Navigating Virtual Interpreting: Best Practices for Video Interpreting
As remote work and virtual meetings become increasingly common, many organizations are turning to virtual sign language interpreting services to ensure Deaf and hard-of-hearing participants have equal access to communication. By embracing accessible communication and leveraging the benefits of remote sign language interpreting, businesses can create smoother, more inclusive online experiences. In this post, we share proven best practices for enhancing online meeting accessibility.
- Choose a User-Friendly Virtual Meeting Platform
Begin by choosing a platform that provides features such as spotlighting or pinning participants. Zoom and Microsoft Teams are popular options because they enable interpreters to be “pinned” or highlighted. This helps Deaf participants maintain visual contact with their interpreter. Make sure all participants are familiar with these features before the meeting starts to prevent confusion. It might be beneficial to grant the interpreter(s) co-host status so they can help manage the pinning and spotlighting options.
- Plan for Interpreter Placement and Visibility
Interpreter visibility is crucial in virtual meetings. Plan to have the interpreter displayed prominently on screen throughout the meeting. This can be accomplished by spotlighting or pinning the interpreter’s video feed. Pinning allows a single participant to select a specific video feed to focus on, customizing their personal view without affecting others’ displays. Spotlighting enables the host or designated presenters to highlight one or more participants, making their video feeds the primary focus for all attendees.
Creating an optimal visual environment is essential for sign language interpreters to ensure clear communication with Deaf individuals. Interpreters should utilize a plain, solid-colored background free of patterns or distractions to keep the focus on the interpreter’s movements. The interpreter should also be well-lit with minimal shadows.
- Brief the Interpreter Beforehand
It is beneficial for interpreters to have background information about the meeting, such as discussion topics, participant names, and any specialized terminology that may arise. Providing a brief agenda or discussing key points in advance aids interpreters in preparing, resulting in a smoother interpreting experience. For more detailed information, see our blog post titled “Assignment Preparation” at https://deafaccess.com/blogs/assignment-preparation/.
- Use a Co-Host or Moderator for Large Meetings
In larger meetings, consider assigning someone to manage technical details, such as ensuring that the interpreter remains visible, spotlighting key speakers, and managing questions. This allows the main host to focus on facilitating the meeting while the other person handles logistics to keep everything accessible. This individual would need to be assigned as a co-host in the meeting to control spotlighting as needed (if you choose not to make the interpreter a co-host).
- Implement Clear Turn-Taking Practices and Identify Who is Speaking
Typical meetings can include several people talking over each other, engaging in side conversations, and more. This can make interpretation very challenging for a Deaf person to understand, especially when an interpreter is unfamiliar with the names those speaking in the meeting. Establishing a turn-taking protocol, such as using the “raise hand” feature or a designated facilitator to manage speaking turns, helps prevent participants from talking over each other. Asking participants to identify themselves by name before they begin speaking is another access-friendly approach. These two strategies can help support an interpreter’s goal of conveying each speaker’s message accurately without missing information in their interpretation.
- Allow for live captioning
Virtual platforms like Zoom and Microsoft Teams have integrated live captioning features to enhance meeting accessibility. These tools transcribe spoken words into text in real time, assisting participants in following the conversation. However, it’s important to note that while live captions improve accessibility, they are not a complete substitute for professional interpreting or Communication Access Real-time Translation (CART) services, as they are automated.
Embracing virtual interpreting not only ensures effective communication for Deaf and hard-of-hearing individuals but can also offer advantages over traditional in-person services. One of the most notable benefits is access to a broader network of professional, certified sign language interpreters. Having access to a wider range of interpreters increases the likelihood of securing an interpreter that meets your and your company’s specific needs. This expanded access can also lead to more timely and cost-effective interpreting services by reducing the need for travel and associated expenses. Furthermore, virtual interpreting provides flexibility and convenience, enabling seamless integration into various settings, from corporate meetings to personal appointments, thereby fostering inclusivity and equal participation for all.
For businesses looking to bridge communication gaps, our virtual interpreting solutions provide expert sign language support that ensures every interaction is inclusive and professional.