Published on: 22.05.2020
This document has been prepared by TKTD to provide information on virtual meetings and remote interpreting practices and should be interpreted as an annex to the TKTD Working Conditions and Responsibilities of the Parties document (https://www.tktd.org/working-conditions-2/). If you would like more detailed information about remote interpreting and virtual meetings than what is provided in this document and would like to access international resources, please contact TKTD (www.tktd.org, tktd@tktd.org) or your interpreters. You can also contact AIIC, the International Association of Conference Interpreters, via www.aiic.net for the most up-to-date information on remote interpreting.
Which issues do I need to decide on before the meeting?
- What is the date, languages, topic, and duration of the meeting?
- How many speakers and listeners will there be?
- Will the interpreter attend the meeting from home or from a venue provided by you?
- Will a remote interpreting platform be used?
- Will the interpretation be recorded?
- Will the meeting be broadcast live? Will it be a public broadcast? Will the interpretation also be broadcast?
- When will the rehearsal take place?
- Who will provide technical support to the interpreters in case of technical problems during the meeting?
- If interpreters are expected to be in the same environment, what are the health and hygiene measures to be taken?
What should I remind the speakers who will attend the virtual meeting?
One of the most important factors affecting the success of virtual meetings is the technical infrastructure used. Speakers who will participate in the virtual meeting should be reminded of the following issues:
- A computer with good video and audio capabilities: Automatic updates, notifications and alarms should be deactivated before the meeting starts. Mac users should use Chrome or Firefox, not Safari.
- Fast internet connection: The connection speed should be at least 10 Mbps for download and at least 2 Mpbs for upload; it should be noted that the connection speed is very important for broadcast quality. As wireless connections may fluctuate, the internet must be connected via Ethernet cable; a backup connection such as 4G connection of a mobile phone can be used if needed.
- Headset with microphone and USB port: Bluetooth headsets should not be used as they have poorer sound quality.
- A room should be used where outside noises (ringing, telephone, traffic noise, etc.) do not reach, where windows and doors can be closed, where there are enough sockets to keep the main and backup devices connected to the mains, where there is a suitable background if video connection is required, and where there is no echo.
- UPS (uninterruptible power supply) can also be acquired against power failure.
How is the number of interpreters decided?
There are various factors that determine how many interpreters should work in a virtual meeting, such as the duration, subject, format, languages, and technical infrastructure of the meeting.
- If interpreters will work at the employer’s premises or a hub:
For meetings lasting up to 1 hour, 1 (2 if necessary) interpreters will be assigned; for meetings lasting 1-6 hours, 2 (3 if necessary) interpreters will be assigned; for longer meetings, a third interpreter or another team will be assigned. It may be necessary to increase the number of interpreters depending on the conditions under which remote interpreting will be carried out.
- If interpreters will work from their homes:
Interpreting from home should only be a solution in exceptional circumstances, such as Covid-19, and when it is not possible to travel to the venue of the host organisation or to a hub. If interpreters will be interpreting from home, at least 2 interpreters should be assigned for each foreign language, no matter how short the duration of the meeting, and 3 interpreters should be assigned for meetings exceeding 4 hours. Assigning a single interpreter poses a serious risk for both the interpreter and the host; any technical problem (power failure, connectivity problems, audio/visual interruption, etc.) during the interpreting process may bring the meeting to a complete halt. There may also be situations where more than 3 interpreters for each foreign language are required, especially in long or technically complex meetings.
What kind of clause about distance interpreting will my contract cover?
The document titled TKTD Working Conditions and Responsibilities of the Parties is part of the contract you will sign and the following article 13 is related to remote interpreting:
“Remote interpreting at the location provided by the employer:
In case of remote interpreting in a venue provided by the employer, it is the responsibility of the employer to ensure that the connection, audio and/or video systems to be used are such as to enable interpreting; to create an infrastructure where interpreters can easily see the speakers and the visuals used; to provide a soundproof environment to be used only by interpreters (preferably working together) during interpreting; to ensure the quality and continuity of the data connection; and to ensure the confidentiality of the communication over the internet from beginning to end. In the event of technical problems preventing reliable interpreting, interpreters reserve the right not to interpret.
Remote interpreting from home:
In cases where interpreters have to interpret from their residences due to extraordinary circumstances, interpreters undertake to provide a wired internet connection with a download speed of at least 10 Mbps and an upload speed of at least 2 Mpbs, to use a headset with a microphone and a USB port, and to work in as quiet an environment as possible. The infrastructure of the interpreters may be rehearsed and checked by the employer prior to the meeting; such rehearsal may be charged according to its quality and duration. The employer, on the other hand, is responsible for ensuring that the quality and continuity of the connection, audio and/or video systems of the persons who will be speaking during the remote interpreting meeting and that they are of a quality that allows for interpreting. Interpreters are not responsible for any technical problems that may occur during the broadcast due to reasons beyond their control (slowing down / loss of the internet connection, power failure, inability to hear the speaker’s voice, etc.) after the necessary infrastructure has been provided and a smooth rehearsal has taken place.”
Distance interpreting may incur a higher daily rate than on-site interpreting because it is more demanding, technically riskier, and more strenuous for the interpreter. In addition, the recording of the interpretation is subject to the interpreters’ authorisation and a separate royalty fee.
What are the other issues I need to consider as a meeting host?
If you are organising a virtual meeting or a meeting with remote interpreting for the first time, interpreters can guide you, inform you and advise you on remote interpreting systems. Generally, the issues that need to be taken into consideration are:
- In meetings with a large number of participants, the moderator must be able to control the microphones of all participants throughout the meeting.
- In case of a multilingual meeting or one with multiple participants, a competent technician should be hired.
- If there is to be a question & answer session, how it will be done should be determined in advance.
- A technical rehearsal should be carried out before the meeting and the connections of both speakers and interpreters should be checked. This rehearsal can be charged according to its quality and duration.
- In order to prepare the interpreters for the meeting, all presentations, information and documents should be sent to the interpreters in advance.
- As virtual meetings are more exhausting for participants and interpreters, sessions should be kept short and there should be frequent breaks.
- There are many platforms for interpreting and their technical features differ from one another. You can ask the interpreters for their opinion on the choice of platform.
- It is advisable to set the dates and times of virtual meetings early enough to allow interpreters to prepare and to change the date or time in consultation with the interpreters.
Special note on the Covid-19 period
If the work is carried out in a venue or hub provided by you as the host, a healthy and comfortable working environment should be prepared for the interpreters. For example, a separate booth should be set up for each interpreter, or an arrangement that allows interpreters to sit and work at a distance of at least 2 metres. Separate interpreting consoles, computers, microphones, and headsets should be provided for each interpreter. Disinfectant can also be provided for cleaning contact surfaces. Everyone in the environment should observe social distancing rules and wear a mask.