How do you set the stage for successful settlement negotiations?
Dan: Have a plan. Too many lawyers look at mediation the same way they look at a court settlement conference. They appear with settlement authority, but without a plan. That becomes a fatal error and often results in an unsatisfactory result. The parties need to agree, in advance of the mediation, about the issues that they may need to resolve. The parties and the mediator need to recognize those issues as they prepare for the mediation process and address how those questions may be resolved. Agreeing on the timetable and process then offers a road map for each party to prepare.
The parties and the mediator can collectively create a process that all agree is fair, equitable, and useful. Who will pay for the process? What time will be included in the mediator’s fee? Will parties provide the mediator with submissions and will those be shared with other parties? Will there be private caucuses with the mediator prior to the mediation session? Is there a requirement that the parties themselves appear at the mediation or can they be merely available by telephone? What will be rules on confidentiality? Will there be opening statements in a joint session? Will there be the opportunity to caucus, just with the lawyers and without the parties present? What are the rules on confidentiality? If documents are produced in mediation, can they be used in future legal proceedings if the mediation does not result in settlement?
Jean: Absolutely agree. In addition, consideration should also be given to intangibles. What might be the most effective way to negotiate, given the personalities and interests of those involved (parties, counsel, mediator, adjuster) and relationships the parties may have (family, business partners, former friends)? How might personalities or emotion impact the negotiations? What ways can be used to diffuse anger, frustration, or negative emotions to utilize positive emotion? Will the mediation be held online, in-person, or hybrid? What will it look like, and are acceptable arrangements in place? Has sufficient information and documentation been exchanged by counsel, so the other side has sufficient time to evaluate its impact? Even if not yet exchanged in discovery, consider exchanging information in the mediation context. Prior settlement discussions? What about a confidentiality agreement? Use one? Who to prepare?
Pre-mediation calls with the mediator, both individually and as a group, are such an important tool. These calls essentially act as the start of the mediation process, leaving everyone ready to get to work on mediation day. They can result in greater clarity as to factual issues, identification of dynamics that need to be addressed or avoided, exchange of information that can assist the negotiation process, and “buy-in” from counsel who together with the mediator are designing for their clients a process to ideally best position that particular matter for resolution. I highly recommend them.
Can you give some examples of what you mean by “planning” and “process”?
Dan: As to issues that may need to be resolved, for example, a disagreement on additional insured status of a party, the impact of a contractual indemnity agreement or other risk transfer issues, questions about primacy of coverage, all may make resolution of a bodily injury or construction defect case very difficult to attain if those issues are left unaddressed until mediation day. In a case involving a construction site accident where the plaintiff sustained serious bodily injuries, it can make sense to schedule coverage or risk transfer mediation prior to the mediation session in the underlying lawsuit. Assuming one gets past the coverage and risk transfer issues, are there significant liability issue both with regard to the plaintiff(s) and the defendant(s) or between and among defendants?
Jean: Dan’s points are well taken. Anytime there are multiple insurers, plaintiffs, or defendants, whether and how to phase the mediation process needs to be considered. In matters involving multiple issues, it helps to identify “low hanging fruit” issues that can perhaps be more easily resolved earlier on in the day. This approach can be especially helpful in resolving business disputes and for matters where greater factual clarification is warranted.
Planning also plays a part on the other end of the mediation process. If it is clear that mediation day is ending without a complete settlement, I like to give the parties and counsel hope for resolution after further discussions. Where are the stumbling blocks? Is there further information that can be shared, or limited discovery taken that will clear the path to resolution? Leave people with homework and a plan to reconvene. Without that, there can be little hope and gains from the day may be lost. Often, settlement will be had via follow-up telephone diplomacy after everyone has had a chance to “sleep on it.” Or not. And if not, so be it. Settlement at any cost, should not be part of the plan! That is why we have courthouses.
What about joint sessions and opening statements?
Jean: For most California mediations in commercial, insurance, and general civil litigation, formal opening joint sessions with an opening statement or substantive presentation have gone by the wayside. People tend to start with a meet and greet, i.e. introductions of the participants, and then separate out into breakout rooms and get to work, coming together throughout the day as may be appropriate. That said, there are a myriad of reasons why starting with a substantive joint session may be beneficial. It depends on the case, the issues, personalities, and wants/needs of the parties and counsel. This is a topic that should be addressed in advance of mediation day so that expectations can be properly managed.
Dan: Jean is right, that in most cases, opening statements and joint sessions have gone by the wayside, but I’m old school. I think that a mediation opening session is the only time when a lawyer can talk to her or his opponent’s client, directly, and without the filter of a lawyer reinterpreting what the speaking lawyer is trying to convey. It gives an opportunity, in certain cases, to show empathy and compassion, to express feeling, and to reach and touch the opposing party in a way that may help lead to resolution. Opening statements gives the lawyers that chance, not to talk to the mediator, but to speak, candidly and kindly, to the opposing party. It is not a time to be positional, but reflective and understanding.
Why do you mention confidentiality agreements?
Jean: Mediation confidentiality has been the subject of much discussion since the start of the pandemic, primarily triggered by the transition to online mediation with people participating from many locations. There is no national mediation confidentiality law in America. Some states have adopted the Uniform Mediation Act, which provides for a mediation privilege while the Federal Rules of Evidence and various state statutes provide for mediation confidentiality, often via Evidence Code provisions. Those provisions are not a privilege.
So, what is the essence of the discussion then? It is primarily the impact of choice of law rules being applied by courts. Some states have strong confidentiality statutes and others, not so strong. Communications in connection with a mediation, whether in person or online, may well be treated as not confidential by a court in another action or later proceeding, to the consternation of a party who was expecting total confidentiality without limitation, forever. This is true even where there may have been a signed confidentiality agreement. [See, e.g., the following articles published in Law360 authored by Jeff Kichaven: What You Say in Online Mediation May Be Discoverable (2020), Mediator Confidentiality Promises Carry Serious Risks (2020), and Beware the ‘Standard’ Mediation Confidentiality Agreement (2016). See also Larson v. Larson, 687 Fed. App’x 695 (10th Cir. 2017), People v. PwC, 150 A.D.3d 578 (N.Y. App. Div. 2017), Hauzinger v. Hauzinger, 43 A.D.3d 1289 (N.Y. App. Div. 2007), aff’d, 10 N.Y.3d 923 (2008), General Electric Co. v. APR Energy PLC, 2020 WL 2061423 (S.D.N.Y., Apr. 29, 2020) and related Memorandum and Order, supra, (S.D.N.Y., 19-CV-3472 -VM-KNF, Dec. 14, 2020); Accent Delight v Sotheby, 2020 WL 7230728 (S.D.N.Y., Dec. 8, 2020).]
Conversely, a signed confidentiality agreement may be enforced that extends beyond the scope of either the UMA or state confidentiality statutes, to the potential detriment of a client. [See Facebook v. ConnectU, 640 F.3d 1034 (9th Cir. 2011); Kichaven articles, supra note 1.]
The lesson? Neither counsel nor mediator can promise that any mediation is completely confidential. There are no guarantees. That said, be mindful of this discussion as part of your planning and consider what particular form of confidentiality agreement to recommend, or not, to your client for signature – just as you would advise re any other contract.
Dan: Jean’s comments are spot on, but we try indeed to assure confidentiality to the extent humanly and legally possible. I tell the parties that I will destroy all my mediator’s notes once the mediation has come to an end so that I cannot be called to testify of any matter of substance, and I do just that. Without that candor, without that best promise of confidentiality, mediators have a difficult time securing the trust of the participants, so we try all we can to maintain as much confidentiality as the law permits.
Any concluding thoughts?
Jean: Each case is unique to the facts of the loss/claim, the needs of the parties, and dynamics of the involved personalities. There is no one-size-fits-all approach to mediation. Negotiation style in one matter may not work in another. The most successful mediations are those where both the mediator and counsel have taken the time to consider how best to personalize the process. There are many ways to define success in mediation. Even if a mediation does not result in a complete settlement on mediation day, that does not mean the day was not worth the effort or that the mediation “failed.” It may have been a whopping success in opening lines of communication, helping to repair broken relationships, focusing and clarifying factual or legal issues, and in otherwise setting the stage for further settlement discussions. Mediation is a process, not an event. Keep an open mind and a positive mindset. Roads to resolution are rarely straight. Enjoy the journey!
Dan: There are many ways to resolve civil disputes, some more expensive and time consuming than others. Parties, of course, can take their cases to trial, engage in years of expensive discovery, retain and invest in any number of experts, seek or produce endless documents or electronic case files, and then turn the dispute over to a judge or jury to fact find and render a verdict. Alternatives to that process abound, and those seeking a more efficient method to dispute resolution have a variety of available options to consider: arbitration, neutral evaluation, court-annexed settlement conferences, court-sponsored mediation, and private mediation.
Mediation is, for the most part, a voluntary process; although we recognize that a growing number of courts are requiring attempts at dispute resolution, either before discovery commences or at the conclusion of the discovery process. The private mediation process provides the greatest opportunity for creative resolution and problem solving. A skilled mediator, not burdened by the brief time allotted for court-annexed opportunities, can assist in developing solutions satisfactory to all sides, and present options for resolution a jury could never consider. Agreeing in advance on a timetable and process offers a road map for each party to prepare. Understand your opponent’s position and recognize it. Understand your client’s needs. Negotiate and embrace the process to “get to yes.”
Based in Los Angeles, Jean Lawler is an attorney, mediator, and arbitrator, focusing on commercial, insurance, and civil matters pending at the trial and appellate levels. She regularly mediates a wide variety of insurance, business, and tort litigation matters, as well as federal ADA accessibility lawsuits regarding architectural barriers and websites. Certified Information Privacy Professional certified, Lawler also mediates matters involving data breaches, ransomware, and cyber losses. Lawler is presently serving as chair on an arbitration panel for an insurance dispute.
A senior member at Hurwitz & Fine, P.C., Dan Kohane has distinguished himself in managing the ever-evolving area of insurance coverage serving regional, national, and international clients. An accomplished trial lawyer and litigator, Kohane is also active behind the scenes, advising clients on a broad range of matters involving litigation including insurance coverage, bad faith, tort defense, and professional ethics. Kohane also has extensive experience mediating complex casualty and insurance coverage disputes and serves on the American Arbitration Association Complex Coverage Neutral Evaluation Panel and Commercial Arbitration panels. He has also recently been appointed and certified to the panel of Federal Mediators in the Western District of New York.