How to Ensure a Successful Virtual Meeting with Interpretation
In the new age of technology and with the COVID-19 pandemic, many businesses are learning how to conduct their meetings online. Virtual meetings that require an interpreter are different from regular meetings. They have some additional requirements and are subject to certain difficulties.
By following these tips, you can ensure that your virtual meeting with interpretation is successful and easy for all the parties involved.
Tips for the host
As the host, you will be setting up the meeting time and sending out meeting reminders. You will also probably be the one hiring or even using the interpretation. While the interpreter will need to complete their own training and documents, the host will also need to do their part to ensure the meeting is a success.
Learn the platform
The platform you conduct the meeting on should be easy to use for all parties involved. Learning how to use the features of the platform will make the meeting go smoother. It will also ensure professionalism.
Popular meeting platforms like Zoom have interpretation features you can use to make the meeting easier. People attending your meeting can choose to listen to the audio from one of the interpreters you choose. Ensure you know how to use the feature and send instructions to your attendees on how to use it. Remember to have the instructions translated if necessary.
Have a technical rehearsal
Having a rehearsal using all the tech equipment will allow you to see what’s working and what isn’t. When you have a real meeting, you can be sure that everything is working and not have to worry about experiencing issues.
During the rehearsal, make sure to include the speakers and the interpreters. Include all the equipment you will use in the real meeting and ensure everything works together well.
Share materials with the interpreters ahead of time
Try not to put the interpreter on the spot. You will want them to be as prepared as you are for the meeting. Sharing the meeting materials also allows them to ask questions ahead of time and ensure they understand the resources, your brand, your terminology, etc.
You will want to share speeches, presentations of slide shows, and videos they are expected to interpret. Most interpreters like to make notes and rehearse what they say before they are in front of people.
Tips for the interpreters
As the interpreter, the host, and the attendees will rely on you to pass on information. You will also oversee successful communication and ensure everyone is on the same page.
Keep all papers organized
Try not to struggle with documents while interpreting. The sound of shuffling paper is detrimental to communication and doesn’t make you sound professional. You may want to keep all papers in the order that you will be using them. You can also keep any notes close to you so that you can reference them easily.
Rehearse the meeting with a colleague
If you are working as a team, practice with all your colleagues. Consider practicing passing the mic as well to keep from appearing awkward or confusing to the participants. The audio should also not sound too loud or static when you’re passing the mic.
Receive training in the right platforms
Some interpretation platforms might require certain training or certifications. Practice using the platform you are expected to use and receive any training that’s needed. It’s also best to practice with the platform before the date of the meeting so you can appear professional and well-versed.
Consider having a backup device
Many interpreters choose to have an extra tablet or laptop for certain circumstances. Having two devices keeps you from worrying about issues you might encounter with technology. You can also use the second device to make notes or read materials if needed.
Tips for interpreters and hosts
Here are a few tips that both parties can follow to ensure the meeting’s success.
Set up the audio correctly
Most video platforms give you several options for speaker audio in your meetings. The best option for meetings is to use a headset mic. The computer’s built-in microphone is usually not the best quality, even with a stable WIFI connection.
Send instructions to meeting participants to use headset mics. Make sure they have ample time to set up everything they need and know how to use their headsets.
Check your internet connection
For video meetings, a stable internet connection is absolutely essential. The picture and the sound should be clear and visible. Many platforms allow you to check the speed and quality of your internet connection before you begin the meeting.
Try to check the internet connection with the network you plan to use a few days before the scheduled meeting. If it doesn’t seem stable enough, consider finding a new place or network for the event.
Choose a quiet area
If you are having the meeting from your home, choose an area that is quiet and free of clutter. A central room like the kitchen or living room where your kids might be playing is usually not the best place.
Ensure that the background of the room is appropriate and not too busy. A plain wall or a wall with a simple decoration is best.
Chang-Castillo and Associates (CCA) give you access to language service providers from all over the world. Our team of interpreters has been working for almost 3 decades. We’re fully equipped and offer Remote Simultaneous Interpretation (RSI) or Distance Simultaneous (DS) interpreting and teleconference services.
Our qualified interpreters are trained to work on several video platforms such as Zoom, Skype, and GoToMeeting. We can also work with your preferred platform and make suggestions to improve your events.
We can also give interpretation services on audio-only platforms or use video platforms with voice-only interpretation. We are ready and happy to work with you and your team to ensure successful virtual meetings.