Making it Simple – A Checklist for Deposition Scheduling

We love checklists! Whether it’s for honey-do chores or
making sure our production staff gets your transcript out without a hitch,
detailed checklists keep things on track and minimize stress.

Scheduling a deposition is easy – simply pick up the phone
or send an email, right? But if your paralegal doesn’t have all of the
pertinent information, or if that information is not communicated to the court
reporting firm, you run the risk of getting into some sticky, time-consuming,
or expensive situations.

To help avoid those situations, we’ve created this checklist.

1.Date and time

 

If attorneys will be participating
from various locations around the country, it’s helpful to list what the
deposition start  time is in the
different time zones, such as, 12 noon Eastern, 11 a.m. Central, 10 a.m.
Mountain, 9 a.m. Pacific.

 

2.Location

 

Be sure to give the scheduling
department  the correct address as well
as the phone number at the location. If there is anything unique about how to
find the location (for instance, if the signage isn’t readily visible from the
road, or the building is tucked away in the back of an office park), let them
know. Also, let them know if there are special instructions for arriving before
the regular operating hours of the business.

 

3.Estimated Length

 

We understand that even the attorneys
can’t provide an accurate estimated length of the job, but they’ll generally
know ahead of time if they anticipate a deposition to last 30 minutes or all
day. The reporter will be there as long as is necessary (and we’ve burned the
midnight oil on a few occasions) but knowing an estimated length will help us
to assign the best reporter for the job. If a reporter has a transcript
backlog, is leaving on vacation soon, or has evening commitments, we take all
of that into consideration when scheduling.

 

4.Caption or Style of the Case

 

Email the reporter a copy of the case
caption, pleading, or notice. Include the names and contact information of
opposing counsel and whom they represent. If the case is technical or has
specialized vocabulary, the pleadings are most helpful.

 

5.Future Depositions

 

If you know you will be taking
multiple depositions in the same case, let the scheduling department know.
They’ll make every attempt to have the same reporter cover each deposition.

 

6.Special Services

 

Do you need a videographer?  What about an interpreter?  Will you need a videoconference set up?  Do you need to use our conference room
facilities?

 

7. Delivery Time

 

If you know you’ll need the transcript
sooner than our standard 10-12 business day turnaround, make sure to tell the
scheduler at the time of booking. If you know you’ll need it overnight or
within two or three business days, advising the scheduler ahead of time is even
more crucial. It’s also helpful to give the scheduler the trial date, because
cases closer to trial are more likely to result in expedited transcripts.

 

8.Delivery mode

 

At Winston-Salem Court Reporting, we
feature “Green Delivery.” Our standard transcript package includes a
PDF version of the full-size and condensed transcript (4 pages printed on one
page), with exhibits scanned and attached, and a TXT file. Hard copies of the
transcript and exhibits are optional; please let the scheduler know if you’ll
need a hard copy (other than the original).

 

Call now to book your next deposition with Winston-Salem Court
Reporting:  336-923-7429