Best Practices for Working With a Telephone Interpretation

Communication across language barriers has become more critical than ever. Telephone interpretation services offer a real-time, cost-effective, and reliable solution for bridging language gaps, ensuring businesses and individuals can communicate effectively. Whether you’re using interpretation services in a legal setting, medical field, business negotiations, or customer service interactions, knowing the best practices for working with a telephone interpreter is essential for success.

This article covers everything from the basics of telephone interpretation to key strategies that ensure smooth communication. Follow these best practices to make the most out of your interpretation experience.

What is Telephone Interpretation?

Telephone interpretation is a service where a human interpreter assists in a conversation between two or more people who speak different languages. The interpreter joins the conversation via phone and translates the spoken language in real-time. This service is particularly useful for multinational organizations, hospitals, and legal institutions, providing quick and accurate interpretation without requiring face-to-face interactions.

Telephone interpreters must not only be proficient in multiple languages but also be trained in industry-specific jargon to ensure effective communication.

Why Use Telephone Interpretation?

There are several reasons why companies and individuals opt for telephone interpretation services:

• Convenience: Interpretation over the phone can be arranged quickly and without the need for physical travel.
• Cost-effective: Eliminates the costs associated with in-person interpreters or translators, such as travel and accommodation.
• Wider access: Telephone interpretation can reach remote areas where professional interpreters may not be available.
• Confidentiality: For sensitive conversations, phone interpretation provides a degree of anonymity.

Understanding the benefits will help you better appreciate why using telephone interpretation is an efficient option in our interconnected world.

Prepare Ahead of Time

To maximize the effectiveness of your telephone interpretation, preparation is key. Here are a few things to consider:

1. Understand the context: Whether it’s a medical appointment, legal issue, or business meeting, ensure you have all relevant details at hand.
2. Share materials in advance: If possible, send any relevant documents to the interpreter ahead of time. This allows them to familiarize themselves with the topic, jargon, and context.
3. Determine key terms: Identify any specialized language, technical terms, or acronyms that may come up during the conversation and brief the interpreter beforehand.

The more preparation you put in, the smoother the communication will be.

Speak Clearly and Concisely

When working with a telephone interpreter, clarity is critical. Remember, the interpreter must relay every word accurately and efficiently, so it’s essential to:

• Speak slowly and pronounce clearly.
• Avoid using idioms, slang, or culturally specific references that may not translate well.
• Break your speech into manageable chunks to allow the interpreter time to convey your message accurately.

Effective communication through an interpreter is a team effort. If either party mumbles or speaks too quickly, the chance of miscommunication increases.

Pause Between Sentences

Allowing time for the interpreter to do their job is crucial. Avoid speaking in long paragraphs or running sentences together. Instead:

• Speak in short, clear sentences.
• Pause regularly to give the interpreter enough time to translate your message.
• Don’t interrupt the interpreter while they’re speaking.

By practicing patience and speaking in concise segments, the interpreter will be able to provide a much more accurate and clear translation.

Confirm Understanding

Even with an excellent interpreter, misunderstandings can still occur. It’s essential to:

• Confirm understanding: Periodically check that both parties fully comprehend the conversation.
• Ask questions like, “Did you understand what I just said?” or “Can you repeat that to ensure clarity?”
• If something doesn’t sound right, ask the interpreter to clarify or repeat.

Confirming understanding throughout the conversation will help prevent larger issues from arising due to miscommunication.

Use Simple Language

Complex language can complicate communication, even when no interpreter is involved. To ensure smooth and clear dialogue, use simple, direct language:

• Avoid jargon, unless necessary and previously explained to the interpreter.
• Use common, everyday vocabulary to express your ideas clearly.
• Stick to straightforward grammatical structures.

By simplifying your language, you reduce the chances of misunderstanding and make the interpreter’s job easier.

Maintain Cultural Sensitivity

Telephone interpreters often work with clients from various cultural backgrounds. Being mindful of cultural nuances can significantly impact how messages are received and interpreted. Some tips for maintaining cultural sensitivity include:

• Be aware of body language or phrases that may have different meanings in other cultures.
• Avoid controversial topics that may offend the listener or the interpreter.
• Be polite and respectful, understanding that cultural norms around communication differ globally.

By being culturally aware, you can ensure a more positive and productive conversation.

Limit Background Noise

Since telephone interpretation relies on audio communication, background noise can significantly impact the quality of the interpretation. To maintain clear communication:

• Make sure you’re in a quiet environment.
• Use a high-quality phone or speaker system.
• Avoid using speakerphone if there are multiple people in the room, as this can distort sound.

Clear audio leads to clear interpretation, and this is especially important in crucial conversations.

Use Professional Interpretation Services

While bilingual friends or coworkers may seem like a convenient option, it’s always best to use professional interpretation services. Professional interpreters are trained to:

• Understand complex terms and concepts in specific fields like law, healthcare, or business.
• Maintain confidentiality and impartiality.
• Handle challenging scenarios like emotional conversations or technical discussions.

Investing in professional services ensures that the communication is accurate, culturally appropriate, and reliable.

Review the Conversation

After the interpreted call, take time to review the conversation. Discuss the following:

• Were all key points understood by both parties?
• Were there any parts where the interpretation seemed unclear?
• Is there any follow-up action that needs to be taken?

Reflecting on the session can help improve future communications and build better relationships with interpreters.

Conclusion

Working with a telephone interpreter can be a highly effective way to bridge language barriers and ensure clear communication in diverse settings. By following these best practices, such as preparing ahead of time, speaking clearly, confirming understanding, and using professional services, you’ll ensure a smooth and successful interpretation experience.