For many law firms, appearance coverage is often decided last minute and as a reaction to a busy calendar. While that approach works in certain circumstances (a one off last minute appearance, an associate who has called out sick, etc.), doing this regularly may cause your office unnecessary stress, missed details, and inefficiency, which could also result in receiving a less than favorable appearance outcome.
With more than 15 years of experience providing court coverage across New York and New Jersey, ZR Per Diem Services has observed how successful law firms stay ahead of their calendar with ease. As we head into 2026, the firms that operate most effectively are adopting a few distinct practices — and ZR Per Diem has the data to support it.
1. Coverage Works Best When It’s Centralized
One of the biggest challenges we see is coverage requests coming in through multiple channels: emails, phone calls, texts, and informal conversations. When information lives in too many places, details get missed.
What the numbers show:
Streamlining takeaway:
Capturing them in one centralized intake process, creates consistency, reduces back-and-forth, and saves time for both attorneys and staff.
To support this process, ZR Per Diem developed Revolution, a centralized portal available via desktop and mobile, designed to capture coverage requests, communications, and reporting in one place.
2. Separating Court and Non-Court Coverage Improves Outcomes
Each requires different preparation, communication, and reporting. Court appearances and non court appearances, such as depositions and arbitrations, are not interchangeable.
What changes in practice is simple but important: clearly identifying what type of coverage is being requested at the outset and what the directive is for your per diem.
What we’ve seen:
Depositions and other non-court assignments often require different preparation materials and timelines, whereas court appearances may involve more straightforward, day-of or prior-day updates.
Streamlining takeaway:
Separating court and non-court coverage shifts the focus from simply filling coverage to preparing the per diem attorney appropriately upfront. When expectations, materials, and timelines are clear at initial scheduling, per diems can prepare more effectively — reducing follow-up questions and leading to smoother, more confident appearances.
3. Clear, Concise Reporting Drives Efficiency
An appearance report isn’t just a formality — it’s a decision-making tool for the attorney of record and their staff.
The most effective reports answer three questions clearly:
When those answers are clear, attorneys can move their case forward without additional calls, emails, or delays.
Coverage data highlights:
For clients, clear reporting means fewer interruptions, faster next steps, and less non-billable time spent clarifying what occurred in court.
Streamlining takeaway:
Clarity at the reporting stage that we provide prevents time loss later and drives efficiency in case management.
4. Planning Coverage Doesn’t Eliminate Urgency — but It Changes It
Many firms assume urgent coverage requests are unavoidable. In reality, urgency has evolved alongside increased caseloads and demand. We often receive requests for same day or last minute coverage from clients. The numbers have increased over a five year span.
What our data shows:
Each urgent request requires immediate coordination, rapid confirmation, and real-time communication often layered onto already full calendars.
If urgency and pressure feel more constant than they did a few years ago, that perception is accurate — demand has changed, and coverage needs have evolved alongside it.
The takeaway is not that urgency can be eliminated but that planning, systems, and communication reduce the friction urgency creates.
Streamlining takeaway:
Proactive planning doesn’t remove urgency, but it makes it more manageable and less disruptive for owners, attorneys, and staff navigating busy court days.
5. Technology Helps — When Paired With People
Technology alone doesn’t solve coverage challenges. The law firms that streamline most effectively combine systems with responsive, knowledgeable support.
What firms value most:
In 2026, efficiency comes from smart systems supported by experienced people, not automation alone.
Final Thoughts: Streamlining Is About Process, Not Speed
The law firms that run smoother aren’t moving faster — they’re operating smarter.
They:
Streamlining court coverage in 2026 isn’t about doing more — it’s about doing it better.
Metrics referenced above are based on aggregated internal review, representative sampling, and directional historical comparison. Exact outcomes vary by firm, practice area, and time period.