How to increase odds of client satisfaction post-arbitration
Source:
Massachusetts Lawyers Weekly
Date:
December 15, 2014
By Eric E. Van Loon
Full-scale courthouse
litigation is pricing itself
out of the market of cor-
porate affordability. Ex-
cept for truly “bet the
company” matters, the
costs of extensive dis-
covery, dispositive motions, expert re-
ports and challenges, not to mention a
full hearing, are becoming prohibitive.
Arbitration should be a quicker,
cheaper, more thoughtful way to resolve
business disputes. Y et, increasingly, some
arbitrations are becoming as elaborate,
prolonged, expensive and unsatisfactory
as the courthouse alternative they were
supposed to avoid.
Following are nine steps counsel can
take to increase the odds that their
clients will feel greater satisfaction after
an arbitration.
1. Choose an efficient and knowl-
edgeable neutral. Prospective arbitra-
tor interviews rightly inquire about sub-
ject matter experience. Make efficiency,
a firm hand and process streamlining
techniques equally important criteria
when selecting the arbitrator.
2. Involve in-house counsel direct-
ly in the initial procedural hearing.
The initial scheduling hearing sets the
tone, and often the requirements, for the
rest of the process. Direct in-house
counsel participation can be a counter-
weight to counsel’s understandable ten-
dency to want to leave no stone un-
turned for a comprehensive evidentiary
presentation. It helps give clients, who
are footing the bill, more effective par-
ticipation in determining the balance
between a cost-effective and a compre-
hensive process.
3. Limit discovery, especially depo-
sitions. As in litigation, an arbitration
discovery process can be a major cost
driver (in both dollars and time). Both
JAMS and AAA rules provide for limited
depositions, but the parties, by mutual
consent, can and often do propose more
than the rules provide. If the parties have
selected an arbitrator inclined toward ef-
ficiency, one likely to resist even a joint
proposal for many depositions, some pro-
tection is already in place. Better yet is for
counsel to think hard about how infor-
mation to present the essence of their
case can be developed through the fewest
number of depositions and to push for
reasonable limits.
4. Agree to limit, or eliminate, dis-
positive motions. Summary disposi-
tion motions are rarely successful in ar-
bitration, mainly because summary
disposition is inappropriate where key
issues of material fact are in dispute, be-
cause appeal is rarely available, and be-
cause one limited ground for overturn-
ing an award is arbitrator failure to give
a party an opportunity to present its
case. Nonetheless, litigants often offer
and brief such motions in order to seek
to educate the arbitrator(s) on key is-
sues, or to narrow the scope of the hear-
ing. Some efficiency-oriented arbitra-
tors require a short petition seeking
leave for any such motion and request
opposition to such leave, before allow-
ing a dispositive disposition request. To
seize the initiative and reduce unneces-
sary client expense, consider approach-
ing opposing counsel before the initial
scheduling hearing to make a joint pro-
posal limiting or prohibiting dispositive
motions.
5. Stipulate chronologies and
undisputed facts to the maximum
extent possible. A remarkable propor-
tion of many arbitration hearings is used
to establish the evidentiary basis for facts
that are not in dispute. Attorneys can
save client expense, time and frustration
by asking the arbitrator to require stipu-
lations of the basic factual chronology
and all facts not reasonably in dispute.
6. Agree to eliminate challenges
to exhibit admissibility, except
when absolutely necessary. If the
parties have chosen the arbitrators(s)
wisely, they will be more than able to
weigh evidence “for what it’s worth. ”
MASSACHUSETTS
www.masslawyersweekly.com
December 15, 2014
How to increase odds of client
satisfaction post-arbitration
Eric E. Van Loon, Esq. is a neutral with
JAMS in Boston and has mediated and arbi-
trated many high-profile matters. Recently
named “Best Arbitration Lawyer – Boston” by
Best Lawyers, Mr. Van Loon can be reached
at evanloon@jamsadr.com.2 • Massachusetts Lawyers Weekly
Eliminating typical objections, consid-
eration of them, and rulings on them,
will speed the arbitration process sig-
nificantly. It will keep the hearing fo-
cused on what is truly important to an
intelligent resolution on the merits. It
also can help the client representative
feel that his time at the hearing is being
well-spent.
7. Consider the possibility of re-
quiring written direct testimony
(especially expert) submitted in ad-
vance. This is commonplace in Europe
and in international arbitration. While
it is important to retain the ability to
introduce the witness and establish his
credibility, limiting direct testimony
can shorten the hearing process im-
measurably, while focusing decision-
maker attention on the key matters in
dispute.
8. Request a “reasoned opinion” of
a not-to-exceed or approximate
length. Consider in advance what
length might be sufficient for clients to
understand (only in a miscarriage of jus-
tice circumstance, of course) why an
award is entered against them. A joint re-
quest to aim for, say, 20 or 30 pages can
shorten panel deliberation, reduce cost
and bring a quicker result (even though
this could also deprive the panel of the
opportunity to provide, at the client’s ex-
pense, the definitive magnum opus on
the subject of the dispute).
9. Be especially efficiency-con-
scious when the arbitration clause
allows prevailing party attorneys’
fees. Especially in this circumstance, it
is prudent to conduct the process as if
the client could be found to be the non-
prevailing party in the end. While it is
tempting for litigators to believe that
“the other party will have to pay our ex-
penses anyway, ” this attitude can esca-
late costs — and sometimes produce
disastrous results.
Two countervailing considerations
could be good reasons to disregard these
suggestions:
• Clients want to feel that their
strongest/best possible case has
been presented; and
• A thoughtful, detailed award can
demonstrate that every argument
was considered thoroughly, even
when a ruling goes against the
client.
Ultimately, the client may decide that
these factors (presenting comprehensive
evidence and/or having a full elucida-
tion of how every argument was re-
solved) trump efficiency and cost sav-
ings. Y et, even in these circumstances,
isn’t it better for clients to have alterna-
tive approaches laid out, to evaluate
them carefully, and to make the decision
themselves?
Client satisfaction after an arbitration
can stem from a variety of factors. A fa-
vorable ruling is, of course, high on the
list. Understanding the decision,
whichever way it goes, is another.
In addition, I would submit, is feeling
that the process was business-like, cost-
sensitive, efficient and focused on the
heart of the dispute.
These nine suggestions can contribute
to the client’s satisfaction, once the arbi-
tration is over and the client has moved
on. And that, in addition to the compre-
hensiveness of the presentation, can be a
key to the client’s satisfaction.
MLW
December 15, 2014
Reprinted with permission from The Dolan Co., 10 Milk Street, Boston, MA 02108. (800) 444-5297 © 2014 #02005vw
www.jamsadr.com
MASSACHUSETTS www.masslawyersweekly.com December 15, 2014 How to increase odds of client satisfaction post-arbitration By Eric E. Van Loon Full-scale courthouse litigation is pricing itself out of the market of corporate affordability. Except for truly "bet the company" matters, the costs of extensive discovery, dispositive motions, expert reports and challenges, not to mention a full hearing, are becoming prohibitive. Arbitration should be a quicker, cheaper, more thoughtful way to resolve business disputes. Yet, increasingly, some arbitrations are becoming as elaborate, prolonged, expensive and unsatisfactory as the courthouse alternative they were supposed to avoid. Following are nine steps counsel can take to increase the odds that their clients will feel greater satisfaction after an arbitration. 1. Choose an efficient and knowledgeable neutral. Prospective arbitrator interviews rightly inquire about subject matter experience. Make efficiency, a firm hand and process streamlining techniques equally important criteria when selecting the arbitrator. 2. Involve in-house counsel directly in the initial procedural hearing. The initial scheduling hearing sets the tone, and often the requirements, for the rest of the process. Direct in-house counsel participation can be a counterweight to counsel's understandable tendency to want to leave no stone unturned for a comprehensive evidentiary presentation. It helps give clients, who are footing the bill, more effective participation in determining the balance between a cost-effective and a comprehensive process. 3. Limit discovery, especially depositions. As in litigation, an arbitration discovery process can be a major cost driver (in both dollars and time). Both JAMS and AAA rules provide for limited depositions, but the parties, by mutual consent, can and often do propose more than the rules provide. If the parties have selected an arbitrator inclined toward efficiency, one likely to resist even a joint proposal for many depositions, some protection is already in place. Better yet is for counsel to think hard about how information to present the essence of their case can be developed through the fewest number of depositions and to push for reasonable limits. 4. Agree to limit, or eliminate, dispositive motions. Summary disposition motions are rarely successful in arbitration, mainly because summary disposition is inappropriate where key issues of material fact are in dispute, because appeal is rarely available, and because one limited ground for overturning an award is arbitrator failure to give a party an opportunity to present its case. Nonetheless, litigants often offer and brief such motions in order to seek to educate the arbitrator(s) on key issues, or to narrow the scope of the hearing. Some efficiency-oriented arbitrators require a short petition seeking leave for any such motion and request opposition to such leave, before allowing a dispositive disposition request. To seize the initiative and reduce unnecessary client expense, consider approaching opposing counsel before the initial scheduling hearing to make a joint proposal limiting or prohibiting dispositive motions. 5. Stipulate chronologies and undisputed facts to the maximum extent possible. A remarkable proportion of many arbitration hearings is used to establish the evidentiary basis for facts that are not in dispute. Attorneys can save client expense, time and frustration by asking the arbitrator to require stipulations of the basic factual chronology and all facts not reasonably in dispute. 6. Agree to eliminate challenges to exhibit admissibility, except when absolutely necessary. If the parties have chosen the arbitrators(s) wisely, they will be more than able to weigh evidence "for what it's worth." MASSACHUSETTS www.masslawyersweekly.com December 15, 2014 How to increase odds of client satisfaction post-arbitration Eric E. Van Loon, Esq. is a neutral with JAMS in Boston and has mediated and arbitrated many high-profile matters. Recently named "Best Arbitration Lawyer – Boston" by Best Lawyers, Mr. Van Loon can be reached at evanloon@jamsadr.com. Eliminating typical objections, consideration of them, and rulings on them, will speed the arbitration process significantly. It will keep the hearing focused on what is truly important to an intelligent resolution on the merits. It also can help the client representative feel that his time at the hearing is being well-spent. 7. Consider the possibility of requiring written direct testimony (especially expert) submitted in advance. This is commonplace in Europe and in international arbitration. While it is important to retain the ability to introduce the witness and establish his credibility, limiting direct testimony can shorten the hearing process immeasurably, while focusing decisionmaker attention on the key matters in dispute. 8. Request a "reasoned opinion" of a not-to-exceed or approximate length. Consider in advance what length might be sufficient for clients to understand (only in a miscarriage of justice circumstance, of course) why an award is entered against them. A joint request to aim for, say, 20 or 30 pages can shorten panel deliberation, reduce cost and bring a quicker result (even though this could also deprive the panel of the opportunity to provide, at the client's expense, the definitive magnum opus on the subject of the dispute). 9. Be especially efficiency-conscious when the arbitration clause allows prevailing party attorneys' fees. Especially in this circumstance, it is prudent to conduct the process as if the client could be found to be the nonprevailing party in the end. While it is tempting for litigators to believe that "the other party will have to pay our expenses anyway," this attitude can escalate costs — and sometimes produce disastrous results. Two countervailing considerations could be good reasons to disregard these suggestions: • Clients want to feel that their strongest/best possible case has been presented; and • A thoughtful, detailed award can demonstrate that every argument was considered thoroughly, even when a ruling goes against the client. Ultimately, the client may decide that these factors (presenting comprehensive evidence and/or having a full elucidation of how every argument was resolved) trump efficiency and cost savings. Yet, even in these circumstances, isn't it better for clients to have alternative approaches laid out, to evaluate them carefully, and to make the decision themselves? Client satisfaction after an arbitration can stem from a variety of factors. A favorable ruling is, of course, high on the list. Understanding the decision, whichever way it goes, is another. In addition, I would submit, is feeling that the process was business-like, costsensitive, efficient and focused on the heart of the dispute. These nine suggestions can contribute to the client's satisfaction, once the arbitration is over and the client has moved on. And that, in addition to the comprehensiveness of the presentation, can be a key to the client's satisfaction. MLW