Before your meeting

Follow these steps to prepare for your meeting.

1

Meet with your interpreter

Arrange a pre-meeting with your interpreter so you can make sure they are prepared.

Provide the interpreter with:

• an overview of the subject matter
• the history of the case
• any relevant documents, presentations or agendas.

This will help the meeting run more smoothly, and reduce the risk of the interpreter stopping the meeting to clarify what is being asked.

At the meeting

Follow these steps at your meeting.

1

Start with introductions

At the beginning of the meeting, ask the interpreter to introduce themselves and clarify their role.

Make sure everyone present knows that any information shared will be confidential.

2

Clarify the expectations

Clearly communicate the goals, objectives, and expectations of the meeting to the interpreters and attendee(s). Provide any specific instructions or protocols for the interpretation process.

3

Work with the interpreter

Make sure any speakers understand this guidance on how to work with your interpreter.

• Address your customer(s) directly
  Make sure you address the customer(s) directly, do not ask the interpreter to ask questions for you. For example use:
  
  What is your name? NOT Can you ask them their name?

• Speak clearly and maintain a steady pace
  Talk at a moderate pace and do not stop half way through a sentence. In some languages the interpreter needs to know the full sentence to know the correct grammar to use at the beginning.

• Stick with plain English
  Keep the conversation simple and use everyday words and short sentences. Avoid jargon and complex language and make sure you explain any technical terms you need to use.
  
  Try not to use phrases that are specific to English, such as ‘teach you to suck eggs’. It may be very difficult for the interpreter to find an equivalent phrase in the target language while on the spot.

• Be aware of the interpreter
  Remember to pause for the interpreter to translate what you have said before moving on the next sentence.
  
  Also give them time to note down any dates, numbers and names so they can make sure they are interpreted correctly.