Litigation Support, Technology, Uncategorized, Video Conferencing, Zoom

TECH TIP 7 – Sharing an Audio file in Zoom

While in Zoom, click on the green Share Screen at the bottom of your screen.

It will ask you to “Select a window or application you want to share”

Locate the MP3 file that you want to share and click on it.  Participants will be able to hear the audio file.

NOTE:  It’s most helpful to have the location of the MP3 file open for easy access.

To get out of Share Screen, hit the red Stop Share button.  You will be brought back to the participants.

MP3 files can also be hyperlinked and shared in Chat.

Litigation Support, Software, Technology, Video Conferencing, Zoom

TECH TIP 3 – Audio Feedback in Zoom

Multiple computers in one room creating feedback?

Click on the Up Arrow to the right of the Mute button.

ALL participants in the room need to “Leave Computer Audio”

Next, have someone call the phone number on the Zoom invite so everyone can hear the proceedings via a speakerphone in lieu of the computer.


TECH TIP 2 – Sending in documents for Hyperlinking

Doris O. Wong Associates has been hyperlinking documents since COVID-19 hit. Over the past few months, we have streamlined the process that we think works best for our clients.

SCENARIO 1:  Email or snail mail the documents to everyone

PRO:  Everyone has all of the documents for review

CONS:  (1)Everyone has all of the documents whether they will be used or not.  This could reveal your strategy.  We had a scenario where opposing counsel objected to the documents before the deposition even started. (2)Cost to print and ship documents to all parties.

SCENARIO 2:  Have Doris O. Wong Associates Hyperlink your documents

PRO:  Only you and the court reporter will have access to the hyperlink list.  Documents are stored on our secure server.

CON:  In order to guarantee that you get the hyperlink list on time, we strongly request that we get the documents two days prior to the deposition/hearing to avoid conversion fees.


We request that when you send us your documents to be hyperlinked that you label them A-Z and not  1-100.  When presenting a document via Chat, if you present A-Notice of Deposition, it can be marked it as Exhibit 1.  This avoids confusion as to what is marked. 

Oftentimes, counsel provides numerous documents that aren’t used and/or they skip around based on how the deposition is proceeding. By keeping the A-Z convention, there is less confusion on everyone’s part, e.g., A=1, F=2, D=3, etc.

Hyperlinked Exhibits, Litigation Support, Technology, Video Conferencing, Zoom

TECH TIP 1 – Your Zoom Invitation

Doris O. Wong Associates prefers to Host Zoom sessions.

Zoom Protocol:

  • We are happy to provide training to anyone who is new to Zoom.
    • Go over the invitation
    • Do a video and sound check to make sure you have a good connection
    • How to share and view hyperlinked documents
  • A Zoom invitation is sent out the day prior to the meeting to all participants.
  • Zoom sessions are password protected.
  • The court reporter monitors who is allowed to attend each session.
    • We request that you log in with the email address you have provided us. If we don’t recognize an email address, you will not be allowed into the session.
  • The reporter can set up breakout rooms for off-the-record discussions.
  • Doris O. Wong Associates hyperlinks documents. Only hiring counsel and the court reporter are given the files prior to the deposition.  They are well trained to assist in the document sharing and marking of exhibits.
  • For those individuals who cannot participate with video, a phone number is provided.
Litigation Support, Realtime Reporting, Technology, Zoom

Zoom to the Future

By Connie Psaros, RPR, CMRS

What started out as a simple request for a Zoom public hearing turned out to be a memorable assignment that markedly few reporters around the country would dare take on.  Thank goodness Alex Loos, RDR, got the call. Not only is he a gifted reporter, he also embraces technology at every turn and does not shy away from a challenge.  And he makes it look easy.

Shortly after the hearing was scheduled, a request was made about the possibility of expanding the meeting to include more than the allowed 100 active participants, basically turning the meeting into a webinar platform.  Alex did his research and reported back that various options are available, including a license upgrade that would allow 1,000 active participants and 10,000 passive participants. Armed with the information, it was up to the client to make their informed decision on what platform was best for them.  Ultimately it was a no-go; but had that option been chosen, Alex was ready to upgrade his license and make it work.

Multiple issues were ironed out over several days. Due to security issues regarding holding a public hearing, concerns such as hosting duties, granting passive participants the opportunity to speak, muting/unmuting microphones, sharing documents, holding people in virtual waiting rooms, recording options, how to conduct sidebar conversations, etc. needed to be clarified.  Once the parties agreed upon the public hearing protocols, everyone was poised to start what could be a contentious hearing.

The three-day hearing went forward. As you can imagine, the logistics of this hearing went well beyond the expected reporting duties of writing and marking the virtual exhibits.  Technical assistance by Alex was needed regarding every aspect of the hearing.  Meeting management was his responsibility too. They relied on Alex to handle just about everything, and he not once let them down.

As the hearing progressed, rush delivery was ordered.  When the hearing was concluded, a request was made to have access to the video files as soon as possible for review. The files were quite large since they were all-day hearings and could not be securely delivered using conventional software. The files had to be compressed and a cloud storage solution was found to deliver them to counsel. In the end, the transcripts and video/audio links were all delivered within one week’s time.

Kudos and congratulations to Alex Loos, reporter extraordinaire, who went above, beyond, and then some to get the job done, never faltering, never complaining, never becoming unhinged. Throughout this process he patiently and promptly answered every question no matter the time of day. Everything he did epitomized superior customer service.  In the days of COVID-19, it is worth noting that he took on and completed this assignment without ever leaving his home! He received sincere thanks and accolades from all involved. “Thank you for your stellar work in managing the reporting and technology of the proceedings. I’m sure I speak for everyone when I say we have appreciated your skill, professionalism and good humor.”

We would like to thank the exceptional court reporters out there who understand the importance of making an impeccable record, using technology to do so, and providing personalized customer service no matter the obstacles.  Alex, it is with awe and gratitude that we present you as an example of our profession’s very finest.