There are some basic steps you can take to ensure you get the best possible results from working with an interpreter.

Give the interpreter the time and materials they need to prepare
Each company and industry has its own specialized set of language, terms and even jargon. Interpreters may not necessarily be familiar with this before working with your company. Make sure that interpreters are given a selection of printed materials in both languages that they can study prior to any event. The more specific these materials are to the substance of your speech or discussion the better. Technical materials can be especially important. Where possible, give them complete text of speeches and press announcements in advance. Even if you advise them to translate as actually delivered, the materials will help them prepare and provide the best possible translation.

Companies often withhold materials from interpreters for confidentiality reasons or simply because materials aren’t finalized yet. However, due to the important of sharing materials in advance we recommend having interpreters sign an NDA and building relationships with interpreters you trust. Even draft materials are important, especially in cases where speeches are delivered from prepared texts, which, counter to what many people think, tend to be harder to interpret than off-the-cuff speech. Once interpreter we have spoken to says that simultaneous interpretation from speeches given from prepared texts with and without access to source documents are entirely different tasks.

It is also a good idea to meet with interpreters for a few minutes prior to an event so they can get an idea of your accent and rhythms of speech and ask any questions they may have.

Find two or three interpreters you like and stick with them where possible
Once an interpreter is used to your company, style and language, it will be much easier for them to prepare for subsequent events and deliver solid results. Where possible, groom a pool of two or three interpreters over time so you have multiple options handy.

Budget for time when using consecutive interpretation
A forty minute speaking slot with consecutive interpretation leaves time for a twenty-minute speech. A Twenty minute Q&A with consecutive interpretation is really a ten-minute Q&A. And so on. Plan accordingly, especially when deciding how much time to allow for media or audience questions.

Understand the differences between consecutive and simultaneous interpretation
There are two kinds of interpretation, consecutive and simultaneous. Consecutive interpretation is where you say something and then wait while an interpreter nearby repeats it. Simultaneous interpretation (“UN-style”) is where you say something and it is translated simultaneously by an interpreter in a soundproof booth, who can be heard over headsets worn by audience members. Both are commonly used in China. Both have the same demands for preparation and familiarity. Simultaneous interpretation is more expensive, technically demanding and often a little less accurate (no do-overs or correction). It does, however, preserve the flow of a speech or presentation as a speaker need not wait for interpretation to catch up. Consecutive interpretation is cheaper, more flexible and forgiving. It does, however, force a speaker to pace themselves and it requires extra time.

In general consecutive translation is used for smaller or more intimate events or where budget or technical constraints make simultaneous interpretation impractical. It is also often a better choice when translation has to be particularly accurate. Simultaneous interpretation is generally better for large events and mixed audiences where interpretation has to go in both directions, and where time constraints make consecutive interpretation impractical. It is also the only choice when something needs to be translated into multiple languages for an audience.

When dealing with consecutive interpretation, mind your pacing
Enthusiastic executives sometimes forget about the interpretation and ramble on. Stay mindful of the interpreter and keep each statement to a paragraph or a few sentences. Pacing is valuable not only for the interpreter but also for the audience. Remember that some or all of them can’t understand you. If they have to wait too long for the interpretation their attention may begin to wander.

There is no hard and fast rule for how often to break. A greeting can be interpreted after one sentence. A complex chain of thought might go on for one or two minutes. Look for subject or pace changes as natural breaking points, and discuss it with your interpreter beforehand if possible. Don’t err too far on the side of caution and speak one sentence at a time. An interpreter will often require a few sentences for context in order to provide an accurate translation. While pacing for translation can feel like it disrupts the flow of a speech or presentation, you can rapidly grow accustomed to it.

You do have room for flexibility. A good interpreter who takes careful notes can listen for quite a long period of time and still capture what you are saying. Nevertheless, until you know an interpreter’s capabilities it’s a good idea to keep each statement relatively short. If you are working from a prepared text, mark potential break points in advance. While a good interpreter can follow natural speech comfortably, make sure your pace stays measured. If you are delivering particularly technical or complex messages, ensure that you give the interpreter a little extra space to work with.

Fully explain PowerPoint slides and illustrations
We highly recommend translating presentations into the audience’s language if at all possible. This is not only far more effective from a communication standpoint, but also a basic courtesy. However, when this is not practical speakers should --in addition to apologizing to the audience-- take care to not only deliver their normal explanation of the slides, but also ensure they fully explain any graphics. As the audience may not be able to read labels, captions or legends, the speaker must verbally explain what a color, column or axis represents. The interpreter will not deliver that information unless it is worked into your speech. Remember that doing this may lengthen your presentation and plan appropriately. Again, giving the interpreter an advanced copy will also help.

It may not be a good idea to have someone from inside your company interpret
Good interpreters are trained and experienced. Interpreting well requires more than simply knowing both languages; it also requires a systematic approach to note taking, capturing key points and preserving the essence of meaning in statements and idioms that may not cross cultures. Also, while someone from inside your company may know your terminology well, they may either forget they are interpreting (we have seen this happen) or introduce their own biases into interpretation. They may also not have the note-taking rigor of a trained interpreter.

There may be times when it makes sense to have an employee or PR consultant translate, such as in particularly sensitive or confidential situations, or in informal situations where the discussion is casual or brief. But qualified professional interpreters adhere to strict ethical and confidentiality codes and most of the time a professional interpreter will be the best choice.

Don’t be surprised if the interpretation isn’t totally exact
Interpretation is an inexact science, especially as it is a “live” process. An interpreter at an event, who can see facial expressions and sense the atmosphere of an event, might translate differently than someone working from a written transcript of an event. Fast speakers may also find that details get filtered out in favor of key points.

Good interpretation carries the facts and essential tone of a speaker’s message. It may not capture specific phrases or even the exact arrangement of ideas. This can be due to the demands of different languages, the need to work around cultural issues, or the fundamental limitations of the interpretation process. Warn spokespeople who may see their speeches or Q&A back-translated into English that what they are reading has been translated twice, and may not exactly reflect what they remember.

Although interpretation is inexact, you do have the right to demand accuracy. Don’t work with an interpreter who is error prone or introduces their own bias or ideas into interpretation. But also do what you can to make the interpreter successful.

Never assume the audience doesn’t speak your language
Just because you are working with interpreters don’t assume no one in the audience speaks English. Many Chinese people, especially in professional circles, understand some English. They may understand it much better than they can speak it. Even when working with an interpreter, assume the audience understands you. Have a local staff member vet your English speech or presentation for cultural appropriateness beforehand, and don’t assume an interpreter will correct problems.

Review interpretation after an event and see what problems need to be addressed next time
After working with interpreters, sit down with your local staff and the interpreters as well if possible and review the delivery for any problems or pitfalls that should be addressed in future. If local staff members complain about interpretation, make them be specific about their complaints. Complaining about interpreters is a favorite sport since the quality of interpretation is a rather subjective thing. Learn to differentiate real problems --issues of substance or accuracy-- from disagreements over style or word-choice.