Video Remote Interpretation (VRI) has become an essential tool in bridging language gaps across a wide range of industries.

As the barriers for taking your business into the global marketplace are reduced, the likelihood of needing to operate in multiple languages increases and usually the most cost-effective way of doing that is VRI.

Unlike in-person interpretation, VRI provides on-demand access to qualified interpreters through a video conferencing platform.

As a Language Service Provider (LSP), making sure that this is a seamless process is an invaluable service we provide our clients.

But whether you work with a chosen LSP, or you’d like to take care of your own VRI requirements, proper preparation is crucial for a smooth VRI meeting. Here’s our checklist of what you need to do to prepare for successful VRI:

Test and Prepare Your Technology

One of the most common pitfalls in VRI sessions is technical issues. In order to avoid disruptions:

• Ensure a stable internet connection — A wired Ethernet connection is often more reliable than Wi-Fi. At a minimum, you’ll need a connection with 1.5 Mbps upload and download speeds.
• Use quality equipment — Invest in a good-quality webcam, microphone, and headset. Built-in laptop microphones may pick up background noise and result in unclear audio.
• Check compatibility — Make sure that your device and browser are compatible with the VRI platform being used. Many services have preferred browsers (like Chrome or Firefox) or may require you to install software.
• Do a tech check — At least 15–30 minutes before the session, test the video, audio, and platform login to ensure everything works properly.
• Have a backup plan — Know how to contact tech support or have an alternate method of communication (e.g., a phone line for audio interpretation if video fails).

Talk Through the Goals of the Session

Just like in a meeting, explaining the session's purpose in advance helps everyone stay focused and efficient.

• Clarify the objectives — Is the session a medical consultation, a legal hearing, or a parent-teacher meeting? Knowing the context helps your interpreter prepare mentally for appropriate terminology and tone.
• Share background information — If possible, provide the interpreter with background materials in advance, including forms, names, or key concepts. This allows for better contextual understanding.
• Determine duration — Estimate how long the session will last. Long sessions may require breaks or even a second interpreter to avoid fatigue.

Set Up Your Physical Environment

Your physical setup directly affects the quality of the interpretation. Make sure you:

• Choose a quiet location — Background noise can interfere with communication. Choose a private, quiet room where you won’t be interrupted.
• Have proper lighting — Poor lighting makes it harder for the interpreter to see facial expressions and body language, both of which they need to read. Position lighting in front of you, not behind.
• Frame yourself well — The camera should capture your face clearly. Don’t sit too close or too far from the camera.
• Minimize distractions — Turn off phone notifications and silence devices to maintain focus.

Establish the Ground Rules with Everyone

Before diving into the conversation, take a moment to clarify how the session will flow. Quickly cover off the following:

• Introduce everyone — Begin with a brief round of introductions. Everyone should know each other's names, roles, and preferred language.
• Explain the interpreter’s role — Remind participants that the interpreter’s job is to impartially communicate and not to give advice, advocate, or participate in the discussion.
• Ask people to speak in turn — Ask everyone to pause after a few sentences to allow interpretation. Avoid interrupting or speaking over one another.
• Ask people to speak directly to one another — This means speaking directly to the other party. For example, you should say “How are you feeling today?” rather than “Ask him how he’s feeling”. This maintains clarity and natural communication flow.

Ensure Language Accessibility

Even with a qualified interpreter, these few steps can increase their understanding:

• Avoid jargon — Use clear, simple language when possible. If you must use technical terms, explain them briefly.
• Be culturally sensitive — Be mindful of potential cultural differences by showing patience and respect.
• Confirm understanding — After key points, pause and make sure the message was received clearly. Ask if there are any questions or need for further clarification.

Prepare Interpreters for Specialized Content

If your LSP is helping you, or directly with an interpreter, do the following:

• Share materials in advance — Legal documents, medical records, or meeting agendas should be sent ahead of time, if you’re allowed to on legal and confidentiality grounds.
• Confirm certification or specialization — Ensure the interpreter has experience in your industry, so they understand its nuances and how it works. Your LSP should make sure this happens, but it’s always worth double checking.
• Set expectations — Let the interpreter know about any special needs, such as interpreting for a minor, someone with cognitive disabilities, or a group session.

Post-Session Debrief

When the session is over here are a couple of things to consider to maintain professionalism and smooth working practices into the future:

• Thank the interpreter — Acknowledge their role in facilitating communication.
• Review key points — Summarize any action points or important takeaways.
• Provide feedback — If working with an LSP or an interpreter you use regularly, give them constructive feedback to improve future sessions. Also, as feedback is a two-way street, get their opinion on anything that can be done to help them.

Set Yourself Up For Success

Preparation is the cornerstone of a successful VRI session. By setting up your technology, organizing the session content, creating an environment where everyone is on the same page, and working collaboratively with the interpreter, you can ensure a smooth and productive VRI meeting.

As virtual communication continues to grow, mastering these practices will help you break into new markets with diverse communities and language requirements.

Do you have VRI requirements and could do with a helping hand? If so, we’d love to talk to you. Consultations are free and there’s no obligation. You’re in safe hands with us as we’re ISO 17100 and ISO 9001 compliant, have over twenty years of professional translation experience, and have earned the trust of organizations around the world.