One group, many languages: How to work with multiple interpreters, in different languages, at the same time

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This information is for workers who plan for, or facilitate, an event that involves communicating via many interpreters, across several languages, in a group setting. This can be an effective way to communicate with different communities, but it also comes with challenges. This guide identifies potential issues and suggestions to address them.

What is a group setting with multiple interpreters?

This involves two or more interpreters interpreting in different languages at the same event, such as a health information session or a community consultation.

Good practice

This guide uses a five-step framework:

Assessing,
Booking,
Briefing,
Communicating and
Debriefing.

This guide builds on good practices when working with accredited interpreters, detailed under ‘Communications’ in the Resource Hub here.

1. Assessing

Topic

Is the topic suitable to communicate in a group setting with different communities and multiple interpreters?
Consider whether topics that are sensitive or likely to cause disagreement, especially if questions and comments are going to be sought, are better communicated in another way. For example, family violence can be discussed in a focus group if the participants are carefully screened and properly supported.

Venue

Is the room suitable for the event you are planning? A room with many interpreters will have less space for attendees. A room with hard surfaces will amplify unwanted sounds.
Try using table cloths, rugs, and partitions to help soften the sound.

Special role

The complex nature of such an event demands a special role not needed in other interpreting settings. Do you have somebody capable to ensure the steps in this guide are followed and to assist in resolving any issues that arise on the day? This role needs complete focus and should be the person’s only role.

Time

Will the interpreters be expected to interpret at the same time or one language group at a time? The first option is quicker but noisier, the second option will make the event longer overall, but allows extra time for communities to process information.

2. Booking

The more information you give in your booking, the more likely you are to get an appropriate interpreter. For example, a large group setting will require an interpreter whose voice can carry and is confident engaging with many people.
If you are planning for simultaneous interpreting, state this, as this requires a higher level of skill than consecutive interpreting.
Can you email the speaking notes, with your contact details to answer questions, a week ahead to the interpreter booked for the assignment? This gives the interpreter the option to better prepare for the briefing.

3. Briefing

It is standard good practice to brief an interpreter in any situation. In this setting, the briefing should include everyone who has a speaking or organising role on the day. Everyone’s role should be made clear.
State the importance of the need for, and taking instructions from, the person who has the special role of ensuring the steps in this guide are followed.
The briefing should be undertaken either by this person or by somebody familiar with good practice in communicating via an interpreter or event management. Allow a minimum of 15 minutes for the briefing.
The interpreters should be given a copy of the presentation or speakers notes and invited to ask questions about the content.
The briefing should include the processes of the event and the content to be covered. This should include, but not be limited to:

For speakers

Explaining the meaning of unusual terminology and words that have a specific meaning in the context of the topic, such as ‘choice and control’ in the National Disability Insurance Scheme.
Communicating only one key message at a time to allow for effective interpreting; not to begin speaking again until all interpreters have finished communicating, respecting that each interpreter may require a different duration to convey the same message in their language.
Giving a clear signal, such as a head nod, that they have finished speaking so interpreters know when to begin interpreting.
Repeating audience questions to ensure everybody hears it, allowing time for interpretation of the question before answering.
Making clear when participants can ask questions. Will this be at the end or after each section?

For interpreters

Raising a hand when finished interpreting, so the speaker knows when to begin speaking again.
Signalling when community members want to ask the speaker a question.
Interpreting as quietly as possible to their group.

For everyone

Will roaming microphones be used? If so, how, how many, and when will they be used?

4. Communicating

Suggestions for facilitating better communication via interpreters on the day.

Arrange and clearly sign the seating areas for each language group so that they are spaced out to reduce noise from other groups. Each interpreter should be positioned as close as possible to their group and have a good view of the speaker.

Explain to the audience the process and key roles.

Make it clear that interpreters are available and explain how they will help share the information. For example, asking people to wait for each guest speaker to finish their presentation before asking questions so that the information part of the event can run smoothly.
Communicate and identify to everyone the importance of taking instructions from the person who has the special role of ensuring the steps in this guide are followed.

5. Debriefing

The debriefing is a mutual learning process for all parties and should contribute to better quality communication for similar future events. Some guiding questions are:

What did and didn’t work well?
What did we learn?
What are we going to do in the future?

Remember to include in your booking the time for interpreters to attend the debriefing and the expectation that they contribute to this discussion.