{"id":897890,"date":"2020-08-27T12:05:08","date_gmt":"2020-08-27T18:05:08","guid":{"rendered":"https:\/\/www.myconstructionexpert.com\/blog\/?p=897890"},"modified":"2020-08-27T12:05:11","modified_gmt":"2020-08-27T18:05:11","slug":"remote-arbitration-lessons-learned","status":"publish","type":"post","link":"https:\/\/www.myconstructionexpert.com\/blog\/remote-arbitration-lessons-learned\/","title":{"rendered":"Don&#8217;t Let the Distance Destroy Your Communication &#8212; Lessons Learned from Arbitration by Zoom"},"content":{"rendered":"\n<p>Brenda Radmacher | <a rel=\"noreferrer noopener\" href=\"http:\/\/abaconstructionforumdivision1.blogspot.com\/2020\/08\/dont-let-distance-destroy-your.html?utm_source=feedburner&amp;utm_medium=email&amp;utm_campaign=Feed%3A+TheDisputeResolver+%28The+Dispute+Resolver%29\" target=\"_blank\">Forum on Construction Law<\/a><\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><a href=\"https:\/\/1.bp.blogspot.com\/-d7drqsil37w\/XzqvPQE1j2I\/AAAAAAAAAI0\/5vz-IKPDLF4NK5VB14_kwFx83eIrIo84QCNcBGAsYHQ\/s342\/Article.jpg\"><img decoding=\"async\" src=\"https:\/\/1.bp.blogspot.com\/-d7drqsil37w\/XzqvPQE1j2I\/AAAAAAAAAI0\/5vz-IKPDLF4NK5VB14_kwFx83eIrIo84QCNcBGAsYHQ\/s0\/Article.jpg\" alt=\"\"\/><\/a><\/figure><\/div>\n\n\n\n<p>Is \u201c<a href=\"https:\/\/www.myconstructionexpert.com\/blog\/virtual-hearings-trials\/\" target=\"_blank\" rel=\"noreferrer noopener\">Remote Arbitration<\/a>\u201d an oxymoron? Or is it the wave of the future?\u00a0 While most of the ADR rules allow for video presentation of evidence in an arbitration, there is little guidance on full hearings being conducted through remote procedures. In the past, parties have agreed to present one witness via videotape or videoconference where the witness was not able to travel to the venue of the hearing. However, most parties, lawyers and neutrals have been reticent to agree to fully remote proceedings.\u00a0 With the continued restrictions required by the COVID 19 pandemic, parties, lawyers, and arbitrators are all starting to look at the need to <a href=\"https:\/\/www.myconstructionexpert.com\/blog\/arbitration-construction-disputes\/\" target=\"_blank\" rel=\"noreferrer noopener\">embrace remote proceedings<\/a>.<\/p>\n\n\n\n<figure><iframe loading=\"lazy\" allowfullscreen=\"\" height=\"266\" src=\"https:\/\/www.youtube.com\/embed\/WfZzzSMrhh4\" width=\"320\"><\/iframe><\/figure>\n\n\n\n<p><strong><u>So What\u2019s the Big Deal About Remote Arbitration?<\/u><\/strong><\/p>\n\n\n\n<p>Most lawyers handling dispute resolution and litigation count on the use of their keen communication skills to present persuasive arguments to the trier of fact in a lawsuit.\u00a0 In arbitration, the neutral (or panel) is the target of the communication. Lawyers are known for using skill in how to examine a witness to elicit the facts and information needed to present their client\u2019s case. Also, the timely use of an exhibit is key \u2013 with the technological advances, some of the best trial lawyers have become quite adept in using video clips, charts, and visual images to effectively communicate information and facts, as well as to engage the tier of fact.\u00a0 However, the successful lawyer also will use various forms of communication other than the presentation of evidence through witnesses, exhibits, and written briefs. Body language and non-verbal cues are critical to the trial lawyer. In addition, the lawyers in an arbitration often \u201cread\u201d the room \u2013 both the neutral and the other parties and counsel present to see how various factual and legal arguments are landing, and the reaction can cause a change in strategy, tone, or emphasis.<br><\/p>\n\n\n\n<p>Non-verbal communication plays an\u00a0integral part in effective communication.\u00a0 \u201cIn fact, experts have argued that 70 percent of communication is non-verbal and that includes workplace communication.\u201d Body language can tell you how urgent or serious an issue is. Eye contact and posture can convey confidence or sometimes lack of it. Gestures and movements can show enthusiasm or communicate more than the words express.<br><\/p>\n\n\n\n<p>\u201cOne\u00a0study from Columbia University\u00a0found that gesticulation helps a speaker communicate effectively with an audience. Researchers explained that someone who gesticulates actually helps convey the fullness of the message they\u2019re trying to deliver. They\u2019re speaking on two levels at once!\u201d \u201cBusiness Insider\u00a0also revealed some rather telling facts on verbal communication.\u00a0<strong>Those stats showed that content is only valued at 7% in a presentation.<\/strong>\u00a0This was verified in Science of People\u2019s research as well.\u00a0<strong>We can\u2019t stress it enough \u2013 it\u2019s not what you say, rather, how you say it.<\/strong>&#8221; While this may or may not be fully accurate, it is telling that much of our effective communication is not just the words and content of your presentation but how you communicate it that will bridge the gap, even across a video screen.<br><\/p>\n\n\n\n<p>This is why many lawyers are wary to arbitrate via remote processes \u2013 it loses the \u201cfeel\u201d of the proceeding where the human interchange and interaction communicates so much more in person across a conference room table than through a screen.<br><\/p>\n\n\n\n<p>However, with the status of the corona virus pandemic, the future of dispute resolution clearly will be dependent upon the use of remote proceedings, and the well-informed practitioner should come to the proverbial table with an approach to make the most of the remote process.<\/p>\n\n\n\n<p><strong><u>Four Key Considerations For An Effective Remote Arbitration<\/u><\/strong><\/p>\n\n\n\n<p>As more cases are presented through remote arbitration (potentially jury trials in the near future), there are several considerations that practitioners should keep in mind to ensure the most effective representation of their clients. Of course, reams have been written about communication skills and styles, but there are four key considerations for a remote arbitration proceeding to consider: (1) understanding your audience; (2) getting the evidence to your arbitrator; (3) controlling the room; and (4) managing the technology.<\/p>\n\n\n\n<p><strong>1.\u00a0Understanding Your Audience<\/strong><\/p>\n\n\n\n<p>While it is important to know your arbitrator\u2019s background, most counsel are not vetting the neutral\u2019s ability to use technology or how the neutral will be able to engage in the process over video or control the process and witnesses.\u00a0 This is a difficult skill to assess. However, many arbitrators have been working diligently to come up to speed on the technology and have familiarized themselves with the various platforms.\u00a0 Once more arbitration occur, some neutrals will likely further distinguish themselves in their abilities to manage remote arbitration hearings.<br><\/p>\n\n\n\n<p>Don\u2019t let the age or background of a neutral be your guide, however.\u00a0 There are many younger neutrals who are not adept in using the remote programs and older neutrals who are tech savvy and have every cutting edge device available.<br><\/p>\n\n\n\n<p>Regardless, it is imperative to know and understand who your arbitrator or panel is and the work with your neutrals to ensure that they feel comfortable with the process, the platform, and the related technology needed, such as the right video camera(s).\u00a0 Before you begin a remote hearing, if the arbitrator does not ask for it, request a joint session to practice on the platform, including ensuring that the arbitrator understands and knows how to control the process and that all can access and view the exhibits effectively. You may wish to have a technology person available for the practice and the remote hearing itself to assist the arbitrator.<\/p>\n\n\n\n<p><strong>2.\u00a0Getting the Evidence to the Arbitrator<\/strong><\/p>\n\n\n\n<p>Be sure that you have worked with the arbitrator to have all of the proper procedures and rules in place to allow for an effective remote hearing as well as to ensure that you can get the necessary evidence to your arbitrator.<br><\/p>\n\n\n\n<p><em>Do the Rules Provide For What You Need?<\/em><\/p>\n\n\n\n<p>Each of the main arbitration providers\u2019 arbitration rules have some rules that address \u2013 at least in part &#8211; virtual hearings. However, the perceptive practitioner will review the rules and scheduling order carefully to ensure that the evidence needed can be effectively presented. Notably, there is little formal guidance currently for a full merits hearing by internet or other remote presentation.<br><\/p>\n\n\n\n<p>JAMS Rule 22(a) acknowledges that an arbitrator may vary procedures so long as they are reasonable and appropriate. Rule 22(g) authorizes an arbitrator, at his or her discretion, or upon the parties\u2019 agreement, to conduct the hearing through virtual platforms, stating: \u201c(g) The hearing, or any portion thereof, may be conducted telephonically or videographically with the agreement of the Parties or at the discretion of the arbitrator.\u201d Like JAMS, the American Arbitration Association is mindful of maintaining the efficiency of arbitrations while securing the parties\u2019 rights to be heard and to present their cases (See, R-32(a), AAA Commercial Arbitration Rules and Mediation Procedures). Rule 32(c) gives the arbitrator the right to \u201callow for the presentation of evidence by alternative means including video conferencing, internet communication, telephonic conferences and means other than an in-person presentation\u201d but also requires that \u201c[s]uch alternative means must afford a full opportunity for all parties to present any evidence that the arbitrator deems material and relevant to the resolution of the dispute and, when involving witnesses, provide an opportunity for cross-examination.\u201d<br><\/p>\n\n\n\n<p>Neither the International Institute for Conflict Prevention &amp; Resolution (\u201cCPR\u201d) the International Chamber of Commerce (\u201cICC\u201d), the London Court of International Arbitration (\u201cLCIA\u201d), nor the Singapore International Arbitration Centre (\u201cSIAC\u201d)\u00a0 provide any specific rules for full merits hearings by video. There are not specific rules for how such video hearings should proceed in any of the ADR providers\u2019 rules; therefore, counsel should seek a scheduling order with specific details on how the proceedings are to be conducted including the split of time, presentation of witness testimony and hearing timetables, production of exhibits, and opening and closing statements.<br><\/p>\n\n\n\n<p><em><u>Getting the Witness Testimony Clearly Communicated<\/u><\/em><\/p>\n\n\n\n<p>Many practitioners are concerned about the ability to test the credibility of witnesses in a videoconference format. However, this issue can be overcome with careful preparation of the witnesses, and having clear rules in the scheduling order addressing where and how witnesses can be presented (ensuring there is no coaching or others in the room).\u00a0 In fact, many arbitrators assert that credibility issues are not as critical as many lawyers may believe. The arbitrator will still be able to observe the witness during video testimony and observe facial expressions and reactions. In fact,\u00a0as stated by arbitrator Wayne Brazil, \u201cWe can see initial reactions to questions, reluctance to respond, indirection, indecision, circularity, obfuscation \u2014 as well as forthright, straight-on answering (which, we&#8217;ve learned, sometimes can pose the greatest threat to making accurate findings). Given these facts of videoconferencing life, the real question is this: How much is an arbitrator&#8217;s ability to assess credibility compromised, really, when he or she watches a witness testify, live, on a big screen, instead of watching the witness testify a few yards away in person?\u201d<br><\/p>\n\n\n\n<p>Instead, when it comes to witness testimony, you must ensure that you are preparing your witness to testify to the arbitrator \u2013 but instead of looking at the small screen of the questioning lawyer, the witness needs to be trained to look at the camera on his screen.\u00a0 When reviewing an on-screen exhibit, the witness should also be trained to periodically look up at his or her camera to respond to the question. One tip is to advise witnesses to imagine the arbitrator is \u2018in the camera\u201d and to focus on that instead of the small box of the questioning attorney.<br><\/p>\n\n\n\n<p><em>Who Has Control \u2013 Remote Exhibits<\/em><\/p>\n\n\n\n<p>One of the most important issues that is a difference for many practitioners is the handling of exhibits in a remote proceeding.\u00a0 Depending on the agreement of the parties, the exhibits can be exchanged in advance between the parties and a set provided to the arbitrator electronically for use during the hearing, or the exhibits can be uploaded onto the remote proceeding site.\u00a0 If the exhibits are exchanged in advance, a set will also need to be provided to the witness in advance; it is recommended that they be placed in a sealed envelope to be opened by the witness on screen once under oath.<br><\/p>\n\n\n\n<p>If the exhibits are presented \u201clive,\u201d the question of how to maneuver through the document can be handled by giving the witness \u201ccontrol\u201d of the screen and mouse to scroll through to specific portions of the document. To do this effectively, counsel will need to have carefully pre-prepared the documents and have a separate copy either in hard copy or on a second screen to ensure a crisp and clear presentation of the information to the arbitrator.<br><\/p>\n\n\n\n<p>Cross-examination and introduction of exhibits that were not pre-planned will be a bit more challenging in a remote setting.\u00a0 However, having a set of potential exhibits pre-marked can address this issue. For rebuttal, one good option is to have anticipated potential exhibits saved on your desktop and carefully described\/labeled with your prepared cross-examination.\u00a0 Counsel should practice in advance of the hearing uploading the exhibits and while asking questions.\u00a0 If appropriate, particularly for document-intensive cases, like many construction cases, having a paralegal or tech assistant participate and upload your exhibits will make the process more streamlined and prevent counsel from distractions of trying to find the right exhibit.<br><\/p>\n\n\n\n<p><strong>3.\u00a0Issues Raised By Who Is \u201cIn The Room\u201d<\/strong><\/p>\n\n\n\n<p>One other question to consider before you proceed with the arbitration hearing is how to maintain the confidentiality of the process and who will be allowed to be in the videoconference and when. Will witnesses be held in a \u201cwaiting room\u201d and be admitted when their time slot is ready?\u00a0 Will counsel have pre-set times for when witnesses will be called? Will witnesses be called out of order? These issues will require a discussion of counsel and the arbitrator to resolve these issues in advance.<\/p>\n\n\n\n<p><strong>4.\u00a0Technology- Choose the Platform<\/strong><\/p>\n\n\n\n<p>What platform will be used is another consideration that will need to be agreed upon early on. This will allow counsel sufficient advance time to practice and be familiar with the platform. In addition, you can work with your witnesses to practice, particularly with how to work with the exhibits and how to readily find sections on the documents in response to questions posed.<br><\/p>\n\n\n\n<p>One key issue is to anticipate and plan for technology hiccups.\u00a0 Have a designated person for trouble-shooting on standby to jump in and have a ready text message to bring them into the call. In addition, be sure that the arbitrator and counsel provide and exchange contact information and the arbitrator should also be provided contact information for all witnesses in case of connection issues.\u00a0 You also may want to consider having a fall back of what to do if there is a problem with connection for any particular witness \u2013 will you have them dial in only or require webcam access? Thinking through and having a backup plan will give you more peace of mind and take away the distractions during the hearing.<br><\/p>\n\n\n\n<p>Overall, conducting a remote arbitration is not the most ideal scenario, but effective lawyers can prepare their witnesses, ensure clarity and credibility of their cases and presentations by being aware of use of non-verbal communication to support their cases, and pre-planning and preparing exhibits carefully and having a plan in place for maneuvering through exhibits to ensure that the information you want the arbitrator to see, understand, and digest.\u00a0 In addition, paying careful attention to the technical details and discussing how the witnesses will be presented will allow for a smoother process where the more confident counsel\u2019s case can be effectively presented to the arbitrator.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Brenda Radmacher | Forum on Construction Law Is \u201cRemote Arbitration\u201d an oxymoron? Or is it the wave of the future?\u00a0 While most of the ADR rules allow for video presentation of evidence in an arbitration, there is little guidance on full hearings being conducted through remote procedures. In the past, parties have agreed to present&hellip; <a class=\"more-link\" href=\"https:\/\/www.myconstructionexpert.com\/blog\/remote-arbitration-lessons-learned\/\">Continue reading <span class=\"screen-reader-text\">Don&#8217;t Let the Distance Destroy Your Communication &#8212; Lessons Learned from Arbitration by Zoom<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false},"version":2}},"categories":[41],"tags":[9895,42,11279],"class_list":["post-897890","post","type-post","status-publish","format-standard","hentry","category-arbitration","tag-advise-consult","tag-arbitration-2","tag-remote-arbitration","entry"],"jetpack_publicize_connections":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Don&#039;t Let the Distance Destroy Your Communication - Lessons Learned from Arbitration by Zoom - Advise &amp; 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