Remote Interpreting by Video and Phone: How to Set It Up

Remote interpreting lets an interpreter join your conversation from another location, by telephone, by video call or through a dedicated interpreting platform. It removes travel time and makes it easier to find an interpreter for a less common language at short notice. For an overview of every option, see our guide to the types of interpreting.

This guide is for organisations setting up remote interpreting for the first time: HR teams, clinics, legal and compliance teams, and event organisers. It covers which format to choose, how to configure common platforms, and what to check before the call. For the background on how remote interpreting grew and how it compares with on-site work, read our earlier article on onsite or remote interpreting after the pandemic.

What are the main types of remote interpreting?

Remote interpreting has three main formats, and each fits a different kind of conversation.

• Over-the-phone interpreting (OPI) connects the interpreter by an audio call, usually as a three-way conference call. It suits short, practical conversations such as appointment changes or customer calls.
• Video remote interpreting (VRI) adds a video link, so the interpreter can see the participants. Seeing faces and gestures helps with turn-taking, so VRI suits interviews, consultations and meetings. It is usually delivered consecutively.
• Remote simultaneous interpreting (RSI) uses a platform with separate audio channels, so listeners choose a language and hear the interpretation in real time. It suits webinars, online conferences and hybrid events.

The difference between interpreting after the speaker and at the same time is explained in our guide to consecutive vs simultaneous interpreting.

Which remote interpreting format should you choose?

Choose the format by the length of the conversation, the number of listeners and how much the interpreter needs to see. The table below sets out typical choices.

How do you set up interpretation in Microsoft Teams or Zoom?

Both Microsoft Teams and Zoom offer a built-in interpretation feature that gives each language its own audio channel. You enable it when you schedule the meeting, assign the interpreters and their language pairs, and attendees choose the channel they want to hear.

Microsoft's support article on language interpretation in Teams meetings sets out several practical limits:

• "You can add up to 16 different language pairs."
• "Microsoft does not provide interpreters." You must book professional interpreters yourself.
• "Language interpretation is not currently available in end-to-end encrypted (E2EE) Teams meetings."
• Recordings capture the original speaker's audio, not the interpretation, so arrange a separate recording if you need one.

Zoom also offers a language interpretation feature for meetings and webinars. Whichever platform you use, check your organisation's settings well before the meeting, because the feature may need to be enabled by an administrator. For consecutive interpreting of a small meeting, no special feature is needed: the interpreter simply joins as a participant.

What does ISO 24019 say about remote simultaneous interpreting platforms?

ISO 24019:2022 is the international standard for simultaneous interpreting delivery platforms. According to the ISO catalogue entry for ISO 24019, it "specifies requirements and recommendations for using simultaneous interpreting delivery platforms at communicative events where interpreters are not at the same venue as participants, speakers and signers".

The standard works alongside ISO 20108, which the AIIC Italia technical standards page describes as setting out "the requirements for the quality and transmission of sound and image input to interpreters". For a large online conference, ask the platform provider whether it is designed to meet ISO 24019 and whether a technician will monitor the sound throughout.

How to set up a remote interpreting session: step by step

1. Confirm the format and languages. Decide between telephone, video and remote simultaneous interpreting, and list each language pair.
2. Book the interpreter early. Give the date, time zone, expected length and platform when you book.
3. Configure the platform. Enable interpretation channels if needed, add the interpreter as a participant or interpreter, and send them the link separately from the general invitation.
4. Send preparation material. Share the agenda, slides, names of participants and key terms in advance; see how to brief an interpreter for a full checklist.
5. Run a technical check. Test the interpreter's audio and the interpretation channel 15 to 30 minutes before the start.
6. Explain the process at the start. The chair should introduce the interpreter, ask speakers to talk one at a time and agree how to signal a pause.
7. Plan breaks. Remote interpreting is tiring. Schedule breaks, and for long simultaneous sessions book a team that can take turns.

How can you get good audio for remote interpreting?

Good audio is the single biggest factor in remote interpreting quality, because the interpreter cannot interpret what they cannot hear. The NRPSI Code of Professional Conduct asks interpreters to seek "the necessary conditions for effective interpreting", such as "being seated where they can see and be heard clearly" and "provision for adequate breaks".

• Ask every speaker to use a wired headset or a good external microphone, not a laptop's built-in microphone.
• Avoid speakerphones in meeting rooms where several people talk at once.
• Use a wired internet connection where possible, and close other bandwidth-heavy applications.
• Keep cameras on for video interpreting, so the interpreter can follow who is speaking.
• Mute participants who are not speaking to cut background noise.

When is on-site interpreting better than remote interpreting?

On-site interpreting is the better choice when the conversation is long, emotionally sensitive, technically complex or depends on what people can see. NHS England's guidance for commissioners lists face-to-face, telephone and video as interpreting options, but notes that "specific circumstances may mean it is more appropriate for a patient to always have a face-to-face interpreter".

Similar reasoning applies outside healthcare. Factory walk-throughs, product demonstrations, negotiations where body language matters, and meetings with people who are uncomfortable with technology usually work better with an interpreter in the room. Our guides to working with interpreters in healthcare settings and booking an interpreter for a business meeting cover these situations in more detail.

Common mistakes with remote interpreting

• Assuming the platform provides the interpreter. Interpretation features only create audio channels; you still need professional interpreters.
• Skipping the technical check. Most problems, such as the wrong channel, muted interpreters or echo, appear in the first minutes and can be fixed with a test call.
• Using automatic captions as a substitute. Machine-generated captions and translations are not reliable enough for decisions, consent or negotiations.
• Booking one interpreter for a full-day online event. Remote simultaneous interpreting is as demanding as booth work and needs a team.
• Forgetting confidentiality. Share meeting links privately and check that the platform and any recording meet your data protection obligations.

How TranslationWorks can help

TranslationWorks is a UK-based language services agency that works remotely with clients everywhere and provides professional interpreting, with native-speaking linguists in more than 150 languages. TranslationWorks is certified to ISO 17100, the international standard for translation services. If you are planning a remote meeting, webinar or interview, tell us the platform, languages, date and format, and we will propose a suitable interpreting set-up. Our interpreting services page describes the formats we offer. TranslationWorks is ISO 27001 registered and Cyber Essentials certified, which supports the secure handling of meeting information. Request a free quote for remote interpreting and we will respond within 24 hours.