Zoom Mediation Done Right

The rise of virtual mediation wasn’t just a response to necessity—it was the beginning of a new era in dispute resolution. And it’s here to stay.

What began as a workaround during the pandemic has matured into an efficient, cost-effective, and flexible format that attorneys, clients, and neutrals alike continue to embrace. At Schreiber ADR, I’ve conducted hundreds of mediations via Zoom and other virtual platforms. While the medium has changed, the fundamentals of good mediation remain the same—with a few added layers of preparation and nuance.

Here’s what I’ve learned about making virtual mediation successful, seamless, and just as productive as being in the room together.

The Medium Is Different—But the Mission Is the Same

Zoom mediation doesn’t weaken the power of the process—it just demands a new level of intention. The best virtual mediations feel personal, organized, and efficient, but that’s not by accident. Just like courtroom advocacy requires adapting to the forum, virtual mediation requires purposeful adjustments to process and presence.

It starts with the basics:

• Ensure all parties have tested their connection, camera, and microphone ahead of time.

• Send out an agenda and tech instructions in advance.

• Make sure decision-makers and clients are clearly identified and available without interruption.

A neutral can facilitate much of this with a pre-mediation email or short technical run-through the day before.

Breakout Rooms Are a Feature, Not a Flaw

One of the most powerful tools in virtual mediation is the private breakout room. It mimics the physical separation of traditional caucusing, while offering flexibility for confidential side conversations and consultant access.

For attorneys, this means having the ability to communicate candidly with your client without losing proximity to the process. For mediators, breakout rooms offer a dynamic way to manage tone, timing, and strategic flow.

Pro tip: If you’re using Zoom, rename each room clearly—“Plaintiff + Counsel,” “Defense + Carrier”—so everyone knows where they’re meant to be. And always have a backup plan for reentry if someone drops off.

Screen-Sharing as a Strategic Advantage

In traditional mediation, you’re limited to what you can print or carry into the room. On Zoom, screen sharing becomes an on-the-fly visual tool. Want to highlight a line in a contract, display a damages chart, or walk through a timeline? With proper pacing, screen sharing makes your argument more tangible—and helps bridge any misunderstanding between parties.

Just be sure that what you're sharing is prepared, clean, and appropriate for mediation (not litigation). Avoid legalese and focus on clarity.

Maintain Professional Presence

It may sound obvious, but virtual etiquette matters.

• Appear on camera, in a quiet space, dressed professionally.

• Maintain eye contact with the camera when speaking—it builds connection.

• Avoid multitasking; presence is still a critical form of advocacy.

A well-prepared attorney with a present demeanor is just as impactful on Zoom as they are at the mediation table.

Leverage the Flexibility of Virtual Mediation

Zoom opens the door to new opportunities:

• Clients who are out of state can participate fully.

• Mediation days can be split over multiple sessions to allow reflection.

• Experts or insurers can join only for the part of the day they’re needed.

In many cases, this makes virtual mediation not just an alternative—but a preferable format.

Mediation has always been about meeting parties where they are—factually, emotionally, and legally. Zoom simply expands that concept into a virtual environment. When done right, Zoom mediation is not a compromise—it’s a strategic tool.

At Schreiber ADR, we’re proud to offer seamless, secure, and successful virtual mediations—and we’ll continue to refine the process to meet the evolving needs of litigators and their clients.

If you’re considering Zoom for your next mediation, let’s talk about how to make it work for your case.