What You Should Prepare When Hiring an Interpreting Service in Malaysia

When hiring an interpreting service in Malaysia, meticulous preparation is key to ensuring the process runs smoothly and meets your communication needs effectively. Whether you are organizing a conference, a business meeting, or a legal proceeding, having a professional interpreter can bridge language barriers and facilitate clear understanding among participants. However, to achieve this, it's essential to know what to prepare in advance. This includes understanding the type of interpreting service you need, providing relevant background information, and making the necessary technical and logistical arrangements. For example, if you are hosting an international business conference, you will need simultaneous interpreting services with the appropriate equipment, such as headsets and microphones. What specific event or scenario are you preparing for that requires interpreting services?

1. Define Your Needs

a. Type of Interpreting

Identify the type of interpreting service you need:

Simultaneous Interpreting: The interpreter translates in real-time, often used in conferences.

Consecutive Interpreting: The interpreter translates after the speaker has finished, suitable for meetings and negotiations.

Whispered Interpreting: The interpreter whispers the translation to a small audience, often used in informal settings.

Phone or Video Interpreting: For remote communication.

b. Language Pairs

Determine the languages involved in the interpretation. Ensure that the service provider has interpreters proficient in both the source and target languages.

2. Provide Background Information

a. Event Details

Date and Time: Specify the event’s schedule.

Location: Provide the venue details or the platform for remote interpreting.

b. Subject Matter

Topics: Outline the main topics to be discussed.

Terminology: Share any specialized vocabulary or industry-specific terms.

3. Prepare Relevant Documents

a. Agenda and Schedule

Provide the interpreter with a detailed agenda and schedule of the event. This helps them prepare and manage their time effectively.

b. Presentation Materials

Share any presentations, speeches, or documents that will be used during the event. This allows the interpreter to familiarize themselves with the content and terminology.

c. Glossaries and Reference Materials

If available, provide glossaries, reference materials, and any previous translations related to the event. This ensures consistency in terminology and improves the quality of interpretation.

4. Technical Arrangements

a. Equipment

Simultaneous Interpreting: Ensure that interpretation booths, headsets, and microphones are available and in good working condition.

Remote Interpreting: Test the video conferencing platform and ensure a stable internet connection.

b. Technical Support

Have technical support on standby to handle any equipment or connectivity issues that may arise during the event.

5. Brief the Interpreter

a. Pre-Event Briefing

Arrange a briefing session with the interpreter to discuss the event’s objectives, key participants, and any specific requirements or expectations.

b. Q&A Session

Allow the interpreter to ask questions and clarify any doubts about the event or the content they will be interpreting.

6. Consider Logistics

a. Travel and Accommodation

If the interpreter is traveling to your event, arrange for their travel and accommodation. Provide them with a detailed itinerary and contact information for any logistical support they may need.

b. Meal Arrangements

For long events, ensure that meal breaks and refreshments are arranged for the interpreter.

7. Contract and Payment

a. Contract Details

Review and sign a contract outlining the terms of service, including the scope of work, confidentiality agreement, and cancellation policy.

b. Payment Terms

Agree on the payment terms and method. Ensure clarity on any additional costs such as travel expenses or overtime charges.

Preparing thoroughly when hiring an interpreting service in Malaysia ensures a smooth and successful interpretation experience. By defining your needs, providing relevant information, making technical arrangements, and taking care of logistics, you can facilitate effective communication and achieve the best possible outcomes for your event.