So if you are going to practice law in 2020, you need to get good at Zoom. Yet no matter how many hearings I attend sitting at my kitchen table, there are still lawyers who have not mastered the technology. It’s downright annoying to watch someone struggle and gaff their way through a video court appearance. It was one thing when the Corona Virus first struck, and we were all figuring out how to get these video conferences going, fighting to get the video feed going, or fiddling to get the audio feed to work. After five months of shelter in place, and we have had plenty of time to develop a Zoom presence.
Like many other lawyers in my circle, when the shelter in place orders started to go in effect, and all of our social gatherings got shut down, we began to hold Zoom happy hours. It gave us all a chance to fiddle with the technology in a setting a lot less consequential than say a custody trial or a bond hearing. So we found out how to connect the video, finding the virtual backgrounds, getting the acoustics right, and using headphones. Since those early days of the CoVid-19, I’ve attended hearings, trials continuing education, and even a couple of State Bar meetings. So, if you are still trying to figure out how to use Zoom, here are a few tips.
Have Plenty of Internet
If you have never been non a video conference and the audio cuts out or the video freezes, somebody does not have enough internet. Before the need to use Zoom, most of us took notice of our download speed because we relied on it for streaming music and video. So while having sufficient bandwidth for downloads is essential, having a video conference requires good upload speed to allow for the smooth flow of your video to the cloud. You cannot effectively participate in a Zoom meeting or hearing without useful internet.
Internet providers brag about the download speed, but the upload speed probably is not even mentioned. That’s because most plans include a significantly slower than the download speed. There are free applications and websites to test your internet speed. If you find your speed lacking, you can call your internet service provider to upgrade to a faster plan. If you still have a DSL internet connection, you may need a new plan. If your provider does not have a faster plan, look at another provider. While some areas have a lot of options for high-speed internet whole, some rural areas are very limited service.
Use a Computer
Okay, a Zoom invitation has a list of telephone numbers that you can call in, put in the meeting code, and take part in the meeting. While this might be acceptable if you are in a place where you have no internet but to be a real participant, you need to join by a computer and participate in the video portion of the videoconference. While it is nice to hear your voice, the whole idea of the interaction is that we all get to see each other, observe facial expressions and make the virtual meeting as close to a live session as possible.
When I say, use a computer, I mean an actual computer. Zoom has an application for smartphones and tablets, but they don’t come with all of the features that are available on a computer. Some things like screen sharing, breakout rooms, and interpretation just do not work as well on one of the smaller devices. Additionally, some computers may not have the ability to use all of the features of Zoom as well. Some older model computers are not able to utilize functions like virtual backgrounds. If you find your equipment is a bit outdated, this might be an excellent time to take the money you are saving on gas from not having to drive around going to court and invest in a new laptop.
Dress for Success
Having a court hearing on Zoom is still having a court hearing. Virtually, it is not any different than stepping into that judges’ courtroom. So, you should dress like you are going to court, at least from the waist up. I am a big proponent of the concept of “business on top and party on the bottom” idea. I mastered it four years ago when I shattered my kneecap, and there was no way long pants were going to fit over the hardware I was wearing on my right leg.
While there is a lot of leeway for wearing shorts and bedroom slippers while on Zoom, there is no excuse to show up for video court or a meeting sporting a “Megadeath” t-shirt and a hangover. A button-down shirt, tie, sport coat with tennis shorts and bare feet are certainly de rigueur these days. In other words, it matters what you wear on camera but not off. To be frank, with this sort of dress code, I am not sure if I want to go back to in-person court.
Get Some Background
Aside from what you look like, think about what is behind you and what other people can see while you are attending the video meeting. It starts with lighting. Make sure the room has plenty of light, so you show up on the video feed. Don’t sit in front of a window where there is a lot of sunlight coming in behind you. All anyone will see is your silhouette. Also, take in ton consideration the color of the walls to make sure there is enough contrast so the web camera can pick you up. With that satisfied, then you need to think about just where you are broadcasting.
Are you in your office, or are you at home? If you are at the office, is your space tidy, or does it look like a gremlins came to a dumped research all over your desk? Are there leftover coffee cups and wrappers lying around. If you are at home, how comfortable are you with having judges, colleagues, or even clients looking at your personal space. You need to think about what people can see behind you. For that reason, there are backgrounds.
Zoom has a virtual background feature that allows you t use pictures or short video loops as a background. These backgrounds can cover up and keep people from seeing the room behind you. It’s not perfect, and it all works better if you have a green screen. Some backgrounds come installed in the application. However, there are a lot of free backgrounds available on the internet. They feature everything from Jerry Seinfeld’s apartment to screens from offices that are much fancier than my real office.
Background can also include the noise around you as well. Some of that I will address in the section on headphones. However, there are just some sounds that will filter in through a virtual meeting that just cannot be helped. It could be the sound of a fire truck driving by the office, or your dog is barking at the mailman while you are working from home. Either way, if you can hear it, you can be sure that the judge on your video hearing can listen to it too.
I have taken the approach of embracing the flow of my home. It is who I am as both a person and a lawyer. While I don’t have dirty dishes lying about, I am not ashamed when my dog starts snoring during the middle of mediation. One of my favorite moments was when my two-year-old grandson came and sat on my lap during a hearing. It’s the little things that bring humanity to these crazy times.
Use Headphones
Shortly after starting to use Zoom, another platform for video conferences was the quality of sound. The speakers that come built into most computers are pretty weak. Then comes the quality of the sound, trying to hear what other people are saying. The little microphones on the laptop do not pick up the sound of people in a large room. The bigger the room, the worse the sound quality. The truth is that most courtrooms, offices, and conference rooms are designed for in-person meetings and not video conferences on a computer.
The podcasting community figured out pretty quickly that the sound quality of rooms in most of there house was terrible and that the walls created a horrible echo. Their solution was to start to record from there closets where the hanging clothes would absorb the echo, much like the acoustic design of a sound studio. That’s a great idea, but nobody wants to do a court hearing from a closet. The simple, effective solution is to use headphones with a microphone, just like the one that came with your smartphone. For the most part, these headphones will work with your computer even if you need some sort of adapter. They not only allow you to hear clearly but will enable you are heard clearly.
If you want to get fancy, you can look at some of the wireless headphones that are variable. So long as they will connect to the computer by Bluetooth or WiFi, you can have that same look that all the newscasters that are working from home have. The wireless option keeps you from being tethered to your computer while presenting online in a court or at mediation. Just remember when you get untethered from your computer and stand up, you might end up exposing your “party down below.” (See section above on Dress for Success.)
Pay for a Subscription
All of the video conference platform providers have managed to create a free version, especially during the CoVid crisis. Indeed, they are all vying to be the leading provider of video conference service to the public. Zoom has emerged as the provider of choice. By no means am I giving free advertising for Zoom. Teams comes as a part of my Outlook 365 subscription for the firm. However, I subscribe to Zoom because it is the platform that most everyone seems to know how to use.
You do not need to set up an account or pay for a subscription to join someone else’s meeting. However, if you are going to set up a meeting, you find that your meeting time is limited as well as the number of features you can use. All the other providers, like WebEx and Teams, are the same way. They give you enough for free to get you hooked. Then you must pay to get the upgrades and the other good stuff.
Practice Makes Perfect
Don’t wait until that the morning of that critical hearing or the afternoon of a vast multi-party mediation to try to figure out how to use Zoom so you can share your screen, set up breakout rooms, and most importantly, make your video camera work. The best way to get familiar with these platforms is like anything else, practice using it. You can have fun practicing Zoom by using it to reach out to your friends and family members who are all off social distancing. This way, you learn how to use the tools that come with the program on a less stressful occasion.
Be Patient
Patience is the key to getting along in this new age of video conference everything. It takes a certain amount of patience with the computers, the camera, and the software. It also makes a great deal of patience with the other people trying to use their computers, cameras, and software. Remember, we are all in this together. This time last year, none of us had ever heard of Zoom or Teams, and the only time we ever used the front-facing cameras on any of our devices was to take selfies. The only way we can cope with this new technology foisted upon us is to learn and laugh with each other.
CantonLawyer 