How to make hybrid meetings work

I’ve been organising and interpreting for lots of hybrid meetings recently. This is where participants gather in person, but some attendees and often all interpreters dial in remotely.

It’s popular with companies because it makes meeting attendance more accessible, and it also reduces travel and accommodation expenses.

Of course, the downside to not having interpreters physically present is that we’re not around to interpret during the informal parts of the day, such as coffee breaks and networking dinners. This is often where the most valuable conversations happen, in my experience.

Another challenge is ensuring the technology works so that everyone can communicate seamlessly.

From my own experience, the number one rule for hybrid meetings is this: always check the Wi-Fi connection at the venue. Without a stable connection, the whole setup can collapse.

Here are some more tips to ensure your hybrid meeting goes smoothly:

• Hire an on-site technician to deal with tech set-up, such as testing microphones, headsets and connections before the meeting. They can also troubleshoot any issues which crop up during the meeting.
• Use professional microphones, because room and laptop mics often won’t deliver the clarity interpreters need. Position them carefully.
• Share materials such as slides and agendas with interpreters early, so we can prepare and get familiar with your terminology.
• Try to manage the discussion to avoid overlapping speaking. Remote interpreters can only follow one voice at a time.
• Keep cameras on, so your interpreters can monitor facial expressions and gestures – it’s all part of the message,

Interpreted meetings are more cognitively demanding for everyone involved: listeners, speakers, and interpreters alike. Make sure to build in plenty of breaks.

Are you planning a multi-lingual hybrid meeting?

I work with a team of trusted partners to provide a full management service for meetings in Italy, the UK and Ireland, handling everything from venue hire to technical set-up and interpreter selection.