When it comes to a court reporter, people often think about these professionals working within the confines of a courtroom. However, hiring a court reporter whenever you are dealing with a legal matter, such as a board meeting, is a good idea. Since the topics discussed in these meetings directly affect the security of the company, having a court reporter on hand to document everything is highly beneficial. Learn how you can get the most out of their services.
1. Inform the Reporter
Court reporters are highly adaptive professionals, but this factor doesn't mean that they don't need to prepare. It's always a good idea to let the reporter know exactly what the terms of the meeting area. For example, is it an annual meeting or is it a special assembly called for an important vote? Remember, court reporters are typically bound by confidentially clauses, so any information you discuss will remain private.
2. Inform Attendees
It's also a good idea to let your attendees know that you have hired a reporter for the meeting. The other members of the board might be uneasy if they see someone sitting in the room whom they don't know that is tracking their every word. Letting everyone know ahead of time helps ease these tensions and ensures everyone is on the same page. It's also a good idea to mention why you decided to hire the reporter.
3. Choose the Right Location
Ensure the space you hold the meeting in is the right location. Rooms with obstructions like wall petitions or in parts of a building that are nosey aren't typically good options. These rooms will make it more challenging for the reporter to hear, and if the reporter can't hear well, he or she might need to ask people to repeat themselves and their notations might not be as accurate.
4. Allow Time for Breaks
Documenting everything that takes place in a meeting is a lot of hard work. For this reason, it's often a good idea to allow time for breaks, especially if the meeting will last for a large part of the day. These breaks give the reporter time to regroup and rest so that they are more alert during the meeting and are able to provide you with the most accurate services.
Whether it's a board meeting or another important event, a court reporter can help you collect the evidence and the documentation needed to protect your interests.
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