Curbside Service via Remote Video Conference Depositions

The Coronavirus has us all worried about how to stay safe and healthy while supporting our favorite eateries, many of whom are offering curbside service. This got us wondering how we could continue to serve our Phoenix court reporting clients. What if more of our clients utilized our dual-encrypted, password protected remote video depositions? Over delicious takeout from Blue 32, we realized we had the answer.

Is your case starving for a discovery deposition? Herder & Associates is here to help!

Rather than postponing depositions 60 or 90 days or more while we are under a Stay at Home order, we can take it to a video conference. From the safety of your home, we can take depositions from your clients so that you’re ready when the courts open again.

Today’s technology is outstanding with both the American Bar Association and the National Court Reporters Association encouraging court reporting agencies like ours to utilize the technology, especially during these uncertain times.

In our article What You Need to Know Before Scheduling a Deposition in Phoenix, we discuss the importance of understanding the scope of work before calling to schedule a remote video conference deposition. While these standards still apply, we will also want to make sure all parties have the technology in place and know how to use it.

  • Webcam enabled device whether a computer, tablet, or smartphone.
  • Good internet speed and hardware if necessary.
  • Choose a quiet, private place.
  • Only the essential apps or programs open on the device so streaming is not interrupted.
  • Make sure to allow time for testing the technology before the appointed deposition time.
  • If testing leads to issues, you can always call in via phone to the videoconference.
  • Turn off all notifications on the chosen device. You do not want the stream interrupted.

If one of the participating parties does not have the technology, you are only as good as them. That makes it essential to test prior to the deposition time. Find a private, family-free, relatively quiet space to conduct the remote video conference deposition. We know this may be the most challenging part of the process and we understand. We have been cooped up with our families too!

Once you find the right space and time for the deposition, get it scheduled! There is no need to put it off while the financial clock eats away at firm resources and your client’s patience.

We are here to serve you curbside. Call Herder & Associates at 480-481-0649 to schedule a remote video conference deposition today!

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Resources for Running a Remote Law Firm

At this time of social distancing and unprecedented changes to businesses around the globe, we are asking how you’re doing. How are you adjusting your law practice? Many attorneys we talk to say they are now running a remote law firm. Whether staffing at the office is staggered or the office is closed, there are still clients in need of services. As court reporters, we often work from home so we’re offering our best resources to you.

Remote Law Firm

Current Tools – Can they be used to run a remote law firm?

You still have the tools used pre-COVID-19 at your disposal though you may need to rethink how you’re using them.

  • Clients can access their secure portal.
  • CRMs are available to track clients and cases.
  • Cloud services like Box are still available.
  • Phones can be forwarded so you don’t have to use your cell phone number for client calls.
  • WealthCounsel and other industry-specific software likely have greater capabilities than what you’ve used previously.

Most importantly, everyone in your office is still available. A small group can go to the office for signings. A legal assistant can research technology for video calls and using CRMs and software to a fuller capacity. Think about what needs to change and how to adapt to what you already use for today’s circumstance.

Rethinking operations as a Remote Law Firm

Even the most basic of operations, like having a weekly team meeting or initial consultations, require adjustments from in-person to phone or video. We recommend video conferencing services like Zoom, GoToMeeting, or WebEx which offer the security required for attorneys and their teams.

Think collaboratively on team calls. Ask each person to share three things they worked on or completed since the last meeting as well as something personal. Maybe someone needs help finding a particular item at the store or they need tips for homeschooling. Someone else may offer a positive thought or tip for getting through quarantine. It makes people feel wanted and appreciated and may make running a remote law firm be less daunting of a task.

Another consideration is how to communicate with clients during this time. In Arizona, law firms are considered an essential business but many have opted to work remotely to limit exposure to COVID-19. Depending on the size of the firm or client list, some attorneys are sending mass messages through their email and blind copying (bcc) all clients or a group of clients. Others are using social media messaging and/or email newsletters to communicate:

  • Hours of operation
  • Whether the team is working remotely, in the office, or something in between
  • Ways to reach attorneys and paralegals
  • How to schedule appointments (via call, website, email, social media, etc.)
  • Where to check the status of an existing case

If you are keeping even a small team at the office or are a small practice, communicate to clients and prospective clients what you are doing to clean the office.

Keep it simple for your team and your clients and don’t reinvent the wheel when it comes to rethinking operations.

Setting up space at home for working in a remote law firm.

One of the biggest challenges we have heard from attorneys is finding space at home for confidential client conversations. This is especially challenging now because the entire family is working or schooling from home. If you can manage to have a dedicated workspace in your home, we find that works best. If not, then at the least, set boundaries. Communicate to your family when it is your work time, where you will be working, and that during that time you are not available.

Overall, the message for anyone running a remote law firm is to communicate. Whether with clients, staff, or family, make sure everyone is in the loop as much as they need to be. We all want to feel wanted and appreciated, especially now. Remember you have the resources and people in place or readily available to make this work, at least for the short-term.

We wish you the best. Stay safe and healthy.

In need of a deposition? Herder & Associates is currently scheduling remote depositions. Call 480-481-0649 today.

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Court Reporting and Social Distancing

Court Reporting Social Distancing

It is our hope at Herder & Associates that this message finds each of you healthy and as upbeat as possible in these trying times. While the Centers for Disease Control and Prevention (CDC) recommends social distancing and some businesses are closed, there are critical depositions that still need to be taken. We want to remain compliant with CDC regulations so when it comes to court reporting and social distancing, we are taking our depositions online. Using video conferencing platforms, we can continue to serve our clients.

Court Reporting Social Distancing

Staying Safe: Court Reporting and Social Distancing

Just because we need to be at least six feet from others or in some places, quarantined, our court reporters can still take video depositions. Take the worry out of needless travel and possibly exposing yourself, your family and coworkers to CoVid-19.

Call the Herder & Associates office in Phoenix, Arizona at 480-481-0649 to schedule a video deposition. We’ve got the phones forwarded to home offices and are ready to serve you and your clients.

We offer state of the art professional hosting and reporting of your video conference depositions.

Our team has been helping the legal community navigate crises and turmoil for 30 years.

Our court reporting services include:

  • Remote laptop streaming and video conferences
  • Depose witnesses remotely from their home or office
  • Remote court reporter and videographer can record your deposition as if they were in the room.

We’ve all seen video conferences go bad.  Real bad.  Don’t waste your time and your client’s money on an inferior service or a random pool reporter. You don’t have time to take that chance. Your reputation depends on you calling the right experts, the elite team of Herder & Associates.

Schedule your remote deposition now at [email protected] or call (480)-481-0649 to share any questions or concerns.   

No matter what your tech-savvy, we’ve got your back. Court reporting and social distancing can work together; we are here to help you navigate your way through this new era. We put Service Above Self, and we will all get through this together, stronger and better equipped to serve. All the best. Stay safe! We’ve got your depositions covered.

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