O’BRIEN@BAILS How to Schedule a Deposition Powers Reporting, Inc. 301 W. Bay Street, Ste 1418 Jacksonville, FL 32202 Phone: (904) 355-4077 Fax: (904) 355-5153 [email protected] *** JAC approved *** Official Reporters Inc 201 8 Adams si aville, Fi 32202 (904) 353-2090 Fax: (904) 358-0062 [email protected] ##k JAC approved *** By Dawn HoughtonAbout Dawn Houghton Dawn Houghton is the owner of O'Brien & Bails Court Reporting and Video, — headquarters in Kalamazoo, Michigan, and offices in Grand Rapids, Lansing, Jackson, Bloomfield Hills, Troy, Mt. Clemens, Novi, Battle Creek, Livonia and Southfield. With 29 years of freelance reporting experience, Dawn is passionate about legal technology. That is why O'Brien & Bails offers the newest technologies, such as internet streaming, realtime reporting, video syncing and web depositions. She shares her knowledge and experience with court reporting technology on the O'Brien & Bails blog found at http://obrienandbails.com/blog/ One of Michigan's oldest and most reputable court reporting firms, O'Brien & Bails is known for quality and dependability. Their prompt, courteous and reliable court reporters ensure a pleasant legal deposition experience and an excellent transcription to follow. All reporters are state certified, each with a minimum of 18 years experience as a court reporter. Allow © Brien and Bails to handle all of your court reporting needs, even when you travel out of town. Our large network of reporters across the state and the country allow us to easily make arrangements for your next deposition. O'Brien & Bails' professional office stall will be pleased to assist you in arranging and confirming your deposition today. Try our online deposition scheduler and enjoy the convenience of scheduling depositions 2+ hours a day, 7 days a week bespBsenandBatls com OBRIEN@® BAILS /How to Schedule a Deposition 7 To hire a court reporter for an upcoming deposition, it is best to be well prepared am you make the phone call. You will need some simple pieces of information about the deposition and the parties involved. If you gather these pieces of information before calling the court reporting firm, you will be able to easily and quickly schedule a deposition in minutes. Before calling to schedule your next deposition, gather the following information: The Scheduling Attorney If you are not the scheduling attorney, you will need to be prepared to give his or her name, address, and best phone number to reach the attorney in the event there is news or more information that needs to be shared. Opposing Counsel Knowing all parties who will be in attendance at the deposition makes it easier for your court reporter to plan for the deposition. Providing names, addresses and telephone numbers of all parties allows your reporter to share last-minute details should the need arise. ‘The Deponent You will need to provide the name of the person being deposed, as well as his or her address. Again, if the need arises to share last-minute information with all parties, the deponent's contact information may be necessary. The Deposition When calling to schedule the deposition, you should know the location that has been chosen, as well as date and time the deposition will begin. If you are in need of a conference room, many court reporting firms will have one available that you can reserve \a epi! OBrienandBailscom OBRIEN@sars / |How to Schedule a Deposition (su be prepared to estimate how long the deposition should last, This will allow ‘or \ court reporter to block off enough time in the day for your proceedings. Depositions can be as short as 10 minutes or as long as 10 hours, It is not always possible to accurately predict how long a deposition will last, but your best estimate will be appreciated by the court reporting firm. If there will be other individuals in attendance other than the parties already named, be prepared to provide the number of attendees you expect to be present, This allows planning for the space you may need on the day of the deposition. You may want to think about how fast you will need the transcript. If you know you are going to need a quick turn-around, alert your court reporter when you schedule the deposition. If you don't find out until later that you need it in a hurry, call the court reporter as soon as possible to let them know. Special Requests There are several special services many court reporters offer that you may want to take advantage of. Before calling to schedule a deposition, consider whether you will need any of the following services: ‘Videographer © Realtime reporter * Streaming video * Conference room reservation * Expedited transcription © Speakerphone © Internet deposition ¢ Electronic Transcript ‘SG hepl(OBrenandalscom OBRIEN® parts /How to Schedule a Deposition / Notice of Deposition \ If you have prepared a notice of deposition before calling the court reporting firm, much of the information above will be already included in the notice. Do provide the court reporting firm with the notice of deposition. If you do not have one prepared at the time of scheduling, be sure to send the notice as soon as you have one prepared. You may consider emailing the notice to the court reporter. This has a couple advantages. The first advantage is that the court reporter receives the notice immediately. The second advantage is that your court reporter will likely confirm receipt of your emailed notice This way you can rest assured the agency knows about the deposition and will have a reporter available. Case Description It is helpful to your court reporting firm to know a little about the case in which the deponent is involved. If a deposition is to have a lot of medical language or technical language, knowing this will help your court reporting agency decide which reporter to send. Some are very comfortable with certain types of cases. For your convenience, we have included two checklists for you to use when scheduling your next deposition. The first list, the Deposition Scheduling Checklist, is a thorough lise that includes all details that may be needed for your deposition, The second list is the Quick Deposition Scheduling Checklist. This list includes the basics your court reporter will need from you on your initial call. We recommend you print these lists and keep them handy. They will help you cover all details of scheduling a deposition quickly and easily. OBrien and Bails would be happy to help you schedule your next deposition. With our wide network of court reporters, we can schedule depositions anywhere in the country. You will save time, and cam rest assured that we will send only good qualified coure reporters to your deposition. You can get started with our Deposition Scheduler at www.obrienandbails com. : hetp:/OBrienandBails.com oprieN@sans /DEPOSITION SCHEDULING WORKSHEET When setting a deposition, there are many arrangements that need to be handled. This worksheet is a comprehensive list of the details you will need to gather as well as the steps to take in scheduling a deposition. If you use this worksheet before setting your next deposition, you won't forget a single detail 1, Coordinate date with opposing party. Place date on calendar. Date: ind out names of other attorneys who will be present. Other attomeys_ 3. Prepare the deposition notice. 4. Contact your favorite court reporter to reserve the date. Provide the court reporter with the following information. Name of attorney who will be taking the deposition Your Name Firm Name ___ Firm Address City, State, Zip Code_ it Firm Phone, Fax. Email___ Date of Deposition Deponent's Name Address of Deposition City, State, Zip Code Short Case Description __ Conference room needed? Yes No Estimated number of attendees Estimated length of deposition Special Request: __ Video __ Realtime Reporting __ Expedited Service — Expedited Transcript __ Video Synchronization __ Speakerphone __ Video Conference __ Telephonic Deposition __ Electronic Transcript 4. Add the court reporting agency's name and phone mumber to your calendar appointment for the deposition. If you know which reporter will be present, add his or her i name as well. 5. Call court reporter the day before the deposition to confirm if you don't I receive a call from them. t \ onsen i OBRIEN@BAILS/ |QUICK DEPOSITION SCHEDULING CHECKLIST When setting a deposition, there are many arrangements that need to be handled. This checklist is a quick way to make sure all the steps are covered. If you use this checklist when setting your next deposition, you can be assured your deposition will be scheduled and details have been covered. ___ Call your favorive court reporter Tell your court reporter ~ ___ Your name __ Your attorney's name __Date of the deposition ___ Time of deposition ____ Location/city of deposition Approximately how long the deposition will go _ Request any special services, ic, video, internet deposition, realtime, etc. ___Indicate you will be sending a notice ___ Your phone number After your phone call, send your deposition notice to your reporter. They will be able to gather the rest of the necessary information from the notice. The day before the deposition, if your reporter does not call you to confirm, please contact your reporter to make sure they have it on the schedule, This important step avoids the chance your deposition is not on the reporter's calendar. htp/OBricnandBatls com OBRIEN@paris/QUICK DEPOSITION SCHEDULING CHECKLIST This checklist will help you make sure you have gathered all the details needed when scheduling your next deposition, thus making your time more productive and ensuring you have coverage for your depositions. Use an online scheduling form or call your favorite court reporter with the following information: ~} Your name | Your attomey’s name | Date of deposition (73 Time of deposition _] Expected length of deposition [71 Location/address of deposition Your phone number and e-mail address [7] Any special requests? (2 conference room “lvideographer —_[_Jrealtime (1) telephone depo Ciexpedited transcript {E-mail your court reporter a copy of the notice with additional case information If your court reporter has not contacted you to confirm services the day before your event, please contact them to make sure they have it on their schedule. This important step ensures you will have a reporter covering your deposition, ice, wwvi priohio.com ae 800.229.0675 Cotumbus, Ohio