To join a Zoom meeting, start by checking your email for an invitation from the meeting host. You may receive the invitation by email or in Outlook, or both. The invitation will include a Zoom meeting link, Meeting ID, and possibly a passcode. Open the email and locate the link, which typically says "Join Zoom Meeting." Before joining, ensure that your device is ready: if you're using a computer, open your web browser; or if you're on a smartphone or tablet, make sure you have the Zoom app installed from the Apple App Store (iOS) or Google Play Store (Android).
If you're joining via the meeting link, simply click it, and Zoom will automatically open the app or launch in your browser. If you prefer to enter manually, open the Zoom app or go to zoom.us, click “Join a Meeting,” and input the Meeting ID and passcode provided in the invitation. When prompted, enter your full name, as this is how others in the meeting will identify you.
Next, choose how you want to join the meeting: you can select to connect using computer audio or dial in by phone if the host has provided that option. You can also decide whether to turn your camera on or off before entering the meeting. Once you’ve made your selections, click “Join” to enter the meeting. You may be placed in a waiting room, where the host will admit you when the meeting is ready to begin. You can test your audio at that time as well to make sure both your microphone and speakers (or headphones) are working. This ensures that the person on the other end hears you and that you can hear them.
During the meeting, you can mute or unmute your microphone and toggle your camera on or off using the icons at the bottom of the Zoom window if you are on a computer or tablet.. It’s recommended to join a few minutes early to ensure everything is functioning properly and to be ready when the meeting starts. If any technical issues arise, try restarting the Zoom app or your device and attempt to reconnect.
Courts each have their own policy for in-person versus Zoom attendance. Some courts are only by Zoom, while others only allow virtual attendance through a formal request. If you are attending a hearing by Zoom, treating your hearing with the same preparation and formality as an in-person hearing sets yourself up for the best possible experience.
First, let’s talk about what to wear. While there is no specific dress code, I recommend dressing for business or business casual. Just be conscious of what you are wearing in camera range. Nothing too fancy, just something clean and not wrinkled. However, I recommend avoiding hoodies, sweats, t-shirts, certainly anything dirty or wrinkled. Be careful of large graphics or text on shirts, as well.
Now that you know what to wear, let’s talk about how else to prepare. Unlike a regular Zoom meeting, a Zoom hearing typically does not include a direct link to join. Instead, the court provides a unique meeting ID, which you will need to enter manually to access the hearing. You may also be required to input a passcode or follow specific instructions provided by the court to ensure proper access and identification.
You would never show up late to your hearing at a courtroom. Make sure you are on time for your virtual hearing, too. Log in early and test your equipment. This includes testing all of your audio and video equipment. Did you get a new phone, webcam, monitor, or computer recently? Are you using someone else’s equipment or a shared device? Make sure you can hear, be heard, and be seen well before your hearing. Also be sure that the correct name appears on your screen and not someone else’s name or screen name. Finally, make sure to remove any unprofessional filters from your display, lest you end up having to inform a judge that you are not, in fact, a cat. This goes for professionals as well as clients. The last thing you want is to be stressed out and fumbling around when the court is waiting to call your case. Take your time, prepare, and arrive early. It will put you in the best frame of mind for your hearing.
While you are setting up your equipment, it’s also important to think about what else will be seen and heard on your side of the video chat. Don’t walk around and definitely do not drive during your hearing, even though your car might be your best option for a ‘room.’ Besides being a hazard, you may have spotty wifi connections which will impact your participation.
If others are home with you during your hearing, you may want to designate someone to deal with deliveries and keep pets calm. Also be aware of what might appear in your background and either move anything you don’t want shown or learn how to blur your Zoom background. Finally, keep the camera angle in mind. If your phone or webcam is too low, the angle is straight up your nose, which no one wants.
As with all hearings, being prepared will create a better experience for you and the court. Whether your hearing is virtual or in person, bring your best self. Some things are unavoidable or uncontrollable, but do what you can with those that are in your power. Log in early and test your equipment so you can focus on what is really important to you, the hearing itself.
This blog post is part of a larger webinar series on special needs planning topics. For more information on both upcoming and past events, please visit our webinar page.
