Court Reporters

November 3, 2015 By Dawn Houghton

9 Questions to Ask When Hiring a Court Reporter

From time to time, you may need to hire a court reporter for a deposition or other legal proceeding. If you haven’t chosen a court reporter before, you may not know where to start. The record that will be created by the court reporter is important to you and your client. It is crucial that you find a court reporter that is good and reliable.

But how do you go about choosing a court reporter? There are local court reporting firms in your area. It is a good idea to choose carefully among them. There can be differences in their services and fees.

To help you navigate your way through the myriad of choices of court reporters, we have a list of questions you should ask when first contacting a court reporting firm.

1. How are your court reporters certified and trained?
Many states require court reporters to pass a state certification test before working in the field. It is a good idea to make sure the court reporter that will be scheduled for your proceeding is state certified. The National Court Reporters Association (NCRA) offers similar certification. If your state does not require state certification, request a court reporter who holds the NCRA certification.

2. How much advance time do you need to schedule a court reporter?
There may be circumstances where you will have only a few days to schedule a court reporter. You will want to be sure that the reporting firm you are working with is able to schedule last-minute proceedings if necessary.

3. Can I schedule a court reporter using your website?
Many court reporting firms now offer online scheduling. This means that you can arrange for a court reporter, even if it is after hours and the reporting firm’s offices are closed for the day. This convenience can be a real benefit and time saver.

4. How much will it cost to hire a court reporter and order a transcript?
A good court reporting firm will be able to quote you a page rate for your transcript, appearance fee, as well as other services that may be provided. Before scheduling a court reporter, don’t be afraid to ask for details of rates and fees that you will be charged.

5. When will I receive my transcript?
Most court reporting firms can tell you the normal turn-around time they offer for transcripts. Be sure to ask about expedited transcripts. Each firm can vary on what they consider to be an expedited or rush transcript. Some will have varying prices depending on the length of time they are given to produce the transcript. Ask if they are capable of providing transcripts on a rush or expedited basis if needed.

6. Do you provide realtime reporting services?
If you would like to hook up to a court reporter’s computer and view the testimony on the screen as it is recorded, you will want to request a realtime reporter. Ask if the firm provides rough draft transcripts. A rough draft transcript is an unedited transcript that you receive upon completion of the deposition or shortly after. These rough drafts can help you continue preparing your case even before the official transcript has been completed and delivered.

7. Can you schedule out-of-town depositions?
It is a great convenience to you if your court reporting firm of choice is able to schedule out-of-town services for you. Some court reporting firms have a vast network of court reporters in other areas of the country that they can call upon to schedule your out-of-town proceeding. If your court reporting firm can provide this service, you will save time since they will handle the details of scheduling for you. Court reporters who refer work will usually refer you to only the best court reporters in an area.

8. Do you have conference rooms?
There are times when you need to schedule a deposition and you need to find a place to hold the proceeding. Many court reporting firms offer conference rooms as one of their services. If you are looking for a place to hold your proceeding, ask what space they have available.

9. Do you provide video depositions or video conferencing?
If you are thinking of scheduling video depositions or need videoconferencing capabilities, ask your court reporting firm if they offer these services. Many court reporting firms offer video deposition services. They will either have an experienced videographer on staff or work closely with one in their area that they can schedule for you.

The role of a court reporter is important to you and your client. Knowing the right questions to ask when choosing a court reporter will allow you to confidently hire the right court reporter for the job.

If you found this article interesting, you may also like “Fair Pricing of Legal Transcripts by Court Reporters”.

August 17, 2015 By Dawn Houghton

How Much Should I Pay for a Copy of a Transcript?

It has come to our attention that the rates charged by court reporters for copies of transcripts has been fluctuating wildly between court reporting firms around the country. The following is a question that comes up from time to time. I thought I would answer the question here so that you too can tell if you are being overcharged for a copy of a transcript.

Q. I think I’ve been overcharged for a copy of a transcript. How much should a copy really cost?

To answer this question, let’s first get a better understanding of what goes into a page rate for transcripts.

How A Transcript is Ordered

When one party orders the transcript of the record, whether this be in court, a hearing or a deposition, the court reporter will prepare a written record of the testimony. The court reporter will charge a fee per page of transcription.

The first attorney who orders the transcript will be charged a fee for the “original” transcript. Other parties may order copies of the transcript for a lesser page rate after the original has been ordered by a party.

How Court Reporters Charge for Transcripts

Some may ask, why don’t you charge the same for all transcripts, whether they are the first transcript or copies of the first?

The answer is sometimes only one party will order the transcript. The court reporter needs to charge enough so, in the event that only the original transcript is ordered, the fee received fairly compensates the court reporter at a minimum level for the time spent transcribing.

It has long been the practice to charge less for copies of transcripts. Since the original has already been produced, producing a copy requires less time to prepare. Most court reporting firms base their pricing on the premise that an original will be ordered and one copy will be ordered.

What Should I Do If I Think I Have Been Overcharged?

In Michigan, if you feel you have not been charged fairly for a transcript, you can file a complaint with the State Court Administrative Office. The complaint must be in writing and should indicate the court reporting firm that isn’t adhering to MCL600.1491(b).

May 15, 2015 By Dawn Houghton

Ergonomic Work Stations for Law Offices

Court reporters, attorneys, legal assistants, paralegals, these are all professions that involve a considerable amount of time sitting behind a keyboard. As court reporters, we know that, over time, repetitive motion injuries can occur that can be painful and physically limiting. We’ve done some investigation into how to create an ergonomic work environment and wanted to share what we’ve learned. With this information, you may be able to improve the ergonomic function of the work stations in your legal office and prevent repetitive stress injuries.

Monitors:

The angle at which we tilt our head to look at our monitor can sometimes cause neck and upper back pain. Some monitors allow for adjustments to the tilt of the screen as well as offer swivel features that allow us to position the screen so that we are looking directly in front of us, with the screen at eye level. This is the position to strive for when placing your monitor.

CNET.com has reviewed several monitors and evaluated their level of ergonomic benefit.
CNET monitor reviews: http://www.cnet.com/news/best-ergonomic-monitors/

Keyboards:

When choosing a keyboard, it is important to take into consider the placement of your hands on the keyboard and the position you hold your arms, wrists and hands during those long hours of computer work. Here is a list of considerations when choosing your keyboard and hand placement.

1. Your arms should be perpendicular to the front of the keyboard.
2. Your wrists should not be horizontally bent as your hands sit on the home row of keys.
3. Your keyboard should be at a height where your forearms are level while typing.
4. Your wrists and hand should be in a straight line vertically.
5. Your mouse should be as near to the keyboard as possible.

For more information on keyboard placement, see
http://linguisticmystic.com/2013/02/21/a-series-of-ergonomic-reviews-keyboards/

Chairs

If you spend several hours daily sitting at your desk, the chair you sit in is one of the most important features when considering workstation ergonomics. It is worth investing in a good chair that is fully adjustable so that you can fit the chair to your body size and shape. When choosing a chair, look for the following features:

Comfortable seat cushion
Adjustable arm rests
Adjustable seat height
Adjustable back rest height and angle
Lumbar support
Ability to swivel and roll

For further information on choosing the right chair, check out this guide from the United States Department of Labor.

Desks

We often think of desks as something that is stationary to which we adjust our bodies as we sit, but when considering ergonomic requirements, you should consider choosing a desk that can be customized to fit your body instead of the other way around. Some desks have adjustable height. Some even adjust into a standing desk. Take the following items into consideration when choosing a desk:

Size
Shape
Height
Working surfaces
Quality and construction
Style

To find out more information, read “How to Choose or Make the Perfect Desk for You.”

Because we spend so much of our working day sitting at a desk, looking at a computer screen, it is worth taking some time to consider how our work station is performing for us. Look at your own work station to see if there are improvements that could be made that will allow you to stay healthy and pain free for many years to come.

February 27, 2015 By Dawn Houghton

4 Steps Every Court Reporter Can Take to Handle Stressful Deadlines

While a court reporting career can be greatly rewarding, there are times when the responsibilities of the job can be stressful. This stress can be compounded by the added stress of balancing work life and family life. Every court reporter needs to develop ways of handling stress when levels are high. By having a plan in place for handling stressful situations, you are able to more quickly release the panicky feelings of overwhelm.

Handling Overwhelm

Some of the most overwhelming situations as a court reporter involve deadlines. For instance, you’ve worked all day on a very intense deposition. At the end of the day, you are now exhausted but know that soon you will go home and relax for the evening. This picture changes suddenly when one of the attorneys tells you they need the transcript ASAP, tomorrow if possible. You are immediately overwhelmed wondering how can you get all of these pages edited, proofread, and delivered by tomorrow. Panic sets in. Since you are already exhausted, your feelings of overwhelm are heightened.

As a court reporter, this is a common stressful situation. The good news is that, over time, you can develop coping skills that will allow you to overcome the overwhelm and quickly move to a solution. Here are some steps you can take to conquer the challenge.

1. Stop and take a breath.

As soon as you are alerted to the situation, take stock of what is required. Talk to the attorneys to discover if there is any possibility of extending the deadline, even if it is only a few hours. As a court reporter, we always want to deliver a transcript to attorneys on the deadline they request so they can do their job to the best of their ability. However, sometimes, after asking a few questions, you will discover that they are able to work with you and extend the time in which they must have the transcript in their hands. Every extra hour you can negotiate means a little less stress on you in preparing the transcript.

2. Prioritize and plan.

Once you know exactly how much time you have, sit down and estimate how long it will take you for each step of the process, including editing, proofreading, and delivery. Then make a schedule that sets forth exactly how much time you will use for each stage. By making a time schedule, you will be able to continually measure whether you are on target to deliver on time and make adjustments as necessary.

3. Enlist help.

Before beginning preparation of the transcript, think about whether there are any parts you can delegate. It is wise to have at least one scopist you can rely on in situations such as these. Now is the time to call them to help you with editing and/or proofreading in order to meet your deadline.

Do you need to enlist the help of your family to take care of home issues so that you can focus completely on your task? If a spouse or older child can pick up some of the duties for which you would typically be responsible, now is the time to talk to them and ask for their assistance and cooperation.

4. Get started.

Once you have outlined your plan, it is time to get started. Get comfortable and begin. Track your progress and check your schedule frequently to make sure you are on track to meet your deadline. This will help you stay focused and on task.

Feeling overwhelmed is often a temporary feeling. If you give yourself a few minutes to stop and breathe, this allows you to steady those feelings of panic and self-defeating thoughts. Once you take steps to make a plan, those feelings will begin to subside. Each step in the plan that you accomplish will get you closer to your goal of meeting your deadline and managing your stress level.

May 19, 2014 By Dawn Houghton

3 Injuries Experienced by Court Reporters and How to Avoid Them

Court reporting can be physically demanding. This may not be apparent by watching a court reporter quietly taking down the verbatim record. It may appear that he or she is not physically putting out much effort when compared to other jobs. But if you’ve been a court reporter for very long, you know how physically draining a full day of writing can be. When done for a number of years, some court reporters develop painful conditions related to working long hours sitting in one spot.

One of the most common injuries reported in office workers is repetitive strain injury. This is the type of injury that happens from sitting for long hours at a computer, often in the neck, back and arms. Court reporters are especially susceptible to these injuries due to the long hours spent sitting very still in one position as we work at our stenographic machines. Understanding these injuries and taking preventative measures may allow us to avoid many of these aches and pains which can develop into a serious condition.

Carpal Tunnel Syndrome

Because of our sitting position at our machines, with our arms stretched forward on the keyboard, some court reporters develop carpal tunnel syndrome. According to WebMD.com, carpal tunnel syndrome is numbness, tingling, weakness and other problems in the hand because of pressure on the median nerve in the wrist. Pain and tingling can be accompanied by the loss of grip strength in the hands.

Prevention

The repetitive motions we use as we write eventually cause nerve damage that results in these symptoms. Even if you are not experiencing symptoms related to repetitive stress injury, it is wise to pay attention to certain conditions that may cause you trouble in the future. To avoid problems altogether, mayoclinic.com suggests the following:

Reduce your force and relax your grip.
Take frequent breaks.
Avoid bending the wrist when possible.
Sit with a straight posture.

WebMD.com suggests that if you are beginning to feel symptoms, you should try to avoid such nerve damage by employing some of the following measures:

Stop activities that cause numbness and pain.
Rest your wrist longer between activities.
Ice your wrist for 10 to 15 minutes 1 or 2 times an hour.
Try taking nonsteroidal anti-inflammatory drugs (nsaids) to relieve pain and reduce swelling.
Wear a wrist splint at night. This takes pressure off your median nerve.

Treatment

Treatments for carpal tunnel syndrome range from non-surgical remedies to surgery which can be effective in alleviating the painful condition. The National Institute of Neurological Disorders and Stroke suggests non-surgical treatments such as pain medications, exercises and alternative treatments such as acupuncture.

If the condition lasts for at least six months, surgery may be an option. Surgery involves severing the band of tissue around the wrist to reduce pressure on the median nerve. Surgery is done under local anesthesia and does not require an overnight hospital stay.

If you are experiencing possible carpal tunnel symptoms, you should consult your doctor. He or she will help you discern what is the best course of action to treat your symptoms.

Back and Neck Pain

Another common injury for court reporters is back and neck pain, again for the same reason as carpal tunnel syndrome, that we sit in one spot for long periods of time with our arms extended. Pain can be experienced as a feeling of fatigue in the back and neck, to severe pain that requires time off work.

Prevention

To avoid working yourself into the painful stage that requires time off work, here are some preventive measures you should begin using, according to WebMD.com.

Get more exercise.
Watch your weight.
If you smoke, stop.
Be aware of your sleeping position.
Pay attention to posture.

Because there are so many different types of back and neck injuries, it is important to consult your physician if you experience pain and discomfort. He or she will discuss options for treatment.

Computer Vision Syndrome

So many people are experiencing vision-related problems due to prolonged use of computers and electronics that the American Optometric Association has a name for it, Computer Vision Syndrome. This syndrome is defined as a group of eye and vision-related problems with symptoms including headaches, blurred vision and neck/shoulder pain that result from prolonged computer use.

Prevention

Court reporters spend hours in front of computer screens when not in front of their steno machines. We are prime candidates for these types of overuse injuries. Here is a list of actions you can take to avoid developing these symptoms suggested by the occupational safety and health magazine, EHSToday.com.

Place your computer screen 20 to 26 inches away from your eyes and a little bit below eye level.
Use a document holder placed next to your computer screen.
Change your lighting to lower glare and harsh reflections.
Use an adjustable chair.
Choose screens that can tilt and swivel.
Use an adjustable keyboard.

Treatment

If you are experiencing headaches or blurred vision, you should consult an optometrist. Be sure to explain the problems you are having so he or she can help you decide on a course of action to alleviate symptoms.

Avoid Repetitive Injuries

The job of being a court reporter can be physically demanding. Those who have been court reporters for many years sometimes experience painful conditions. Being aware of the potential injuries that can occur over time, you can take action today to avoid these conditions and continue to work pain free.

If you found this article interesting, you might also enjoy “4 Things a Freelance Court Reporter Should Never Say in a Deposition.”