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National Court Reporting & Captioning Week 2014

by | Feb 6, 2014

Last year we court reporters of America finally got what we deserved: The spotlight, as the U.S. proclaimed its very first ever National Court Reporting & Captioning Week. This year, as we prepare to celebrate our second annual National Court Reporting & Captioning Week, Harry Reid caught our attention with his address honoring both retiring Senate reporter, Joel Breitner, and the reporting profession.  This was thrilling, as it occurs just before our upcoming National Court Reporting & Captioning Week February 16-22, 2014.

In his speech beginning at the 24:50 mark, Reid talks about how “court reporters work very, very hard,” how “they transcribe every word we say,” and punches up that endorsement with, “There are times I wish they hadn’t.” Reid continues addressing the Senate, discussing how Hill reporters like Breitner saw much innovation and history in their capacity as Official Reporters for the United States Senate, but how that sometimes involved “days without going home,” yet “they never missed a beat.”

Reid reminisced about how it used to be that Senate reporters would have to first take everything down stenographically and transcribe their notes later, as his brother, 22 months his junior, did when he was a reporter. Now, however, Reid talked about how thanks to the “modern miracle” of computer-aided transcription, Senate reporters like Breitner can literally have their notes translated into English as they are writing. In fact, he pointed out that Joel was one of the first Hill reporters, if not the first, to embrace computer-aided transcription.  He went on to expand upon Joel’s role not only as a court reporter, but as an eyewitness to “countless historic events,” including Clinton’s first inaugural address, and he congratulated him for his “very distinguished career.”

National Court Reporting & Captioning Week is still new, so many reporting and captioning organizations and schools don’t exactly know what to do to celebrate this occasion. The Greater Washington Shorthand Reporters Association came up with an amazing idea, “Shadow a Court Reporter Week.” Their goal in this project is to bring attention to the profession and to spread the word about the good work reporters do. St. Louis Community College will be sponsoring and broadcasting live on the Internet, with captions, its “Career Connections” program, spotlighting freelance and official court reporters, broadcast captioners, and CART reporters.

Thanks to the efforts of our state associations and colleges both during National Court Reporting & Captioning Week as well as year-round, word is getting out that court reporters not only make the appeals process possible, but they also caption for television, provide communication access realtime translation for the deaf and hard-of-hearing, and are an integral part of the entire legal process. Court reporting is not merely a job, it’s a profession, one to be proud of, with opportunities in almost every state in the nation, one that can last a lifetime.

Remaining Upbeat after Reporting Sad Proceedings

by | Feb 4, 2014

As court reporters, we hear so many emotion-laden stories every day, that oftentimes we carry home some heavy emotional baggage. So the big question is, how can we unburden ourselves after being a witness to so much?

Noted psychologist James Laird suggests that we begin by smiling, because a direct result of our smiling is that we actually feel happier. In fact, if we behave in an upbeat manner, ultimately we will discover that we are upbeat. Edward T. Creagan, M.D., of the Mayo Clinic, reinforces this approach in his article, “On the Path to Finding Happiness,” as he notes that 40 percent of our happiness stems from how we relate to things in life that can set our happiness quotient back.

Experts at Health.com suggest that we combat these types of stressors (life downers) by: getting outdoors and taking a 15-minute walk; taking some deep, cleansing breathes; engaging in fun activities or hobbies; and, of course, exercise.  The Mayo Clinic staff also suggests turning to close friends and family, as “studies have demonstrated that having a network of supportive relationships contributes to psychological well-being.” In fact, if you can get or give a hug, give one or get one — the happy hormones that hug creates can change your mood for the entire day.

The key is finding out which approach will work to help catapult your mind/emotions out of that darkness and into a healthier emotional place. Once you’ve discovered that, don’t put it off.  People who are happy live 35% longer, which is wonderful inspiration to pay attention to your emotional status, and work to keep it healthy.

If these tips aren’t helping you leave that emotional testimony behind, you’ll want to seek the guidance and advice of your physician.

Preventing Court Reporter Burnout

Preventing Court Reporter Burnout

by | Jan 30, 2014

Burnout syndrome, while not yet clearly defined by the scientific community as a “disease,” can literally knock a person right out of their chosen profession. For court reporters who tend to work day and night trying to “catch up” on a regular basis, that concern is very real.

All court reporters have felt physically exhausted at one time or another, but “burnout” is more than that.  It comes with feelings of physical, mental and emotional exhaustion, a need to detach or distance oneself from everything and anything work-related, difficulty concentrating and even listlessness. The best way to prevent burnout is to make home-life and work changes even before you begin to exhibit any of these symptoms. Unfortunately, because most of us tend not to recognize the effects of prolonged stress until we’re already feeling frustrated, exhausted and overwhelmed, we don’t typically do anything about it until we’re halfway there.

So what’s a reporter to do?

  1. Start by making yourself a priority.
  2. That begins with learning to say “no.” If your judge or freelance agency insists that you have to be the one to go out on a specific assignment or into court, let them know you’d love to help, but that right now you just can’t.
  3. If you’ve been doing all your own editing, research and proofing, hire scopists and proofreaders.
  4. If you feel you “can’t afford” to hire help, consider lowering your monthly expenses by downsizing, maybe your car or moving into a smaller home or cutting out extraneous expenditures.
  5. If you’re “doing it all” at home, have a sit-down with your spouse/partner and children and let them know you can’t be the only person doing everything. They have to help.
  6. Get enough sleep. Sleep deprivation is very dangerous and can be very harmful to your health.
  7. Find something that helps you decompress, and do it. Don’t say “I’ll do it tomorrow.” Start today.  That may mean taking daily walks, exercising, meditating, knitting, or painting. Whatever you choose to use as a decompression mechanism, incorporate it into your daily routine. Make it a priority, and don’t lose sight of the how important it is to your well-being.

Court reporting is an awesome profession, but because it comes with having to meet so many deadlines so often, it can actually sideline us if we don’t pay attention to ourselves. Pay attention to what’s going on with your body and mind, and take good care of yourself. After all, you’re a court reporter —  you deserve it!

The Amazing New Text on Top Software Platform

by | Jan 23, 2014

For court reporters who haven’t yet discovered Text on Top (TOT), it is a software platform created in Europe that was initially marketed to captioning reporters, but is now making its way to the U.S.; and realtime reporters are only now discovering its versatility and application possibilities.

It requires no downloading of software onto counsel’s computer, only the reporter’s; and it enables the viewer to read whatever is on the screen as the reporter’s realtime feed streams along the bottom, top or middle of the screen.

The way it works is the reporter plugs one wireless TOT USB into their computer, another into the viewer’s, and launches the application. The TOT USB then feeds the reporter’s output to the viewer’s in front of whatever software counsel may be viewing. For example, counsel may want to be marking the realtime text in CaseView, but then tab out of CaseView to view exhibits, photos and documents in another window. In that case, the realtime will continue scrolling along the bottom of the viewer’s screen via TOT, interfering in no way with any of the software applications that are running behind it. Never before has counsel had the ability to move from one document to the next during trial and deposition while continuing to follow the text without having to split the screen.

Computer-assisted realtime translation (CART) reporters who follow students from class to class and convention reporters have already embraced the usefulness of TOT, as it enables students to type notes and view documents in full-screen mode, and convention speakers to give their PowerPoint presentations as the captions continue streaming at the bottom of their video display unit (VDU).

Another impressive aspect of TOT is its price. For reporters who need only one USB for their computer and one for the presenter or student, their investment will run them $299. Each USB beyond that will be another $100.

For counsel afraid to “deal” with realtime software viewers and make the leap to full legal support software platforms, TOT is a great alternative. They have nothing to do but enjoy the advantages that a realtime feed provides. Because Text on Top makes realtime so easy for both the reporter and counsel, now anyone and everyone can benefit from the reporter’s realtime feed.

The Secrets of Thorough Proofreading

by | Jan 14, 2014

No proofreading software can detect all the grammar and punctuation errors that a good human proofreader can, at least not according to Dean Evans of Good Content Co., who ran a snippet of text through the most popular proofreading programs marketed today, and discovered that his wife, a copy editor, found each and every error, while each of the software programs failed to even come close to her proof.

So how does one go about ensuring that work product goes out perfectly both in context and form? For the best results, text should be sent to an additional reader, because any piece of text viewed with a new set of eyes is better than one that is simply re-read by its originator.

Since so much of the work we do as court reporters must be turned around within days – or less – oftentimes we’re left with having to proof our own work. If that’s the case, the first rule of thumb a reporter should follow is to print out your initial edit as you work your way through it, so that as soon as you’ve completed that first run-through, a hard copy is sitting in your print tray ready to be proofed. This may sound a bit outdated and a waste of time and money, but study after study indicates that we “take in” more of what we read on paper versus a VDU (video display unit), that we process it more efficiently, and are thus more readily able to detect grammar and punctuation errors.

Now that you have that transcript sitting on your desk, walk away. Get a cup of coffee or tea. Read your child a short story or walk your dog. Whatever you do, don’t begin proofreading immediately. You need to be able to proofread the text with a bright red pen/pencil, a fresh set of eyes, and without fatigue.

Finally, sit down at a desk in a comfortable chair, in a quiet spot in your home, and using whatever set of proofreading marks you are most comfortable with, read your transcript out loud,  handwriting your corrections. If you have problems determining how to properly punctuate a passage, listen back to the audio so that you can hear the speaker’s cadence. That may in and of itself clarify whether a period, semi-colon or a dash is the best route. If you’re still unsure, use online punctuation guides.

Any terms that are unfamiliar or that you had to ask the witness or counsel to spell should be double-checked. They may think they know how to spell a word, when, in fact, they’ve been misspelling it for years.

Words that may be one word in some situations and two in others should be given close scrutiny. Remember, your reputation lies within each and every transcript, so give it the time and attention it deserves. Your clients will thank you and will ask for you time and again because of your conscientiousness and attention to detail.

Steno Writers in 2014

by | Jan 9, 2014

As steno machine manufacturers modify their writers, making them more ergonomic, lightweight, paperless, and generally sleeker, it appears that there are two reporter factions: those who immediately upgrade, and those who wouldn’t consider trading in their “baby/writer” for anything.

So how does one go about determining the “right fit,” considering how complex the writers have become? For reporters who have had any sort of physical strain, they’ll want to be sure to check out the Gemini writer line, with its split, ergonomically designed steno keyboard, as well as Stenovations’ LightSpeed. Both writers, according to LightSpeed Addicts Anonymous and Infinity Writers, appear to be easier on the arms, wrists, back and neck than the traditional steno writer. On the other hand, old-timers stand by their traditional writers, and wouldn’t consider changing to anything remotely similar to the LightSpeed or Gemini.

Many officials are still required to archive their steno notes, which eliminates many of the newer, lightweight, paperless writers, making writer selection simpler.  However, many are moving toward writers that have a lighter stroke/depth, writers that are wireless, and those portable enough to move seamlessly from their seat to the judge’s bench and back again.

Captioners who need to be mobile while streaming text seek lightweight machines with long battery lives that wirelessly transmit to tablets that are Friend Locked utilizing a body harness for their writer.

For working reporters who can’t decide which writer in which to invest, attending NCRA’s annual convention in San Francisco in August and trying out each writer may be your best bet. For students strapped for money, trying out different writers as 3-month rentals may be the ticket.

Whichever writer you do decide to purchase or rent, be sure to familiarize yourself thoroughly with all of its nuances, from the number-bar and key stroke settings to the laptop/tablet feeds. Though obviously, it’s not the writer that secures your career — it’s your skills, knowledge of technology and professionalism.

Hand, Wrist & Arm Health for Court Reporters

by | Jan 7, 2014

Because court reporters use their hands all day every day, they’re susceptible to Repetitive Stress Injuries (RSI), such as carpal tunnel, cubital tunnel,tendonitis, epicondylitis, and tenosynovitis. Avoiding RSI isn’t easy because the first thing any doctor or therapist will tell you is to begin by utilizing “ergonomically correct” seating and taking frequent breaks.  That’s virtually impossible for court reporters.  So, what are we to do?

The first step is to consider your occupation a sport, and gently warm up your body before each and every assignment, just as every athlete does before they hit the pavement, floor or ring.  “Gently” warming up is key here, as evidence suggests vigorous stretching may be detrimental.

Now that you’ve gently warmed up your muscles, you’ll want to be sure to sit at your machine with your arms at a 90-degree angle, with your feet flat on the floor, and your back against the chair at a 180-degree angle to the floor

The third thing you’ll want to do, if you don’t already, is implementing a good hydration regimen. Our bodies, like any piece of machinery, have to stay well lubricated or they’ll begin to wear themselves down. That doesn’t necessarily mean just drinking water. It includes both drinking enough water and eating a diet rich in fruits and vegetables that help keep your ligaments and tendons flexible and well-nourished.

Fourth — and this is the most unpopular practice that reporters don’t even like to talk about — and that is avoiding caffeine and nicotine.  Coffee should be avoided because it dehydrates us, thus removing our body’s nutrients and leaving our tendons and ligaments subject to injury.  Nicotine, on the other hand, has the sad but true side effect of back and muscle pain, and thus may be sidelining reporters without their knowledge.

Fifth — and this isn’t always possible — but if you have the opportunity, get up and take regular breaks. It’s called “repetitive stress” because you keep doing it, so if you can see your way clear to doing something else for a little while, take five minutes and come back. Your arms, wrists, shoulders, and back will thank you.

Lastly, getting enough sleep and exercising your body, in general, goes a long way to helping you stay in the game. Don’t ignore aches and pains as they arise. See your physician, and take his advice. Court reporting is a physically grueling profession, and it can take a big toll on you if you’re not mindful.

Court Reporter Winter Preparedness

by | Dec 12, 2013

Freelance reporters and officials alike have one thing in common: daily transcript deadlines. When winter storms strike and the lights go out, getting those jobs in on time can be challenging. To help you prepare, here are some tips to keep you productive, even when the lights go out.

First, back up every job you take as you take it before heading home.  This is your failsafe, so that if worse comes to worst, and you find yourself sitting on the highway for the next 8 hours, you can call a scopist or your employer and give them access to the job.

Reporters who like to get their work out themselves, even when stuck in their car, will want to keep a good power inverter in the glove compartment, a reliable Jump Starter in the trunk, and a solar wrap on the dashboard for laptop and cell phone power.

For reporters who rely on public transportation to get around, two must-haves are: (a) a tiny hand-crank Smartphone charger and (b) a fully charged backup laptop battery, so that if the bus or subway train stalls, you’ll be able to call your family, office and/or scopist, provide them with a status report, and even use the down time to edit your work.

For condominium/apartment dwellers who’ve lost power, you’ll want either a solar or pedal generator/inverter system.  Either of these backups works wonderfully for powering your laptop and cell for long periods, but won’t help you with your appliances.

For homeowners, there are solar-powered generators available to power not only your laptop and cell phone, but your refrigerator and space heater as well. While you will not need gasoline, you will need yard, balcony or deck space for the solar panels, and will need to plan your extension cords accordingly.

To ensure Internet connectivity during blackouts, you can: (a) use your Smartphone as a hotspot and tether your laptop to it, (b) purchase a USB stick with Mobile Internet connectivity, (c) purchase a Mobile Wi-Fi hotspot, or (d) purchase a laptop with a built-in hotspot. Whatever route you take, you’ll want to check with your data carrier regarding overage fees.

In addition to providing for your power needs, you’ll want to be sure you have every component recommended by the Federal Emergency Management Agency (FEMA) in its emergency kit and basic disaster supplies.  Because transcripts are time-sensitive, it is important that reporters prepare for whatever natural disaster their region typically faces, whether it’s blackouts, wildfires, floods, or drought. No area of the world is immune to Mother Nature’s thunder, and as a reporter, you owe it to yourself and your clients to be prepared.

On-Line Resources for Court Reporters

by | Nov 26, 2013

Planet Depos asked its reporters to share the on-line resources they utilize that help minimize their transcription time, and increase their “me” time.  Here is what they suggested:

Checking on legal terminology is easier than ever at Nolo.com or Depo.com.  Looking up all other sorts of terminology is simple, thanks to these on-line dictionaries and glossaries:  All dictionaries, All Glossaries, anatomy, Black’s Law Dictionary, construction, diseases and conditions, English dictionary, firearm terms, forensic science, Maryland Reporters Manual, medical dictionary, medical equipment, medical prefixes & suffixes, prescription drug dictionary, slang, technology dictionary.  Looking up information on almost any other subject is still possible at the Library of Congress.

Punctuating transcripts is less tricky at GrammarBook.com and GrammarBase.com; and figuring out when to italicize and when to use quotation marks is simplified at GrammarTips.

Checking codes cited in oral argument is possible via Cornell’s Legal Information Institute; and knowing how to format a case cite is made more understandable at Access-toLaw.com.

Attorney names and spellings are now accessible on-line at Martindale.com, and getting to an assignment without an app or GPS is still possible at: RandMcNally, GoogleMaps, and Mapquest.  Figuring out how much cash to carry on an assignment anywhere in the world is easy at OnLineConversion.com.

For help with computer hardware and software, there is: Microsoft, Apple, and Google; and for realtime and court reporting software support, there is:  CaseViewNet, Concordance, Eclipse Advantage, LiveNote Stream, Bridge, Summation, and Stenograph, who all still provide expert technical support.

Getting in touch telephonically is still possible thanks to the White Pages, Yellow Pages, and Martindale.com, and knowing when to call is easier at WorldTimeZone.com.

Planet Depos would like to thank its reporters and scopists who shared these suggestions, and we hope that you, too, find these resources helpful.

10 Tips to Meet Deposition Deadlines

by | Nov 21, 2013

Court reporters have transcript deadlines to meet each and every day, and meeting those deadlines gets trickier and trickier the more work we take on.  So, we asked our veteran reporters to share with us how they manage to get it all done, and here’s what they recommended:

  1. Feed your brain a balanced diet.  It will not only help you remain optimally productive for those long work days, but you’ll write better, cleaner notes for longer periods of time.
  2. Back up your notes and realtime file to the Cloud at every break, so that you never have to worry about your laptop and/or writer getting lost, stolen or damaged in a power outage or surge.
  3. Input all deadlines into your “To-Do List” (Android, iPhone), and work backwards from there, inputting every step needed to meet that deadline: (a) when to be edited, (b) when to be proofed, (c) when to be delivered.
  4. When inputting the steps (in 3 above) into your calendar, consider building in a cushion, so that if you don’t feel well one day, you have the flexibility to carry that step over to the next day.
  5. Add to your calendar only that which you are confident you can complete. Overshooting only adds pressure and can be harmful to your health.
  6. Sit down in a quiet place to work. Do not attempt to edit an assignment while listening to your children or spouse tell you about their day.  It’ll take you twice as long, and there may be mistakes that get past you when attempting to “multi-task.”
  7. Factor breaks into your transcription time, so that every time you sit down, you are at your best.
  8. If you’ve been working really hard on a case and feel like you may be burning out, take a vacation.  Burn-out decreases cognition.
  9. Establish a routine for archiving your completed assignments, as well as those assignments that went unrequested.
  10. Let someone you trust at home and at work know where your jobs are stored and how to retrieve them, so that should something catastrophic happen to you, your work product will always be accessible.

A reporter’s work is never done, so while these tips are meant as an aid to help you meet your deadlines more easily, remember to give yourself a break when you need it – after all, life is about so much more than just pages.

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