Quality Communication as a Process Server

Quality communication is an important component of process serving. The process server’s ability to communicate with all parties clearly, professionally, and as efficiently as possible is essential to their success and effectiveness when serving legal documents. Here are some tips for improving the quality of communication as a professional process server:

1. Professionalism. A professional demeanor is key at all times. Empathy is essential.  Make the effort to understand where someone may be coming from, or what they may be going through in any situation. While not always easy or possible at times,  it will automatically convey respect.  Other forms of professionalism include being polite, respectful, and the careful choice of words in our communication.  This works in favor of establishing credibility and the seriousness of the situation.

2. Listening. Active listening is very important. Pay attention to what is said and pause before speaking. The opposite is passive listening, or waiting to talk.  Maintain non threatening eye contact and avoid interrupting.  Through active listening, critical information can be gathered when communicating with individuals that may have valuable information to share regarding your respondent, or individual intended to receive court documents.

3. Language. When presenting documents for service, clear and concise language works best.  Brevity works well here, because less is more in this situation. Avoid legal jargon, or any legal discussion of the details contained within.  Your language must convey the importance and purpose of the documents being presented for service of process. Respond instead of react.

4. Empathy. Try to understand your audience. Some people are expecting service, and have even been eagerly anticipating their arrival.  Others have no idea that there are legal documents with their name on them until the server shows up to serve process.  Try to adapt communication levels to the response of the recipient.  Directing them to contact their attorney, or the court of origin if presented with questions. Never give legal advice.

5. Privacy. Never share details of any legal matter or court proceeding with unauthorized individuals.  This maintains trust and integrity within the legal system. 

6. Documentation. Proper documentation and note taking is essential for process serving. A journal containing the dates, times, locations, who was spoken to, along with the details of the conversation are important components for establishing evidence of proper service, or that diligence has otherwise been established.

7. Appearance. Maintain a professional appearance at all times. First impressions matter. Adhere to any dress codes required by the court or organization. As a process server, a professional presentation is a good place to start establishing credibility before any words are spoken.

8. Respect for Time.  Time is of the essence in the legal community. Be on time for all court hearings, depositions or other legal meetings.  Maintain a well groomed calendar or other productivity system that ensures deadlines for service are met.  Often brevity is best when communicating with paralegals or office staff, as time and billable hours impact nearly every aspect of running a legal business. 

9. Empathy.  No, not a typo, this one gets two mentions here. Understanding the emotions and concerns of others, whether it be the client or the respondent for service or process, is key and ground zero for quality communication as a process server. This can often diffuse potentially tense situations, and ensure the goals of the client and the server are met when they are both on the same page from the start. 

10. Technology. Use it wisely. Whether communicating via secure and encrypted email, or a digital vault with the same, privacy and security is important when it comes to maintaining security and confidentiality in the legal field. 

Effective communication is near the top of the list of skill requirements for professional process servers.  By conducting yourself with professionalism, active listening, careful choice of language, practicing empathy, respecting privacy, proper documentation, maintaining a professional appearance, being punctual, understanding the emotions and concerns of others, and utilizing technology, process servers can help ensure their part in the legal justice system is done both effectively and professionally. 

Thank you for using Capital Discovery Solutions for all of your needs for a process server in Columbus Ohio.