How to Work Effectively with Interpreters in Virtual Meetings

In today’s diverse educational landscape, effective communication with multilingual families is essential. One key tool in bridging language gaps is working with professional interpreters during meetings. Educators who understand how to collaborate effectively with interpreters can ensure that conversations are clear, respectful, and productive. Here are some practical strategies to enhance interpreted meetings with families and students. 

Before the Meeting

1. Ensure You have an Interpreter or Company that Understands the Education setting
   When working with families and students, it’s important to work with an interpreter or interpretation company that specializes in education. This will help you ensure quality and accuracy. General interpretation services may not be familiar with education-specific terminology. 
2. Schedule Enough Time
   If you anticipate that this type of meeting usually lasts 20 minutes with an English-speaking family, book the interpreter for 40 minutes to account for the time it takes to relay between languages. This ensures enough time for interpretation without rushing the conversation.
3. Ensure All Participants Have the Right Access
   Double-check that all necessary participants have been invited and have the correct meeting link. You can use this email template in multiple languages to invite families when using Lexikeet.

During the Meeting

• Set the Stage for a Smooth Meeting
  • Once everyone has joined, allow the interpreter to introduce themselves in both English and the interpreting language so the family can understand the interpreter’s role.
  • If possible, ask participants to add their names and roles in the chat. This helps the interpreter correctly introduce school staff to the parents and ensures clarity.
• Share Relevant Context with the Interpreter
  • If you are using a virtual interpreter, such as Lexikeet’s, there’s no need to send any confidential information ahead of the meeting to us or the interpreter directly. However, at the beginning of the meeting, feel free to briefly explain the purpose: Is it an IEP meeting? A 504 discussion? A parent-teacher conference? This context helps the interpreter provide accurate interpretation.
• Address Families Directly
  • When speaking, address the family rather than the interpreter. Avoid saying, “(Interpreter’s name), could you please tell the family that…?” Instead, speak as if you are directly communicating with the family. This fosters engagement and inclusion.
    
    
• Speak Clearly and Naturally
  • Use simple, direct language and avoid jargon, acronyms, or idiomatic expressions that may not translate well.
• Pause for Interpretation
  • Breathe, pause, and allow the interpreter to convey your message after every few sentences. This ensures accuracy and gives families time to process the information.
• Prevent Overlapping Conversations
  • In school meetings, especially when discussing complex topics like IEP services, conversations can become fast-paced. Be mindful to give the interpreter time to translate before continuing. Also, avoid background discussions that exclude parents from the conversation.
• Encourage Questions and Clarifications
  • Interpreted meetings should be a two-way dialogue. Invite families to ask questions, and allow interpreters to seek clarification if needed. This ensures everyone fully understands the discussion.
• Be Mindful of Tone and Body Language
  • Non-verbal cues, such as tone and body language, play a significant role in communication. Maintain a welcoming and respectful demeanor to foster trust and understanding.

Final Thoughts

Effective collaboration with interpreters fosters meaningful communication and stronger relationships between schools and multilingual families. By preparing thoughtfully, speaking clearly, and ensuring inclusivity, educators can create an environment where all families feel heard and empowered to engage in their children’s education.