5 Tips to Set Up Interpretation Services for a Virtual Meeting

As interconnectivity becomes one of the most important words in business, the ability to communicate effectively across boards and cultural divides tops the list of needs for success. Virtual meetings have become commonplace, but technological advances still fall short when it comes to basic human interactions. This is especially true if the people involved do not all speak the same language with native skills. Introducing a human interpreter into the mix is the right decision, but how can you set up the virtual meeting to work smoothly for everyone? These steps lead you through the process.

1 – Choose the Best Interpretation Service

The first step in making sure everything works smoothly and everyone can understand the entire virtual meeting is to choose the best interpreter possible. When you opt for Atlantic Interpreters, you do not have to worry about this. Every language expert has full local knowledge, cultural understanding, and the highest levels of professionalism around. Also, they are highly trained and familiar with virtual meeting systems and how best to integrate their efforts into business, educational, or personal conversations as needed.

2 – Use the Right Technology and Systems

Some companies and institutions use proprietary meeting systems developed or adopted in-house specifically for them. However, most opt for one of the popular platforms like Zoom. These make virtual meetings easy and accessible for all. The ‘right’ option for your needs depends on many factors. Most importantly, everyone involved needs access to it, an understanding of how it works, and suitable connectivity so no one misses anything.

3 – Check Sound and Accessibility

A simple “Can everyone hear me?” question at the start of a virtual meeting is not enough to ensure proper sound levels, accessibility, or integration of the interpreter’s efforts. Take a few minutes to speak as the leader of the meeting to ensure everyone has their sound at the right levels. Make sure everyone who needs to speak has the same opportunity. Check for delays, interruptions in the signal, and other potential issues. Test features like screen share or whatever else you intend to use during the meeting.

4 – Tell Everyone and Introduce the Interpreter

While the best interpreters integrate smoothly with a virtual meeting process, it makes sense to introduce them at the start so the people who speak the different languages know who to listen to. Communication works better when expectations are set and met. Of course, the intention is not to make the interpreter someone’s new best friend or pretend they are a part of the business deal. Simply inform the meeting participants they are there and will be helping with the language barrier issues.

5 – Have Technical Support on Standby

Everyone who takes part in virtual meetings on a regular basis has experienced technical difficulties at one time or another. While the interpretation experts from Atlantic Interpreters are equipped with the best tech and have reliable connectivity, things can still go wrong with others when communicating internationally. Either know how to fix these issues yourself or have technical support backup ready and able to step in when necessary. This will ensure a much smoother experience for all.

Adding a professional interpreter to your virtual meetings does not have to be difficult. In fact, it is one of the most beneficial things you can do when conducting international meetings or managing a diverse team. As long as you set the tech systems and platform up properly, make everyone aware of the interpreter there to help, and approach potential issues proactively, things will go smoothly and you will get a lot done.