Virtual meetings have become a regular part of legal practice. Lawyers, witnesses, court reporters, interpreters, and clients may use Zoom for examinations for discovery, depositions, mediations, arbitrations, witness preparation sessions, and other proceedings.
Although Zoom is relatively easy to use, technical problems and poor meeting controls can cause delays, distractions, and an incomplete record. A participant speaking while muted, an unstable internet connection, or an incorrectly shared exhibit can interrupt the flow of a proceeding and make the court reporter’s job more difficult.
The following Zoom meeting tips can help legal professionals conduct more organized, secure, and productive remote proceedings.
1. Designate a Host and Co-Host
Every Zoom proceeding should have a designated host. For matters involving several participants, appointing a co-host is also a good practice.
The host can manage key meeting controls, including:
- Admitting participants from the waiting room
- Muting microphones
- Managing screen-sharing permissions
- Removing an unauthorized participant
- Assigning co-host privileges
- Responding to technical interruptions
Confirm who will serve as host before distributing the meeting invitation. A meeting organized through someone else’s account may begin without the intended person having access to the necessary controls.
A co-host can manage the waiting room, monitor participant names, and address technical issues while counsel focuses on the proceeding. This division of responsibilities is particularly helpful during examinations, depositions, and hearings involving multiple parties.
2. Review Your Zoom Security Settings
Legal proceedings may involve personal, financial, medical, commercial, or other confidential information. The meeting settings should reflect the sensitivity of the matter.
Consider using the following security measures:
- A unique meeting ID
- A meeting passcode
- A waiting room
- Restricted screen-sharing permissions
- Host approval before participants enter
- Locked meeting access after all expected attendees arrive
Avoid posting a Zoom link on a public website or sharing it through an unsecured channel. Send access information only to confirmed participants and advise them not to forward it.
The waiting room allows the host or co-host to verify each participant before admission. Ask attendees to display their full names and professional roles so the host and court reporter can identify everyone correctly.
Hosts should review Zoom’s current administrative and security settings before the proceeding, as available controls can vary by account type and software version.
3. Control Background Noise and Audio Quality
Clear audio is essential when a court reporter is creating a verbatim transcript. Even brief moments of overlapping speech, background noise, or broken audio can affect the accuracy of the record.
Participants should join from a quiet, private room whenever possible. Close doors and windows, silence phone notifications, and limit nearby conversations or movement. A wired headset or external microphone may provide clearer sound than a laptop’s built-in microphone.
Before the proceeding begins:
- Test your microphone and speakers
- Confirm that Zoom is using the correct audio device
- Keep your microphone muted when you are not speaking
- Speak clearly and at a measured pace
- State your name when requested
- Avoid speaking over another participant
The host should know where to find the “Mute All” control. This option can quickly stop unwanted sound during a larger meeting. Hosts may also choose a setting that mutes participants when they enter.
Participants should pause briefly after a question before answering. This reduces overlapping speech and gives counsel time to state an objection on the record.
If you cannot hear a participant clearly, say so immediately. It is better to repeat a question or answer than to proceed with an unclear record.
4. Prepare Your Camera, Lighting, and Background
A professional video setup does not require an expensive studio, but it does require some preparation.
Position your camera close to eye level and frame your head and shoulders clearly. Place a light source in front of you rather than behind you. Bright windows or lamps behind a participant can create shadows and make facial expressions difficult to see.
Before joining the meeting, use your computer’s camera preview to check:
- Camera angle
- Lighting
- Clothing and appearance
- Items visible in the background
- Whether confidential documents can be seen
- Whether people may pass through the camera frame
A plain, uncluttered background is generally the safest choice. Virtual backgrounds can conceal a distracting room, but they may create visual glitches, particularly when lighting is poor or the computer has limited processing power. A subtle professional background is more appropriate for a legal proceeding than an animated or novelty image.
Keep your camera on unless counsel, the host, or the court reporter provides different instructions. Visible participants are easier to identify, and visual cues can help reduce interruptions.
5. Share Documents and Exhibits Carefully
Screen sharing can be useful when reviewing contracts, photographs, correspondence, financial records, and other exhibits. It can also expose confidential information if it is handled carelessly.
Before sharing your screen:
- Close unrelated applications and browser tabs
- Disable pop-up notifications
- Remove confidential files from view
- Open the intended document in advance
- Confirm that the document is the correct version
- Share one application window rather than your entire desktop
The host may restrict screen sharing to the host or grant permission to specific participants when needed. This helps prevent accidental or unauthorized content from appearing during the proceeding.
Counsel should coordinate exhibit procedures with the court reporting service in advance. The parties may need to provide electronic copies, use a secure document platform, or follow a specific naming and numbering system.
When presenting a document, identify it clearly for the record. Allow the court reporter enough time to record the exhibit number or description before continuing with questions.
6. Create a Clear and Welcoming Meeting Structure
Virtual proceedings benefit from a clear opening process. At the beginning of the meeting, the host or court reporter may confirm:
- Each participant’s name and role
- The spelling of names
- Who is representing each party
- Whether an interpreter is present
- How exhibits will be introduced
- What to do if someone loses their connection
- When microphones and cameras should be used
Consider opening the Zoom room 10 to 15 minutes before the scheduled start. This gives participants time to test their audio, resolve connection problems, and confirm that everyone has the required documents.
For longer proceedings, schedule breaks. Participants may need time away from the screen, and the court reporter may require periodic rest periods. During a break, all parties should confirm whether they are going off the record and when the proceeding will resume.
Informal conversation can help participants feel comfortable, but everyone should remember that microphones may be active. Do not discuss privileged, confidential, or case-related information unless you have confirmed who is present and whether the proceeding is on the record.
Complete a Technical Check Before the Proceeding
A short test session can prevent significant delays. Confirm that every participant has the correct Zoom link, passcode, date, time, and time zone.
Participants should also check:
- Internet stability
- Computer battery and charging cable
- Microphone and speaker operation
- Camera placement
- Zoom software updates
- Access to electronic exhibits
- A backup telephone number or connection method
If possible, use a wired internet connection. If you must rely on Wi-Fi, sit near the router and ask others in your home or office to avoid bandwidth-heavy activities during the proceeding.
Work With an Experienced Court Reporting Service
Technology is only one part of a successful remote proceeding. An experienced court reporting service can help coordinate participants, manage exhibits, administer oaths where permitted, address common technical issues, and produce an accurate transcript.
Advance preparation gives counsel more time to focus on the evidence and less time troubleshooting microphones, meeting permissions, and document sharing.
To book a court reporter for a meeting or a mediation, or even to discuss a court reporting position with On The Record, call one of our locations today, conveniently located in Whitby and Barrie. We look forward to discussing your court reporting or mediation needs.