Video hearings, or virtual court hearings, have become increasingly common. Here's a breakdown of best practices for participating in one, covering everything from preparation to conduct:

I. Preparation is Key:

• Understand the Technology:


• Test Your Equipment: This is crucial. Do a practice run with the platform (Zoom, Teams, etc.) well in advance. Test your camera, microphone, and speakers. Ensure you know how to mute/unmute yourself, share your screen (if needed), and use the chat function.


• Check Your Internet Connection: A stable, wired connection is ideal. If using Wi-Fi, be as close to the router as possible. Close other programs that may use bandwidth.


• Software Updates: Ensure your operating system, browser, and video conferencing software are up-to-date.


• Learn Platform-Specific Instructions: The court or hearing body will likely provide specific instructions on how to join the hearing, what to expect, and any platform-specific requirements. Read and follow these instructions carefully.


• Have a Backup Plan: What happens if your internet fails? Have a backup connection (e.g., mobile hotspot) or know the phone number to call in (if available).


• Prepare Your Physical Environment:


• Choose a Quiet Location: Select a room where you won't be interrupted by noise from children, pets, other people, or external sounds (traffic, construction).


• Professional Background: A neutral, uncluttered background is best. Avoid distracting patterns or personal items. Consider using a virtual background if appropriate and permitted by the court/hearing body. Make sure your virtual background doesn't have any distracting movements or lighting issues.


• Lighting: Ensure your face is well-lit. Natural light from a window in front of you is ideal. If using artificial light, avoid harsh shadows. Ring lights can be effective.


• Camera Angle: Position your camera at eye level. Avoid looking up or down at the camera. Use books or a stand to adjust your device's height.


• Minimize Distractions: Turn off notifications on your computer and phone. Ask anyone else in the house to avoid making noise.


• Proper Attire: Dress as you would for an in-person hearing. This demonstrates respect for the process.


• Clear Workspace: Have all necessary documents, notes, and exhibits organized and readily accessible. A clean workspace will help you stay focused.


• Prepare Your Case/Testimony:


• Review All Documents: Be thoroughly familiar with all relevant documents, evidence, and legal precedents.


• Outline Your Arguments: Prepare a clear and concise outline of your arguments or testimony.


• Practice Your Presentation: Rehearse your presentation to ensure a smooth and confident delivery.


• Identify Key Points: Know the most important points you want to convey.


• Prepare for Questions: Anticipate potential questions from the judge/hearing officer and prepare your answers in advance.


• Communicate with the Court/Opposing Counsel (if applicable):


• Notify the Court: Inform the court/hearing body of any technical difficulties or special needs you may have well in advance.


• Exchange Documents: Ensure all parties have exchanged all necessary documents and exhibits before the hearing.


• Agree on Procedures: Discuss procedural matters with opposing counsel (if applicable) to streamline the hearing.

II. Conduct During the Hearing:

• Join the Hearing Early: Log in at least 10-15 minutes before the scheduled start time to address any last-minute technical issues.


• Mute Yourself When Not Speaking: This minimizes background noise and prevents distractions. Remember to unmute yourself before speaking.


• Speak Clearly and Slowly: Enunciate your words and speak at a moderate pace. Avoid mumbling or talking too quickly.


• Maintain Eye Contact (with the camera): Looking directly at the camera helps create a sense of connection with the judge/hearing officer.


• Pay Attention: Focus on the proceedings and avoid distractions. Don't multi-task or check your phone.


• Be Respectful and Professional: Address the judge/hearing officer with the appropriate title (e.g., "Your Honor," "Mr./Ms. [Name]"). Maintain a polite and respectful demeanor at all times.


• Follow Instructions: Listen carefully to the judge/hearing officer's instructions and follow them precisely.


• Wait Your Turn to Speak: Avoid interrupting others. Raise your hand (virtually or physically) if you need to speak.


• Present Evidence Clearly: If presenting exhibits, make sure they are clearly visible on the screen and that you explain their relevance.


• Be Honest and Truthful: Always provide accurate and truthful information.


• Avoid Side Conversations: Refrain from having private conversations with others during the hearing.


• Control Your Emotions: Remain calm and composed, even if you disagree with something that is said.


• Minimize Movement: Avoid fidgeting or making unnecessary movements that can be distracting.


• Be Aware of Body Language: Maintain good posture and avoid slouching. Be mindful of your facial expressions.


• Take Notes: Jot down important points or questions that arise during the hearing.


• If Technical Issues Arise: If you experience technical difficulties, immediately notify the court/hearing body. Have a backup plan in place.


• Avoid Eating or Drinking: Unless medically necessary, avoid eating or drinking during the hearing.

III. Post-Hearing:

• Follow Up: If the court requests additional information or documents, provide them promptly.


• Review the Record: If a recording of the hearing is available, review it to ensure you understand the outcome and any next steps.


• Seek Clarification: If you have any questions about the hearing or the court's decision, contact your attorney (if applicable) or the court clerk for clarification.

Important Considerations:

• Court Rules: Always adhere to the specific rules and procedures of the court or hearing body.


• Confidentiality: Be mindful of the confidentiality of the proceedings. Avoid discussing the case with unauthorized individuals or sharing confidential information online.


• Legal Advice: If you are representing yourself, consult with an attorney for legal advice if needed.

By following these best practices, you can ensure a smooth and effective participation in a video hearing. Remember that thorough preparation and professional conduct are essential for a positive outcome. Good luck!