RSI (Remote Simultaneous Interpretation) is a tool that creates access to interpretation services. It is not necessarily a replacement for conventional simultaneous interpreting methods. Like all tools, it should be used appropriately, and RSI should be employed as a best-fit solution. In some cases, RSI will remain the only or the best option, in other cases RSI using a hub model (with interpreters in booths at a remote location)  or hybrid solution (interpreters on-site with presenters and some or all audience remote, or some interpreters remote)  will make the most sense.  Our goal is to provide you with a best-fit solution that employs the highest-standards possible, to ensure the most professional results. While we will do our best to provide the technology and expertise necessary to conduct your RSI project, we have compiled the following client best practices for meetings when most parties or all are remote, to help ensure your success:

At a Glance

1. Host Shorter Meetings 

2. Ensure Optimal Sound

   • Use Headset Microphones

   • Work in a Quiet Environment

   • Mute inactive microphones

3. Use Computers with Ethernet connection

4. Provide Optimal Camera Views

5. Establish Q&A Protocol

6. Inform all parties if they are being recorded

7. Inform all parties they are being interpreted

8. Have a Technical Rehearsal with speakers & interpreters 

9. Set up Multilingual Meeting Support

10. Allow Extra Time at the beginning of a meeting

11. Understand Risks and limitations of RSI

In Detail

1. Shorter Meetings - Host shorter meetings: the virtual world can be more taxing and intense for all parties involved. It is especially challenging for interpreters. Shorter engagements will keep your audience’s focus on your content and your interpretation at the highest quality level possible. Consider breaking up longer meetings into shorter, targeted topics with either longer breaks between or even having them on different days.

2. Optimal Sound - Create the best possible sound environment for all meeting participants, speakers and most critically, the interpreters. Interpreters require a much higher level of audio quality than listeners in a virtual meeting because of the need to both listen and speak at the same time. What works for a non-interpreted meeting may not be sufficient when interpreters are involved. VOIP audio is significantly lower quality than a normal on-site audio environment. For an excellent demonstration of the differences, click on this link.  To ensure optimal sound:

   • Headsets - Ideally all presenters, speakers and moderators should use a high-quality headset (headphones with a microphone) or headphones with an external microphone as opposed to the built-in speakers and microphone of their computer or device. The improvement in audio quality with a headset of any type is very noticeable.

   • Quiet Work Environment - Presenters, speakers and moderators should ensure that their setting is as quiet as possible. They should not connect from cars or public /other noisy environments as the background noise can make interpretation impossible.

   • Microphones Muted - All presenters, speakers, moderators and participants should ensure their microphone is muted when not speaking and a moderator should help control this to avoid background noise and feedback. This will make an enormous difference in the sound quality of the meeting for all parties involved.

3. Computers/Ethernet Connection – Presenters, speakers and moderators should ideally use computers or laptops with a wired ethernet connection when possible, rather than a mobile device and/or a wireless or mobile data connection and ensure adequate bandwidth available (a speed test is recommended prior to connecting). Wireless connections are less stable and far higher speed can often be obtained when using ethernet, ensuring a more solid connection with fewer drop-outs or freezes. In addition any browser based connection to RSI meeting platforms should be done from within Google Chrome. Many RSI platforms are not compatible with other browsers.

4. Optimal Camera View - Speakers, presenters and moderators should provide an optimal video view with minimal visual distractions. Green screens or virtual backgrounds are highly recommended, as are cameras positioned at eye level, either by using a separate camera or a laptop lift. Interpreters also need to be able to focus on the visual and non-verbal cues provided by speakers to ensure the best interpretation quality. Your audience will also benefit from the best camera views of your presenters.

5. Protocol for Q&A or Speaking - Implement a protocol for getting attention to speak or how/when to ask questions.  Inform all parties involved of the protocol, preferably in writing ahead of time and at the start of the meeting.

6. Allow Extra Time at the Beginning of a Meeting – Online meetings with interpretation often require additional time at the meeting for participants and speakers to log in, ensure their audio and video are working adequately and select language channels. Allow a bit of extra time in your agenda at the beginning to allow everyone to join the meeting successfully and be ready to go.

7. Inform Parties they are being Interpreted - Make key participants aware that they are being interpreted. If the meeting is consecutive, introduce the interpreters who will also be on the screen. See our Guidelines for Speakers for tips on how to speak when being interpreted including speaking a bit more slowly, avoiding numbers and jokes.  Ask presenters to join the meeting well ahead of the scheduled start time.

8. Recording - If recording is involved, inform all parties that they will be recorded. Any recording of interpretation will need to be arranged in advance. Please note that many platform companies record proceedings for data analytics purposes.

9. Testing/Technical Rehearsals - It is essential that you conduct a short test meeting ahead of time to test the technical functioning of the interpretation process, introduce interpreters to meeting moderators, speakers and review protocol. More than one test may be needed.

10. Meeting Support – Multilingual meetings involve additional elements. It is important to ensure that there is not only technical support available (usually provided by the platform companies behind the scenes) - but also general multilingual meeting support, just as for an on-site meeting. This support ensures a single POC between the client and the interpreters; ensures interpreters have everything necessary to conduct their work and ensures that client best practices are followed and if issues arise that they are resolved to the greatest extent possible with moderators or other client contacts.

11. Risks and Limitations of RSI - Understand the limitations and risks involved with RSI.RSI is a technology tool to provide simultaneous interpretation via the cloud and is a best human effort service. Many variables can affect the ability to interpret and/or the interpreting to be received which are beyond the control of the parties involved such as, but not limited to, internet connection speeds or connectivity, power interruptions, lack of proper microphones, hardware and software issues. We will ensure that interpreters follow our best practices for remote interpreting and meet requirements of the platform providers, and we will make every effort to provide the best interpretation and technology service possible. However, no guarantees can be made that the interpreters will be able to hear the proceedings and be able to function or that listeners will be able to hear the interpretation, for reasons other than those beyond our reasonable control.  When an interpreter cannot hear, they will advise they cannot interpret by saying, ‘inaudible’, and will make a best human effort to interpret as accurately as possible that which they can hear.

Guidelines for Speakers

1. Clarity: As a speaker, your primary job is to be clear. Interpreters interpret concepts, not words or phrases. Therefore, your interpreter must understand the content of what you are saying. If your interpreter understands you, your audience will understand you. 

2. Timing: Timing is everything in theater, the same could be said about public speaking. You control the timing. Many languages require 50% to 100% more words than English to express the same concept. Give your interpreter time to say it! Pause for emphasis - your interpreter will make good use of it.

3. Jokes: It is best to avoid jokes with a multilingual audience. Humor is highly cultural and in some cases jokes are precarious at best and disastrous at worst. Always consider whether your humor will work as intended for your audience.

4. Microphone: Always speak into the microphone. You are an artist and the microphone and sound system are your instruments. Your interpreter is concentrating intensely on everything you say and must hear you well in order to do justice to what you are saying.

5. Natural Language Pace:  A natural, conversational speed is always best. If you must read a paper or a document, please make an effort to speak more slowly. Because the written word has a much higher information density than the spoken word, it is essential that your interpreter be given a copy of anything from which you are reading. Likewise, it is important that the interpreter have copies of graphics or slides with high density, numbers, and/or small print. 

6. Numbers: Numbers can be excruciating for presenters as well as interpreters and audience and are often difficult to interpret, especially in certain languages that require conversions to different descriptive or grouping units. Say them slowly and avoid strings of numbers that run together.