Zoom Mediation: What to Expect and How to Prepare

Zoom mediation has become the standard for many Florida courts and parties. It’s convenient, cost-effective, and often just as productive as in-person sessions. Here’s what you need to know to prepare for virtual mediation.

Technical Requirements

What You Need

• Device: Computer, tablet, or smartphone with camera and microphone
• Internet: Reliable broadband connection (at least 5 Mbps recommended)
• Software: Zoom (free to join—no account needed)
• Space: Private, quiet location with minimal distractions

Recommended Setup

• Use a computer or tablet when possible (easier for document sharing and screen viewing)
• Wired internet connection is more stable than Wi-Fi if available
• Headphones or earbuds improve audio quality and reduce echo
• External webcam (optional) if your built-in camera quality is poor
• Good lighting (face a window or use a lamp—avoid backlighting)

Before the Session

Test Your Technology

• Join a Zoom test meeting at zoom.us/test to check your camera and microphone
• Make sure your device is charged or plugged in
• Close unnecessary programs to improve performance
• Update Zoom if prompted

Prepare Your Space

• Choose a private room where you won’t be interrupted
• Remove distractions (pets, children, background noise)
• Position your camera at eye level
• Check your background (neutral is best; avoid anything distracting or inappropriate)
• Have water nearby (mediations can last several hours)

Gather Your Documents

Have these ready in digital format (PDF preferred):

• Financial documents
• Court orders or pleadings
• Proposed agreements or parenting plans
• Any other relevant materials

You can share documents on screen during the session.

During the Session

Joining the Meeting

I’ll send you a Zoom link and password before the session. Click the link at the scheduled time, enter the password, and you’ll join the waiting room. I’ll admit you once everyone is ready.

If you have technical issues, call the phone number I provide to join by audio.

How Zoom Mediation Works

Virtual mediation works just like in-person mediation:

1. Opening: I explain the process, confidentiality, and ground rules
2. Discussion: Parties share their perspectives
3. Breakout rooms: I can meet privately with each side in separate “rooms”
4. Negotiation: Offers and proposals are exchanged (often through the mediator)
5. Documentation: If you reach an agreement, we document key terms

Breakout Rooms Explained

Zoom allows me to create separate virtual rooms for private discussions. When I move you to a breakout room:

• Only you (and your attorney, if present) can see and hear the discussion
• The other party is in their own private room
• I move between rooms to facilitate negotiations
• When we’re ready to reconvene, I bring everyone back to the main room

This mimics the “caucus” process used in traditional mediation.

Best Practices

• Mute when not speaking to reduce background noise
• Use the chat feature to share links or short messages
• Look at the camera when speaking (not at the screen) for better eye contact
• Avoid multitasking (emails, texts, etc.)—stay focused on the session
• Dress professionally as you would for an in-person meeting
• Take breaks when needed—mediation is mentally taxing

Common Technical Issues

“I can’t hear anyone”

• Check that your volume is up
• Make sure you’re not muted
• Try unplugging and replugging your headphones
• Exit and rejoin the meeting
• Call in by phone if audio continues not to work

“No one can hear me”

• Check that Zoom has microphone permissions (Settings → Privacy)
• Make sure you’re not muted (bottom left corner)
• Try a different microphone (switch from built-in to headphones)

“My video isn’t working”

• Check that Zoom has camera permissions
• Make sure no other programs are using your camera
• Click “Start Video” in the bottom left corner
• Video isn’t required—audio-only participation is fine

“I lost connection”

• Rejoin using the same link
• If the internet is down, call the phone number I provided
• We can take a break while you troubleshoot or reschedule if needed

Advantages of Zoom Mediation

Convenience

• No travel time or parking hassles
• Join from anywhere in Florida
• Easier to fit into busy schedules

Comfort

• Participate from a familiar space
• Less intimidating than a formal conference room
• Easier for parties who find in-person confrontation stressful

Efficiency

• Quick document sharing on screen
• Easy to switch between joint sessions and private discussions
• Can record session with consent (useful for note-taking)

Accessibility

• Works for parties in different cities or counties
• Attorneys can join from their offices
• Reduces childcare and time-off-work challenges

Is Zoom Mediation as Effective?

Yes. Studies and anecdotal evidence show that virtual mediation is just as effective as in-person sessions. Some parties find it easier to communicate productively when they’re in their own space rather than face-to-face in a conference room.

That said, success depends on both parties approaching the process in good faith, just as it does in person.

Security & Confidentiality

Zoom mediation is secure and confidential:

• Meetings are password-protected
• Waiting rooms prevent unauthorized access
• Screen sharing is controlled by the host
• Florida courts accept Zoom mediation as meeting confidentiality standards

That said, participants are responsible for maintaining confidentiality on their end:

• Don’t record the session without consent
• Don’t allow others to listen in unless they’re authorized (your attorney, for example)
• Join from a private location where others can’t overhear

Tips for a Productive Session

• Be on time (join a few minutes early to test your connection)
• Stay engaged (virtual meetings require more focus than in-person)
• Communicate clearly (virtual communication can be harder; be explicit and patient)
• Ask questions if you don’t understand something
• Take notes (you can’t rely on body language as much virtually)

Ready to Schedule Zoom Mediation?

If you’re ready to mediate virtually, use the link below to book your session.

Related Articles:

• Preparing for Family Mediation
• Understanding Florida Parenting Plans