In many cases, holding a deposition at your law firm is not practical.
Perhaps the deponent lives in another state or is on an extended trip outside of the country.
Maybe the deponent is injured or too ill to travel. Whatever the case may be, attorney conference calls can be an excellent medium for conducting depositions.
•Choose a secure and reliable attorney conference calling service. First, you’ll need a user-friendly, high quality audio conferencing service that everyone will be comfortable using. Security is also important due to the sensitive nature of these attorney conference calls.
Audio quality is paramount, and should be your top priority when choosing a service provider for your attorney conference calls. After all, the court reporter will need to hear the testimony in order to accurately transcribe it. Likewise, if you intend to play the audio file back in court, you want it to be crystal clear for the jury.
For attendees, joining the conference should be as simple as making a phone call and enter a numeric passcode. You can even bypass this requirement by calling participants directly and joining them to your conference at the appointed time.
•Practice using your attorney conference calls before holding your first audio-based deposition. It’s easy to make and manage attorney conference calls using our service. However, it’s smart to be familiar with the features available to you and know how to use them. For example, once everyone has joined the call, you’ll want to lock the call to ensure that no one else joins without your knowledge. Learning how to do this in advance will make it easy.
•Collaborate with the court reporter. Most court reporters have their own audio recording systems but some may appreciate receiving a MP3 audio recording of the conference call if it’s available. Before the deposition, let the court reporter know that your attorney conferencing solution includes unlimited audio. If nothing else, your recording could serve as a backup should the court reporter’s audio recording equipment malfunction.
•Schedule your deposition and conference call. While there’s no reservation required to host attorney conference calls on our service, for practical matters, you’ll want to preschedule the deposition and conference call. Once scheduled, distribute the call details to all attendees so that they can join the call at the appropriate time.
•Do a quick roll call at the beginning of the deposition. This is helpful both from a security perspective and to ensure that everyone that needs to join has in fact joined the conference. For late arrivals, consider dialing them directly and joining them to the call once they answer.
•Receive an auto-generated attendance report after the call. We send you a report after your attorney conference calls detailing everyone who was on the call along with any billing codes you may have entered. This is helpful from both a client billing perspective and for your records. You can also share this report with the court reporter or include it in your legal case management software if desired.
Hosting attorney conference calls with clients, partners, and your peers is easy, affordable, and convenient, but did you know you can also use your conference calling service to take a deposition?
Like traditional audio conferences, using a conference call for a deposition saves everyone involved time and hassles. Here’s what you need to know for a smooth audio-based deposition.
Make sure you are 100 percent comfortable with your attorney conferencing service. Try a few traditional audio conference calls with your colleagues before hosting a deposition. While our service is easy to use from the get-go, you’ll be better able to focus on the deposition with some experience using the service.
• Use the MP3 recording feature. You’ll have a court reporter on the call who will handle all court reporting and transcription duties. However, it’s helpful to make your own recording of the call so you have a record you can refer to while you’re waiting for the official transcript of the deposition. Our attorney conference call service includes unlimited recordings, so take advantage of it.
• Let the deponent know what to expect. For those being deposed, the entire process is overwhelming. This could be their first time, and they are likely nervous. Sending them a quick email with call-in instructions and an overview of what to expect can help. Let them know the basics of the deposition process as you normally would, such as swearing in and the questioning process, and include a brief description of how your conference calling system works. For example, they’ll just need to call in from any phone and enter a passcode. Recommend that they do so in a quiet, private environment. You may want to mention who else will be on the call such as any of your associates or a court reporter.
Invite all appropriate parties to the attorney conference call for the deposition. With our service, you can preschedule your conference calls or hold them on the fly. Most deposition conference calls will be prescheduled due to their nature. Typical attendees include the deponent, the deponent’s attorney, the opposing attorney, and the court reporter.
Confirm attendance and secure your deposition conference call. Once everyone is on the line, do a quick roll call to confirm attendance. The court reporter will also take attendance for the record. You should also visually confirm attendance by viewing the live conference call viewer online to make sure there’s no one lurking. This helps ensure that only those you’ve invited are present. Once confirmed, lock the conference to keep others from joining the call in progress.
• Conduct the deposition much as you would in person. The actual deposition process is essentially the same whether in person or over the phone. However, everyone should state their name before speaking to make sure the record is crystal clear as to who’s being deposed.
Hosting depositions via attorney conference calls is an alternative method that brings all of the parties together in a private group audio call. Consider using a conference call when an in-person deposition may be impractical.
Our attorney conference calling service is ideal for holding depositions with its crystal clear connections, unlimited audio recordings, unlimited participants, advanced features, client matter billing fields, online reports and account management tools, and pay-as-you-go pricing. Sign up for an account today.
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