Menu
Virtual hearings have become a regular part of legal proceedings across Canada. Courts, tribunals, and arbitration panels continue to rely on virtual platforms to increase efficiency and broaden access to justice. While the underlying legal principles remain unchanged, the success of a virtual hearing depends heavily on preparation, technology, and presentation. Lawyers must be ready not only with their legal arguments but also with a well-functioning technical setup and an understanding of virtual etiquette. This guide outlines the essential elements of virtual hearing preparation to support a seamless and professional experience for all participants.
Reliable technology is the foundation of virtual hearing success. Lawyers should test their internet speed, video quality, and audio clarity well in advance. A wired internet connection is preferable to wireless networks, especially when stability is critical. External microphones and webcams offer higher quality than standard built-in laptop equipment. The computer being used should have all relevant software installed and updated, including the designated video conferencing platform. Screen-sharing capabilities, digital exhibits, and real-time document access should be tested and organized before the hearing begins.
Environment influences perception. Lawyers should ensure they are in a quiet, well-lit room with a neutral background. Any clutter or distractions visible on screen can undermine professionalism. Virtual backgrounds should be avoided unless officially sanctioned by the court or tribunal. Audio interruptions from notifications, nearby conversations, or ambient noise can be minimized by using headphones with built-in noise control. Lighting should come from in front of the participant, not behind, to avoid shadows or poor visibility. The objective is to replicate the attentiveness and decorum expected in a physical courtroom.
While virtual hearings are conducted online, they require the same level of formality as in-person proceedings. Participants should dress professionally, maintain steady eye contact by looking into the camera, and mute their microphones when not speaking. Lawyers should address the court or tribunal using appropriate titles and refrain from multitasking during the session. Body language, posture, and attentiveness remain visible and should be managed with intention. Clear introductions, proper sequencing of arguments, and timely responses demonstrate respect for the process and contribute to a positive impression.
Efficient document management is critical in a virtual setting. All exhibits should be labeled, bookmarked, and organized in folders that are easy to navigate. Lawyers should confirm in advance how materials should be shared, submitted, or displayed during the hearing. A secondary monitor may be helpful when referencing exhibits while speaking. File naming conventions should be clear, and permissions for access must be tested ahead of time. Sharing documents in real time should be seamless and done in accordance with the rules of procedure for the forum.
Even with thorough preparation, technical issues may arise. Lawyers should have a backup device available in case their primary computer fails. A mobile hotspot or secondary internet connection may also be helpful during unexpected outages. Contact information for the court clerk, opposing counsel, and key participants should be on hand. If disconnection occurs, having a clearly agreed-upon reconnection protocol ensures that proceedings can resume without unnecessary confusion. Preparation for these scenarios demonstrates professionalism and ensures continuity.
A full practice session is recommended before any significant hearing. This may include checking equipment, confirming access credentials, and reviewing the platform interface. Lawyers should conduct a dry run of screen sharing, exhibit referencing, and witness examination to anticipate potential issues. When possible, a colleague can simulate the opposing party or tribunal member to provide feedback. These practice sessions increase confidence, reduce last-minute errors, and reinforce effective presentation under virtual conditions.
Virtual hearings require legal expertise and technical readiness in equal measure. Lawyers who invest time in preparation, adapt to digital norms, and remain composed under virtual conditions are well-positioned to advocate effectively. By aligning courtroom decorum with technology, practitioners can demonstrate professionalism, uphold client interests, and contribute to the efficient administration of justice in a remote environment. As virtual hearings continue to be a standard part of legal practice, excellence in preparation will remain a distinguishing quality among legal professionals.