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Posted on22 October 2024

10 Top Tips to Help Your Business Get the Most Out of Using an Interpreting Service

Atlas Translations provides interpreting services and has put together these 10 top tips to help your business make the most of interpreting services. We’re here to make sure you receive smooth and effective communication in any setting, from international negotiations to local client meetings. Why have we done that? Because we’re lovely like that, that’s why! 🥰


Give us a call at +44 (0)1727 812 725 or send us an email at team@atlas-translations.co.uk to find out more about our On Demand Interpreting services!


Let’s get started…

1️⃣ Establish Clear Ground Rules

Before the interpreting session begins, set clear ground rules.

For example, specify whether you’d like the interpreter to translate every sentence as spoken or summarise after longer sections. This is especially important in technical meetings where precise communication is crucial.

In a business negotiation, for instance, you might agree that the interpreter pauses after each key point to allow time for clarification and make sure both sides are on the same page.

Example: A manufacturing company working on an international deal with a partner in Japan might instruct the interpreter to clarify specific technical terms and pause for verification before continuing to the next point.

2️⃣ Provide Reference Materials Ahead of Time

Business meetings often include industry-specific jargon and complex concepts (yay!🎉)

To avoid confusion, provide your interpreter with relevant materials, such as product manuals, meeting agendas, or industry glossaries. This allows them to familiarise themselves with key terms and better understand your company’s unique context.

Example: The marketing team at a pharmaceutical company might provide the interpreter with a list of drug names and medical terms before the product launch interpretation discussion to make sure of complete accuracy in translation.

3️⃣ Share Scripts or Speeches in Advance

If your business presentation includes a prepared speech, try to give the interpreter a copy in advance.

This will enable them to understand the flow and any critical messages. Sharing documents in advance will help get more fluid and accurate interpretations during the event. It also helps the interpreter anticipate complex or technical sections, guarding against interpretational hiccups (sounds a bit fancy…🧐).

Example: A tech start-up presenting a pitch to a group of international investors might provide their script to the interpreter beforehand. This way, the interpreter will be sure to convey the exciting and innovative aspects of the tech start-up product accurately.

4️⃣ Engage Directly With Your Counterparts

Interpreters are there to facilitate, but the connection should still be between you and the other party.

Maintain eye contact and direct your comments to the person or persons you’re communicating with, not the interpreter. This strengthens relationships and makes sure the other party feels respected and valued. It can also help the interpreter if you’re not looking directly at them while they interpret. Sort of like that weird moment at the dentist’s when you make eye contact with them as they’re elbow-deep inside your mouth. Awkward.

Example: During a merger negotiation, a business executive can build trust by looking directly at their foreign counterpart while speaking, despite the language barrier. This creates a more personal connection, with the interpreter supporting the conversation seamlessly.

5️⃣ Be Cautious With Humour

Humour, especially in business, is tricky to interpret and may not land well with all cultures.

If you feel the need to use humour, try not to. Quite honestly, none of us are half as funny as we think we are*. If you really feel strongly about using humour, please consult your interpreter first to check if it will work with the audience or if there’s an alternative approach. Misunderstood humour could unintentionally damage professional relationships and images.

Example: A CEO giving a keynote speech to an international audience comes up with a banger of an opening line but decides to run it past the interpreter first. Understanding the humour but also aware that it won’t translate as intended, they advise against the opening line and give the CEO alternative culturally appropriate options.

(*except for the Atlas Marketing and Content team; we’re pretty hilarious, tbh)

6️⃣ Manage Your Time Wisely

Interpreting doubles the time required for any conversation.

Plan accordingly by allowing extra time for the interpreter to translate your messages. Short, clear sentences are better than lengthy explanations, which can be difficult to interpret accurately. Adjust your schedule to account for the extended timeline.

If you’re a Chatty Cathy or a Rambling Reginald, maybe make the extra effort to cut down on speaking. Use a timer or have someone poke you if you talk for too long. Try to make it someone you like, though. Nobody likes a random poking.

Example: Prior to an international sales presentation, the marketing director of a large IT company reduces the number of slides and speaking points. This is done not just to make the audience happy but to make sure the presentation fits within the allocated time, knowing the interpreting process will take longer.

7️⃣ Speak Clearly and Avoid Rushing

Remember that interpretation requires intense concentration.

Speaking too quickly can overwhelm the interpreter, leading to errors. Help your interpreter keep up with the pace by maintaining a steady pace and articulating your words clearly, especially when discussing complex business terms or numbers. If you find yourself speaking too quickly or getting emotional about a subject, give yourself a quick timeout to allow things to settle down. Your interpreter will also appreciate the lull in speech.

Example: A legal team discussing contract details with foreign partners speaks slowly and clearly, allowing the interpreter to accurately convey each clause to avoid misunderstandings in the contract terms.

8️⃣ Keep Emotions Out of the Interpretation

Speaking of emotion, we’re not Vulcans. Humans are human, and in nearly all industries, there are times when business discussions can become heated. It’s essential to remember that an interpreter’s role is to translate the words, not the emotions behind them.

Prior to the interpretation beginning, ask your interpreter to focus strictly on the facts being communicated to maintain professionalism, especially in sensitive negotiations.

Example: In a high-stakes business negotiation, a manager notices the interpreter adding emphasis to emotional statements. The manager calls for a break and gently reminds the interpreter to translate only the words, keeping the tone neutral to maintain a professional atmosphere.

9️⃣ Prepare for Sensitive Topics

Although emotions should be kept out of any interpreting project, it’s best practice to let your interpreter know beforehand if the subject is controversial or delicate.

This should ideally happen at the time of booking the interpreter, as opposed to on their arrival. Upfront knowledge will allow them time to mentally prepare and make sure the conversation flows smoothly without causing discomfort. Discussing any safety concerns should also be high on your agenda as you book and prep your interpreter.

You should also clarify to any persons present that sensitive opinions belong to the subject being discussed and interpreted, not the interpreter.

Example: An energy company discussing potential environmental upheavals with an international construction partner understands that the topic is controversial and that protesters could be present. They inform the interpreter in advance about the potential for an uncomfortable presentation. This allows the interpreter to be ready to handle the interpretation with professionalism.

🔟 Utilise On Demand Interpreting for Real-Time Support

Atlas Translations’ On Demand Interpreting service offers businesses quick access to professional interpreters, no matter the time or location.

This is particularly useful for last-minute meetings, unexpected negotiations, or emergency discussions that require immediate, real-time language support. On Demand Interpreting makes sure your business remains agile and responsive in a global market.

Example: A financial firm is tapped to enter into a sudden and unplanned meeting regarding an important merger negotiation with an international client. With Atlas Translations’ On Demand Interpreting service, they secure an interpreter within minutes, ensuring the negotiation proceeds without delay.

Contact Us

We’d love for you to contact Atlas Translations. We’re here for a chat or to answer questions!

The A-Team (missing Amy)

Call us on 01727 812 725 or email us at team@atlas-translations.co.uk to let us know what you need. We respond quickly to all enquiries!

If you’d like to meet us face to face, learn more about our translation and language services, or deliver documents, please email or call us to arrange a meeting.

Use the Live Chat option during UK working hours to ask us any questions. You’ll chat with a real, live human—we’re a bot-free zone! Just click the little icon at the bottom right of your screen to start chatting with us.

If you need a quick quote, we have a handy Get a Quote button located at the top of our website where you can get an estimate for your needs.

Can I Trust Atlas Translations?

Yes, you can! But if you’re after something a little more concrete, here’s some info:

Atlas Translations holds two ISO certifications — ISO 9001:2015 (Quality Management) and ISO 17100:2017 (Translation Services).

If the project is highly confidential, we can sign a non-disclosure agreement (NDA) for added peace of mind.

Are you wondering if we’re up to date on privacy? We registered with the Information Commissioner’s Office (ICO) over 20 years ago and have always placed a high importance on data protection.

You can read more about our commitment to quality here.

Atlas Translations prides itself on providing fast, friendly, and high-quality language services. But don’t just take our word for it—see what our clients are saying about us.

We’re also on TrustPilot, and you can read our reviews here.

Global Voice, Local Touch

If you’re looking for some top tips for partnering with Atlas Translations, we have some top tips to share! We answer 25 of our clients’ most frequently asked questions, ranging from typesetting queries to discussing reference materials.

Click to download Global Voice, Local Touch

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