The Importance of Ergonomics and Professionalism for Court Reporters

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As a freelance court reporter, you’re constantly adapting to different environments, personalities, and unexpected challenges. One scenario that can throw off even the most seasoned professionals is something as seemingly simple as an inadequate chair. It may sound trivial to those outside the profession, but for court reporters, the right seating arrangement is critical for accuracy, efficiency, and endurance.

A recent discussion among reporters highlighted a situation in which an attorney refused to provide an adequate chair for a deposition, forcing the reporter into an uncomfortable and impractical working condition. The refusal wasn’t just dismissive—it was outright obstructive to the court reporter’s ability to perform their job. Let’s break down why this matters and how to handle such situations professionally.

Why Ergonomics Matter in Court Reporting

Court reporting is a highly specialized skill that demands focus, dexterity, and precision. The stenographic process involves repetitive hand movements, and even the slightest restriction can cause physical discomfort, reduce speed, and impact the quality of transcripts. Proper ergonomics is not a luxury—it is a necessity.

  • Arm Freedom is Essential – Stenographers rely on the ability to move their hands freely without obstruction. Chairs with high armrests or confined spaces restrict movement, which can lead to cramping, fatigue, and errors in transcription.
  • Posture and Endurance – Depositions can last for hours, requiring reporters to maintain an upright position with clear visibility of all parties. Uncomfortable seating can lead to back pain and affect concentration.
  • Speed and Accuracy – Court reporting requires a delicate balance of skill and physical ease. The ability to type at high speeds (200+ words per minute) without distraction is compromised if the body is in distress.

What to Do When a Chair Becomes a Problem

Step 1: Assess the Situation Immediately

Before unpacking equipment, take a moment to assess the seating situation. If the chair is restrictive or unsuitable, address the issue right away with office staff. This early intervention can prevent last-minute conflicts when proceedings are about to begin.

Step 2: Request a Reasonable Alternative

Most offices have various seating options available, and a polite request often resolves the issue. Suggested phrases include:

  • “This chair isn’t quite working for me—do you have another option that doesn’t restrict arm movement?”
  • “Would it be possible to switch to an adjustable chair for better positioning?”

Step 3: Stand Firm, But Professional

If resistance is met, calmly explain that the seating arrangement directly affects your ability to perform the job. This is not a personal preference—it’s a matter of professional necessity. In situations where the request is denied outright, contacting the scheduling agency is the next step. Agencies want jobs to proceed smoothly, and they can often intervene to facilitate a resolution.

Step 4: Know When to Walk Away

In the scenario where an attorney outright refused to accommodate, the reporter was placed in an impossible situation. While professionalism is always key, no job is worth compromising your ability to work effectively. Politely but firmly standing your ground is essential:

  • “I understand that office accommodations can be limited, but without the proper chair, I cannot perform my duties effectively. If no alternative is available, I will have to step away.”

A job done under physically restrictive conditions may lead to mistakes, delays, or even physical strain, none of which are acceptable risks.

Handling Difficult Attorneys and Office Staff

Attorneys come with different personalities—some are accommodating, while others may be dismissive or outright rude. When facing hostility, keeping a calm and professional demeanor is crucial.

  • Avoid Escalation – Keep interactions neutral. If an attorney is being difficult, engaging in an argument rarely helps.
  • Rely on the Agency – If hired through an agency, inform them promptly of the issue. They may be able to smooth things over with the client or provide guidance on handling the situation.
  • Document Incidents – If an attorney is particularly unprofessional, making a note of the incident (for the agency or personal records) can be useful, especially if similar problems arise with that firm in the future.

Preventative Measures for Future Depositions

To avoid finding yourself in a similar situation again, consider implementing proactive strategies:

  1. Request Seating Preferences in Advance – If working in an unfamiliar office, it may be helpful to request a basic ergonomic setup through the agency ahead of time.
  2. Carry a Portable Seat Cushion – While it won’t solve armrest issues, having a cushion can help with height adjustments and comfort.
  3. Be Prepared to Say No – If an environment is not conducive to doing the job properly, it is better to walk away than to compromise performance and well-being.

Final Thoughts

This situation highlights an important reality for freelance court reporters: You have the right to reasonable accommodations that allow you to do your job effectively. While most attorneys and offices will be willing to accommodate such a simple request, there may be rare instances where you encounter resistance. When that happens, standing firm while maintaining professionalism is key.

At the end of the day, court reporters provide an essential service in the legal system. The ability to produce an accurate transcript should never be compromised by something as avoidable as an unsuitable chair. Your comfort directly impacts your efficiency—never feel guilty for advocating for what you need to do your job well.

For those who spend long hours reporting from home, investing in a high-quality chair is essential. I’ve had my Herman Miller Embody chair for about a decade, and I couldn’t report without it. Designed for long-term comfort and optimal posture, it provides the perfect balance of support and flexibility, reducing strain during marathon transcription sessions. If you’re looking for a game-changer in home office ergonomics, this chair is worth every penny.

Movie “Lucy” with Scarlett Johannson features the Herman Miller “Embody” chair.

Published by stenoimperium

We exist to facilitate the fortifying of the Stenography profession and ensure its survival for the next hundred years! As court reporters, we've handed the relationship role with our customers, or attorneys, over to the agencies and their sales reps.  This has done a lot of damage to our industry.  It has taken away our ability to have those relationships, the ability to be humanized and valued.  We've become a replaceable commodity. Merely saying we are the “Gold Standard” tells them that we’re the best, but there are alternatives.  Who we are though, is much, much more powerful than that!  We are the Responsible Charge.  “Responsible Charge” means responsibility for the direction, control, supervision, and possession of stenographic & transcription work, as the case may be, to assure that the work product has been critically examined and evaluated for compliance with appropriate professional standards by a licensee in the profession, and by sealing and signing the documents, the professional stenographer accepts responsibility for the stenographic or transcription work, respectively, represented by the documents and that applicable stenographic and professional standards have been met.  This designation exists in other professions, such as engineering, land surveying, public water works, landscape architects, land surveyors, fire preventionists, geologists, architects, and more.  In the case of professional engineers, the engineering association adopted a Responsible Charge position statement that says, “A professional engineer is only considered to be in responsible charge of an engineering work if the professional engineer makes independent professional decisions regarding the engineering work without requiring instruction or approval from another authority and maintains control over those decisions by the professional engineer’s physical presence at the location where the engineering work is performed or by electronic communication with the individual executing the engineering work.” If we were to adopt a Responsible Charge position statement for our industry, we could start with a draft that looks something like this: "A professional court reporter, or stenographer, is only considered to be in responsible charge of court reporting work if the professional court reporter makes independent professional decisions regarding the court reporting work without requiring instruction or approval from another authority and maintains control over those decisions by the professional court reporter’s physical presence at the location where the court reporting work is performed or by electronic communication with the individual executing the court reporting work.” Shared purpose The cornerstone of a strategic narrative is a shared purpose. This shared purpose is the outcome that you and your customer are working toward together. It’s more than a value proposition of what you deliver to them. Or a mission of what you do for the world. It’s the journey that you are on with them. By having a shared purpose, the relationship shifts from consumer to co-creator. In court reporting, our mission is “to bring justice to every litigant in the U.S.”  That purpose is shared by all involved in the litigation process – judges, attorneys, everyone.  Who we are is the Responsible Charge.  How we do that is by Protecting the Record.

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