Preparing for an interpreted appointment or meeting
Good preparation helps interpreted appointments run smoothly. By planning ahead and providing the right information to your interpreter, you can avoid misunderstandings, save time and create a professional environment for everyone.
Provide essential details
Make sure the interpreter knows the date, time, location and expected duration of the meeting in advance. Include access details like room numbers, building entry instructions or links for remote meetings. This helps the session start on time and run smoothly.
Choose the right interpreting mode
Before the appointment, decide which interpreting mode will be used, as this affects timing and logistics.
Consecutive Interpreting
The interpreter waits for the speaker to pause before interpreting what was said. This mode is commonly used in appointments or small meetings. The session will take about twice as long as a conversation in one language, so allow extra time in your schedule.
Simultaneous Interpreting
The interpreter translates in real time, usually using specialised equipment like headsets or interpreting booths. This mode works best for larger meetings, conferences or group discussions where you need to maintain the flow of communication. Because this is mentally demanding work, it’s recommended to have at least two interpreters who can alternate to maintain accuracy and avoid fatigue.
When booking an interpreter, confirm which mode will be used and ensure the appropriate equipment is in place. If you’re unsure, your language service provider or the interpreter can advise on the best approach.
Brief the Interpreter
Whenever possible, provide a briefing to the interpreter in advance. A briefing is where you share the purpose of the meeting, who will be present and any key details the interpreter should know. For example, let the interpreter know if the meeting will be emotional, technical or sensitive. This helps them choose the right tone and terminology.
Highlight any technical language, specialised terminology or specific jargon so the interpreter can prepare to translate it accurately. Even a brief conversation before the session can save time, avoid misunderstandings and ensure smoother communication.
Share materials in advance
If possible, share relevant materials or the meeting agenda beforehand. This helps the interpreter prepare terminology and understand the context. Any information or documents you provide will remain private as interpreters are bound by a code of ethics that requires confidentiality.
If you’re sharing documentation with your client during the meeting that isn’t available in their language, provide it to the interpreter before the session starts. This gives them a chance to review the material. In some cases, they may be able to sight translate the document. This means they will read the document out loud into the other language.
Introduce the Interpreter
Before the session begins, introduce the interpreter and explain their role to everyone present. The interpreter facilitates communication between all parties, ensuring that everything said in one language is accurately conveyed in the other. They do not add, omit or change information, and they don’t give opinions, advice or explanations.
You can start with a simple statement like: “This is our interpreter, who will help us communicate today. Everything we say will be interpreted accurately and confidentially.”
Remind participants that the interpreter will speak in the first person (i.e. “I”, “we”) to maintain natural conversation flow. Everyone should speak directly to each other, not to the interpreter, and allow time for interpretation.
Key points to remember
- Allow extra time for interpreted sessions
- Speak in short segments and pause regularly
- Maintain eye contact with your client, not the interpreter
- Use clear, simple language
- Avoid slang, idioms or complex comparisons
- Be patient, some languages need more or fewer words to express the same meaning
Understanding that interpreters follow a code of ethics requiring confidentiality, impartiality and accuracy helps build trust and ensures professional communication throughout the session.
Additional resources
For more information on working with interpreters, visit:
