If you have a meeting, hearing, or mediation set for video conferencing, it is important to get ready in advance of the meeting.
Most Likely to be Used
There are many different ways to have the conference, but in the legal field the most common for virtual meetings are Zoom and Cisco Webex. We usually use Zoom at our firm, but have backup options.
Other available software
Other ways to video conference are Messenger, FaceTime, What’s App, and Google Video Chat. These are usually used for chats, not formal meetings. They are easy to use, but don’t expect to see a court hearing or mediation held on What’s App or Messenger. They may be helpful to communicate short messages with your legal team, if the law firm already uses them. Many do not because the more different methods of communication used, the harder it becomes to keep track of all the different messages.
Why not use the familiar ones?
If you are already using FaceTime or Messenger every day, you may wonder why we are asking you to become familiar with a new technology. If that makes you nervous, don’t worry, you are not alone.
The reason courts and law firms choose platforms like Zoom, is for several reasons. Some of those reasons are security, cost, ability to keep records, ability to have a longer session, and privacy.
Let’s start with Zoom
Zoom is used often for legal proceedings and appointments. Since a lot of doctors use it, you may already be familiar with Zoom if you’ve had a tele-health visit. If you’ve already downloaded the Zoom software to see your doctor, youre ‘ahead of the game!
You will receive an invitation to a Zoom meeting which states the date and time of your appointment. Make sure you make a note of the appointment time and day. If you do not receive one and it gets close to that day, notify someone right away.
In advance of the appointment, click on the link. You will be prompted to download Zoom software to your device. This software is free to use. You will not be billed for it. Follow the instructions to download it. When you are given the choice to test your video and speakers, do so.
On the day of the Zoom meeting
Make sure that you are in a place that will be free from background noise such as dogs, cats, children or TV. Bright light usually does not work well. A medium to dim lighting is usually best. Have a comfortable place to sit, and if you are using a laptop, plug it in if you expect this to be a long session (a mediation or court hearing).
Open the email that has the link in it. Click on the link that you see. You will not be allowed to enter the meeting room until the meeting organizer has opened it.
It is usually simpler to use the audio on your device, but as a second option you can choose to watch the video on your device while calling in on a separate phone for the audio portion. That information will be in the email.
You will also see a lot of other numbers in the invitation email. If you are able to open the link directly you may not need the ID numbers, but they are there if you are asked for them.
Other professional meeting platforms
Using Cisco WebEx or Go to Meeting is basically the same. Whoever is inviting you to the meeting will generally send you an invite in advance and you will have a link there to go to the software company’s website to download the software you are going to need. If you don’t see it, ask the meeting organizer. Or, if you are feeling confident, you can google “how to install software for my {insert name of software here} meeting. But be certain you are not clicking on an “ad” or downloading something that is spoofing the real thing. The best way to do this is to go below the entries on your search marked “ad” and go to the real website which should have the name in the url. (in plain English, if you are going to Zoom, for instance, the address will be zoom.us. If you see a web address that does not have the company name in it, don’t go there.)
Things change rapidly in the tech world
By the time you read this, the procedures may have already changed a bit. That is why we can’t give more detail. But don’t be afraid to ask the meeting organizer for instructions or to use google to read more.
Staying up to date and keeping you safe!
Here at Kalish Law Office, we are ready and able to use teleconferencing, phone conferencing, social distancing, safe procedures in our office, and whatever else gets the job done. So, you don’t have to put off your legal questions or needs because things are difficult right now. We have been here for over 36 years, have been safely operating during Covid-19, and will continue to be here for you!
