1- Have all your exhibits in 1 folder, on your desktop.
One important tip for handling exhibits in a video deposition is to have all your exhibits in one folder, located on your desktop. This will make it easier to access and organize your exhibits, as you can simply open the folder to view all the exhibits at once. By keeping your exhibits organized and easily accessible, you can save time and ensure that the deposition runs smoothly.
2- Rename exhibits using a numbering scheme, such as EX1, EX2, and EX3, to make them easy to organize and reference.
Naming exhibits using a numbering scheme, such as Ex1, Ex2, and Ex3, can be a helpful tool for organizing and accessing exhibits during a video deposition. By using a consistent numbering scheme, you can easily identify and locate specific exhibits, especially if you have more than one tab open at a time. This can save time and reduce frustration, as you won't have to search through multiple exhibits to find the one you need. Additionally, using a numbering scheme can help you keep track of which exhibits have been introduced and discussed, and can make it easier to reference them during the deposition. Overall, implementing a numbering scheme for your exhibits can be an effective way to streamline the deposition process and ensure that everything runs smoothly.
3- Before the deposition begins, open all the exhibits and organize them into tabs in your PDF reader.
Before the start of the deposition, take a few minutes to open all the exhibits and organize them into tabs based on their name or how you plan to introduce them. This will make it easier to navigate between exhibits during the deposition and save you time and frustration. Simply click on the tabs to switch between exhibits, rather than trying to search for them on your computer. This small investment of time upfront can pay off in the long run by making your deposition more efficient and organized.
Before you start the deposition, your exhibits should be opened and organized as tabs, it should look something like the image below.
4- How to share the exhibits using the "share screen" feature on zoom.
When you are ready to share an exhibit, select the tab you want to share in the PDF window and then click the "share screen" button in the Zoom toolbar. In the option window that appears, select the PDF portion to share with the other participants. They will be able to see only the tab you have selected, and you can switch between exhibits by clicking on the other tabs. Always check the tab name before switching to ensure you are sharing the correct exhibit. You can quickly and easily navigate between exhibits without stopping the screen share, making the process more efficient and seamless.
5- Send the exhibits to other counsel and the court reporter through the chat feature so they can have a hard copy.
Sending the exhibits to other counsel and the court reporter through the chat feature is a convenient way to provide them with a hard copy for their records. This ensures that everyone involved in the deposition has access to the same documents and can refer to them as needed during the proceedings. To send the exhibits through the chat feature, simply select the documents you want to send and attach them to a message in the chat window. The recipients will receive the documents as a file attachment, which they can then save and print if desired. By using the chat feature to send the exhibits, you can ensure that everyone has a copy for their records without the need for physical copies or additional printing.
6- Always remember to stop the share when you are done.
It is not uncommon for attorneys to forget to stop sharing their screen during a video deposition. This can be a distracting and embarrassing mistake, especially if the attorney is looking through emails or other personal documents that are not relevant to the proceedings. To avoid this issue, it is important to pay attention to the screen share status and make sure to stop sharing when you are finished with the exhibit or when it is no longer needed. This will help to keep the deposition focused and avoid any unnecessary distractions or disruptions.
7- Sending exhibits directly to participants through the Zoom chat feature or by email.
Sending exhibits directly to participants through the Zoom chat feature or email is not always the most reliable method for sharing exhibits during a video deposition. This approach can be problematic for both witnesses and other participants, as they may not have a PDF reader installed, may be using a phone rather than a laptop, or may have difficulty finding the folder where the file is saved. These issues can cause delays and disrupt the flow of the deposition. To avoid these problems, it is recommended to use the screen share feature to share exhibits, as this eliminates these technical issues and makes it easier to share exhibits during the deposition.
In Conclusion
To summarize, using the screen share feature to share exhibits during a video deposition is a superior method compared to sending exhibits through chat or email, or using hard copies in an in-person deposition. With the screen share feature, all participants can follow along on the same page and paragraph, which is not always possible with other methods. By taking the time to rename, organize, and open exhibits in tabs before the deposition, you can streamline the process and save time that can be better spent on other aspects of the deposition. Overall, the screen share feature is a valuable tool for efficiently and effectively sharing exhibits during a video deposition.
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