Trial War Room Best Practices for Legal Teams

Trial war rooms are pivotal in handling complex litigation cases efficiently. While some legal terminology is difficult to crack, the concept of a trial war room is recognizable to anyone familiar with IT, project management, or (of course) military strategy practices. A trial war room is a dedicated gathering space for strategic planning and critical communication, which also holds work in progress, exhibits, equipment, and records. 

Today’s trial war rooms blend physical and virtual space to help legal teams stay organized, focused, and effective as days and hours count down to the opening argument. 

Plan and Set Up Your War Room Before the Trial

Your trial preparation checklist should start with a comprehensive assessment of what the trial team requires to function optimally in the war room setting. To ensure an effective setup, consider:

• Tasks and processes that will be tackled in the war room
• Who will be on site, either regularly or as a visitor
• Physical and cyber security for confidential files and irreplaceable items
• Space needed for equipment use and storage, work stations, and group meetings
• Simultaneous and/or sensitive activities that may require multiple rooms

Secure Dedicated Space and Technology Setup

Look for a space that is either near the courtroom or offers quick and easy transportation to and from it (including loading and unloading any large equipment). 

Rental options include: 

• Flex or coworking centers
• Hotel suites 
• Local attorney offices 

These options are ideal for law firms that need flexible spaces amid packed court schedules. In an unfamiliar location, try contacting the local branch of a paralegal organization for suggestions on reputable vendors and locations.

Plan your technology needs as well: 

• What will you bring, buy, or rent? 
• What are your electrical and wired connectivity needs?
• Do you need desk or table space for equipment that will be in use in the war room?

Use Real-time Communication and Collaboration Tools

Instead of sending drafts and queries back and forth via email or courier, utilize communication and collaboration tools. The best software and systems will allow all participants to easily share, edit, and mark up as needed. Your tools should also track changes by individual and time-stamp and preserve file histories. 

Assign Trial War Room Roles and Responsibilities to Your Team

Who will need access to the room, and on what basis? Consider who will spend dedicated working time there and who will need to-and-fro access.

In addition to the core team of attorneys, this often includes various litigation support professionals: 

• Trial coordinator and case manager
• Legal assistants and paralegals
• IT support and technical specialists
• Consultants and litigation support vendors

Ensure Seamless Communication 

To coordinate communication across all parties, maintain a contact sheet of all attorneys, staff, vendors, and assigned court officials that includes: 

• Full name
• Phone numbers
• Email addresses
• Alternative contacts
• Availability notes

Leverage Technology Solutions That Enhance Trial War Room Efficiency

Depending on geographic locations, travel budgets, and courtroom formats, your war room may end up being more of a virtual than a physical construct. In this case, work with a hybrid model in mind, so you can blend in-person and remote inclusion as the list of who needs to be involved in which discussions shifts over time. 

Remote participation isn’t the only reason to incorporate trial technology. Incorporating new tech solutions into the preparation stage can greatly enhance trial outcomes. Your trial preparation will be more efficient, streamlined, creative, and organized with solutions like:

• Centralized document and evidence management
• Trial presentation software and digital exhibit management
• Secure cloud storage and access controls
• AI tools for real-time transcription and analysis

Encourage Calm, Focused Team Dynamics 

Handling stress is important for your trial team’s mental and physical well-being. War room resources aren’t limited to high-tech equipment—set up your space with human needs in mind, too. Adjusting to quick changes in trial strategy, addressing technology failures, and even lugging exhibits and equipment to and from the courtroom all take their toll. 

To that end, select a space that offers: 

• Nearby meal options (ideally around the clock with late-night delivery)
• Easy access to restrooms, exits, and parking
• Comforts like ergonomic chairs and spaces for napping, showers, or workouts

As you stock your war room, go beyond beverages and healthy snacks. Consider toiletries, extra clothes, anything that can cut down on the need for an unplanned trip home or to a store. 

When it comes to trial war room prep, stress reduction isn’t a luxury. It’s a critical tool in ensuring your team members are functioning at their best. Ignoring it puts you at risk of losing key individuals to illness or days away from work.¹

Maximize Your Trial Outcomes with an Efficient War Room

With the right planning and preparation, a war room is a launch pad for a successful trial. It provides a single locus of information, control, and inventory for the individuals, evidence, work product, and equipment needed to master the first through the last day in a courtroom trial. 

Leveraging the right partners is another way to boost your case outcomes. When it comes to trial support services, you can depend on the experts at TrialQuest for war room setup, assistance and management, in addition to strategic litigation consulting, voir dire and jury research, mock trials, witness preparation, multi-media trial graphics and demonstratives, and trial presentation and technology services. 

Connect with us today to learn more about how we can help.

Sources: 

1. CDC National Institute for Occupational Safety and Health. STRESS…At Work. https://www.cdc.gov/niosh/docs/99-101/default.html

Julie Feller

Julie Feller is the Vice President of Marketing at U.S. Legal Support where she leads innovative marketing initiatives. With a proven track record in the legal industry, Juie previously served at Abacus Data Systems (now Caret Legal) where she played a pivotal role in providing cutting-edge technology platforms and services to legal professionals nationwide.