal Communications

    Court reporters are trained to record spoken words, so the record they provide may not capture all of the non-verbal communications during a proceeding. Be sure to verbally confirm and clarify unspoken communications, such as gestures, nodding, and pointing. This way the court reporter can provide you with an accurate and complete record of the proceedings.

    Correct Any Mistakes

    If you make a verbal mistake, be sure to withdraw it as soon as possible so that the record can be updated. Similarly, if certain interactions are off the record, such as a sidebar conference, be sure to let the court reporter know that this is the case, and indicate when the proceedings go back to being on the record.

  • Can Board Meetings Be Legally Recorded?

    There are many advantages to recording board meetings, whether all of the attendees are present in person or the meeting utilizes video conferencing. However, is it legal to do so? Here is what you need to know about the legality of recording board meetings and video conferencing in Palo Alto, California .

    California law does allow board meetings to be recorded. Board meetings are inherently public, under the Common Interest Open Meetings Act, so there is no expectation of privacy. During a video conference, there is a reasonable expectation that the proceedings could be recorded, so there is no legal concern about recording the meeting, even if the participants were not officially notified of the recording. California law allows any proceeding to be recorded unless there is a specific reason that the conversation is protected by law. For this reason, video conferencing solutions that incorporate recording are useful ways to create records of board meetings that all participants can reference as needed in the future.

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  • The Savvy Witness’s Guide to Preparing for a Video Deposition

    Facing a video deposition can be nerve wracking, but it doesn’t have to be overwhelming. Before you face the video conferencing screen, the court reporters, and the attorneys, take some time to prepare, so you can answer questions with confidence and get through the deposition as quickly as possible. When you have a video conference deposition in Palo Alto, California scheduled, get ready with these tips.

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    Get Advice from the Pros

    Review in full what to expect at the deposition with the attorney who is representing you. He or she can give important advice about how to answer questions and how to deal with any disputes that may arise, as well as helpful information about what to expect. There is a good chance the attorney will want to closely review your testimony with you before the deposition. Take advantage of this time to get comfortable with your testimony, so you can answer questions with ease.

    Dress Appropriately

    For a video deposition, you should choose professional dress, as though you were going to court to testify. Keep in mind that you will be on camera, so consider wearing clothing in colors that are easy to pick up on camera. Generally, light, solid colors and clothing without patterns work best on camera. Don’t wear anything uncomfortable. You should look at ease while giving your testimony rather than awkward and fidgety because your clothing is not comfortable.

    Be Direct

    When you are being questioned, answer exactly what is being asked as simply as possible. Avoid adding extra details that could open up additional avenues of questioning. Keep a neutral expression, even if the line of questioning frustrates you. You will be wearing a mic, so resist the urge to mutter under your breath, as it will be recorded. Keep a calm and neutral tone of voice, and try to avoid long pauses, which can make your answers seem evasive. Speak clearly, so that the transcript and recording reflect exactly what you are saying.

  • Common Questions About Legal Videography

    Legal videography plays an important role in presenting evidence in court, particularly from deposition testimony. If you are considering using legal videography in the Bay Area as part of your case preparation, here are the answers to some of the questions you are likely to have.

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    What is legal videography?

    Legal videography is a specialized form of video recording. It is performed by experts with special training in creating videos for the legal industry. Legal videographers often work alongside court reporters at depositions to create a video record of the event that includes sharp visuals and audio. Legal videographers set up realtime transcript feeds, convert their recordings into the formats required by the attorneys, and, like court reporters, follow the instructions of the attorneys during depositions regarding when to start and stop recording. Legal videography can be used for in-person depositions and can also be part of video conference depositions.

    What are the benefits of legal videography?

    The biggest benefit to attorneys of legal videography is that it records absolute proof of a witness’s testimony during a deposition that can then be used to impeach that witness if he or she changes his or her testimony at trial. Although reading back from the transcript of the deposition can also impeach the witness, having a video of the original deposition testimony can be much more impactful. In some cases, video depositions are admitted as evidence when a witness can’t testify in court. Deposition videos are helpful to review during preparation of a case, particularly for members of the legal team who were not present during the deposition. Lastly, many attorneys find that videoing depositions makes them go faster, as people tend to be less obstructive if they know they are on camera.

    What is synchronization?

    Deposition synchronization is the process of syncing the transcript created by the court reporter to the video and audio of the deposition. Syncing testimony makes legal videos easier to use during case preparation and easier to edit when creating a presentation for the courts.

  • The Use of Video Depositions During Trials

    Deposition technology has come a long way since the days of relying solely on a court reporter for legal transcription in Palo Alto, California. These days, many attorneys routinely arrange legal videography services in addition to court reporting. It’s even become common practice to use video depositions during trials , which can have a tremendous impact on a jury. Before you show video during a trial, however, it’s critical to make sure you’re following all of the applicable rules.

    Watch this video to learn how the California Code of Civil Procedure applies to legal videography. The speaker featured here explains that you must provide written notification to the court and all parties of your intent and you must identify the parts of the deposition that you plan to show. In addition, you cannot take a segment out of context. Instead of offering just one question and answer, you must offer a few back-to-back questions and answers.