Top Five Tips to Manage On-site Interpreting Projects



Top Five Tips To Manage On Site Interpreting Project

Interpreting plays an integral part in getting any work that involves communication done. It facilitates and opens doors for everyone around the world to communicate and collaborate for a diversity of reasons. It’s not just about words rather concepts and that’s why interpreting breaks down the language barriers. For instance, it has become a familiar scene for foreigners and Arabs to come together for business, and interpreting has made that possible. Between these business meetings, educational workshops, medical encounters, and large conferences, the possible list of interpreting projects goes on and on.

Any interpreting project can either be on-site (which is also known as in-person or face-to-face interpreting) or on-phone (also known as remote interpreting). The preferences between both are determined by many factors, including the client’s request, the nature of the project itself, and a lot more.

We believe that a well-executed interpreting project is what it takes to accomplish your targeted mission. This is a concrete basis for arranging an on-site interpreting event; it is strictly paramount that these events should be well-organized, professionally accomplished, and highly satisfactory for the client.

In this blog post, we provide our top tips for successful on-site interpreting projects; check them out.

1- Decide on the On-site Interpreting Project:

Simultaneous or Consecutive?

Once a request for an on-site interpreting project is received, the priority goes for defining the type of interpreting involved in the event. There are two types of on-site interpreting: Simultaneous Interpreting and Consecutive Interpreting.  Sometimes, there is a slight confusion to differentiate between both types, so briefly let’s find out what each of them means:

  • Simultaneous Interpreting (SI): It refers to the process where an interpreter translates a message/speech into the target language as quickly and adequately as he/she can while the speaker continues to speak. Therefore, the interpreter assigned for SI, who sits in a sound-proof booth, should be highly qualified and proven to have masterful language skills and great subject-matter expertise. In addition to that, the equipment needed here is considerably complex. SI is usually convenient for large conferences, ceremonies, and information-rich presentations.
  • Consecutive Interpreting (CI): This one, on the other hand, refers to the process where an interpreter translates a message/speech after the speaker has finished speaking. The speech is divided into segments where the speaker regularly pauses and the interpreter gets to translate chunks of the speech. The equipment for this one is really basic, yet interpreters here need to be highly trained to give undivided attention to the speaker, while taking notes so as not to miss anything until the speaker pauses. This type goes perfectly well for small or one-to-one meetings.

Based on the client’s on-site interpreting request whether it’s simultaneous or consecutive interpreting project, arrangements for providing the equipment needed are taken care of by the interpretation supplier. Equipment suppliers are contacted and informed to provide the equipment requested according to the date of the event and the number of the attendees (to bring the requested number of headsets, wireless devices, mics, booths, etc…)

2- Information Gathering: The More, the Better

With an outline suggested by the type of the interpreting project, it’s time for pointing out some aspects to assess the project’s scope. This pre-planning fundamental phase involves gathering as much information as possible from the client about the task in hand.  Clients are encouraged to give concrete details and efficient background to ensure a better vision of the whole project, which makes it a critical stage that allows service providers to analyze and manage the event as perfectly as it should.

So, what kind of information might help in organizing the event? The following list brings the main questions a client shall provide answers for with the event organizers:

  • Date , location, duration, and agenda of the event
  • The language pair
  • The subject matter of the event
  • The number of the event’s attendees
  • The number of interpreters required

This one last piece of information about the number of interpreters needed for the event is crucial. It is worth mentioning that the interpreter’s number is governed by the event’s duration and agenda (how many hours would the client need the interpreters). Interpreters have to work on a rotational basis with each other; if the event’s duration is more than two hours per day. They usually work for two hours then take a rest for two hours and then continue for another two hours – so the total working hours for interpreters are just 4 hrs./day, not 8 hrs. Additionally, the hours of the event should be decided to inform the organizers if there will be any sessions running in parallel, for example in different meeting rooms, so that the number of interpreters are determined as well.

3- Create the Master Plan: Goals Identified, Plans Set

Questions are answered, so now comes the grand masterful plan. Event providers start the real work, handling different participants of the event. Availability checks are put into action with both the equipment suppliers and apt interpreters. For the equipment suppliers, a tough schedule is set, considering the equipment request, quantity, and delivery, besides obtaining access permission to enter conference halls and setting up the equipment ahead to the event date and timing.

However, picking the perfect in-country interpreters fit for the job is considered to be a defining part of the master plan.  It’s not a random choice done haphazardly; rather it’s a systematic decision based chiefly on availability, event location, language pair, and the interpreter’s strong knowledge with the subject-matter. A professional Language Service Provider (LSP) makes sure its interpreters are certified, having great experience in a diversity of fields, highly trained to make instant critical decisions, and with remarkable cultural awareness; in which case, choosing an interpreter wouldn’t be that hard.

You may check out this interesting video produced by the UN to see how a day in the life of interpreters looks like:

4- Approve and Execute

At this stage, a quotation outlining the costs, the requirements, and all events’ details is issued out. This is carried out for the client to review and approve; the event is a two-sided deal, and an understanding between the client and the provider is vital and ensures a smooth collaboration. As soon as the quotation is approved, the job is handed to the superheroes project managers. Along with the assigned parties, they get down to work and go through with the consent arrangement accordingly.

5- Post-Event Feedback: Because We Care

One can’t find this specific stage as common as it should in the industry, but proficient LSPs know how valuable this feedback is. This comes with experience and top notch LSPs highly regards and appreciates their clients’ feedback on how they have seen their projects come to life. Not only because clients’ satisfaction is necessary but also because it’s always important for these LSPs to always improve and aim for perfection. In this way, it’s not business that LSPs seek, but partnership.

BayanTech is a service language provider that seeks partnership. It offers its world-class on-site interpreting service, be it simultaneous or consecutive. Over the years, it has developed a strong experience over the years to provide unsurpassed on-site interpreting projects, in various locations across the MENA and Gulf region, including Egypt, United Arab Emirates, Saudi Arabia and Qatar plus several other countries worldwide, with highly qualified and trained interpreters with proven record, and high-tech equipment, to ensure an exceptionally professional service, which sets it apart from other language service providers.

From large conferences to small one-to-one meetings, and more, BayanTech pledges high level of confidentiality and abiding to work code ethics.  Our services extend to cover a wide array of industries, including legal, medical, and marketing interpretation.

For more information, contact us.

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