Setting up a Work Environment & Best Practices for RSI

Notes from our Virtual Coffee-Side Chat on May 18th, 2020

With Naomi Bowman, CEO

DS-Interpretation, Inc.

OVERVIEW

This session is part of a series to help interpreters gain the business confidence to move forward in the RSI world and participate in developing a sustainable business model for RSI that will get all of us through the pandemic and beyond. This is a summary of the chat that was held on May 18, 2020.

DEFINITIONS FIRST

RSI stands for Remote Simultaneous Interpretation. In the context of this article, RSI means remote simultaneous interpreting provided for a client using a platform or other interface, known as an “ICT” (Information and Communications Technology), where the parties involved (interpreters, meeting hosts, speakers, discussants and/or listeners) are in separate locations. In some cases, the interpreters may be at a “hub” location, where conventional equipment and booths are provided for the interpreters and the hub is located remotely from the other parties to the meeting. When feasible the hub approach to RSI can allow for a higher standard of working conditions for interpreters. This article focuses on setting up a home-based remote working environment.

APPROPRIATE USE

I firmly believe that RSI is a tool that creates access to interpretation services. It is not necessarily a replacement for conventional simultaneous interpreting methods. Like all tools, it should be used appropriately. Right now, RSI is likely the only option for parties to engage using interpretation while social distancing initiatives are in place.

In “normal” market conditions, RSI should be employed as a best-fit solution for the circumstances, weighing all factors involved in the decision process. In some cases, RSI will remain the only or the best option, in other cases, RSI with the hub approach or a hybrid solution will make the most sense.

The goal of a best-fit solution approach should always be to employ the highest-standard solution possible, to ensure the most professional results.  Our Company always follows a best-fit/highest-standard approach.

THE ELEMENTS OF AN RSI WORK ENVIRONMENT

Interpreters need to hear well, see well and be able to engage with their virtual booth partner. In an RSI setting, this often involves compromise. But breaking things down into smaller elements will allow you to raise the standards for each element involved in RSI, creating a higher standard overall for your working environment. I am aware that a comprehensive checklist was sent out by one of the organizations recently to assist interpreters in preparing to work remotely along with a list of headsets for interpreters and participants. Use this Coffee Chat information as another tool in your toolkit to help you prepare, along with other resources and guides that are available. What we will talk about today is designed for practical use in the current market and to help you get set up as quickly as possible or improve your current setup.

DEDICATED COMPUTER - This means 2 devices: a computer for the RSI platform and another computer or device for your glossaries, internet searches, meeting documents and partner communications. Your RSI computer should ideally have at least 8MB RAM and have an i7 processor. The minimum requirements by some of the platforms are an i5 processor and 4MB RAM, but the better the computer, the better chance of success. Older, less powerful computers will not ensure quality RSI and may not be approved by platform providers. Don’t forget to turn off audible notifications in your device and computer settings while working and close out any applications and programs with personal information or that you will not be using during your work session. This will protect your privacy and help your computer work at its fastest. Some interpreters have asked if it is possible to have a second monitor with a dedicated screen for the platform. This is of course possible, but a truly dedicated device is a security best practice as well as a logistical best practice. I have witnessed a case where an interpreter inadvertently closed the platform program in the middle of working. It happens. Limit your risk all around to the extent possible and practical.

ETHERNET CONNECTION - Your computer should be connected via Ethernet to your router. A home WiFi connection is what most participants and listeners will be using, but an Ethernet connection is always more stable and will ensure an optimal connection for both your audio and video source and your outgoing interpretation. This may involve installing a long ethernet cable in your house. You can use a staple gun with U-shaped staples or use adhesive clips, or enlist the services of a technician to assist you. An ethernet cable will make a significant difference. My speed while writing this summary is 27 times higher Mbps down and 7 times higher Mbps up with ethernet vs. Wireless. During the Coffee chat the upload speed was nearly 30 times higher. Get in the habit of speed testing before you work. See the resources at the end of this article for information. Some platform providers require that interpreters have an ethernet connection to be able to work. Most platform providers require speeds to be at a certain level. Recognize that speeds vary constantly and ethernet is a way to ensure a higher speed when things are slowed down.

HEADSET/HEAPHONE-MIC COMBINATION - Use a high-quality headset with an integrated "noise-cancelling" microphone or headphones with a high-quality external desktop microphone. (Please note that "noise-cancelling" in this context generally means a cardioid microphone that has a directional pick up pattern.) If possible, they should be ISO standard (or close to ISO standard) with an external volume and mute switch, if desired. Using the computer’s built in speakers and microphone are not an option for remote interpreting. The last coffee chat was a 2-hour deep dive on How to Choose a Headset for RSI. Note that some platform providers require or recommend certain microphones while others recommend or require others. Just because a microphone meets standards or requirements does not necessarily mean it will work well for you or that it is, in fact going to provide an excellent audio experience! Much will come down to personal preference. Please also see the resources section for some updated links to new and important information. Note

SPARE HEADPHONE/MIC - The headset/microphone is a common source of failure - be prepared with a spare set. Having two different models is also recommended in cases there is a problem with one type on a particular platform, or, as mentioned above, a different type is required by a different platform company. Microphones and headsets in an online environment can be subject to many variables that can affect performance. Issues can and do happen more regularly that one might think. I have 3 headsets and a 4th on order plus a Blue Yeti desktop microphone. Be flexible and understand you will need more than one.

QUIET ENVIRONMENT - A reasonably quiet environment, preferably an isolated room, without traffic, or noise generated by others, is of course ideal. Check for appliance and fan noise, consider shutting open windows, turn off device notifications, ringing phones and even consider disabling or silencing an electronic doorbell. If you are in a private room, use a warning sign such as “QUIET -- LIVE MEETING IN PROGRESS - DO NOT ENTER”. A smaller space can be better than a larger space – in fact a closet is a great space! Work with what you’ve got and make it as quiet as you possibly can. Advise others you live with whose internet use may be optional to not stream or do any gaming while you are working. Keep in mind that as interpreters you must have a quiet environment to work effectively - to both keep your volume as low as possible and to have clear outgoing interpretation.

SOUND ABSORBING MATERIALS - Curtains, baffles, items on the desk area, rugs or wall hangings can help absorb sound and improve the outgoing audio signal to your listeners. Smooth surfaces can create an echo and/or a hollow sound. I have even suggested to interpreters to use full laundry baskets – they are easy to move – to help absorb sound. Another tip that always gets a laugh is to not worry about having a messy desk. Smooth work surfaces are not desirable for RSI. We have been asked to sell booths – once the lockdown allows us to return to the warehouse, this will be possible. We also have a proprietary, tall tabletop design. We are looking into selling basic sound absorbing materials such as tiles and foam sheets and will provide updates soon. In the meantime, use what you can. Pop screens and sound shields can also help and can be purchased at relatively low cost. For questions, please contact [email protected].

GREEN /BLUE SCREENS & BACKGROUNDS - The Green (or Blue) screen is a simple device to add to your work environment. Available for $50 to $100 plus a tripod in most cases, they make a professional impression, act as a privacy screen, and create a soft surface which helps reduce echo or hollowness in the outgoing audio. It also creates a less busy video image which can aid in data transfer speeds, I have been told. Although optional, they are highly recommended. There are more expensive freestanding, pull-ups models as well (El Gato makes a great one that I use regularly). If you cannot add a screen, consider a piece of art or a bookcase behind you. Some programs (like ZOOM, Skype and Microsoft Teams) offer virtual backgrounds. These can be customized to add your own image and links are in the resources section. I always recommend being on camera if at all possible at the beginning of a virtual event, so that you can be introduced to your presenters and listeners and participants will be aware they are being interpreted. This is not always possible due to the limitations of some platforms, but make sure you present the most professional image when you are seen.

GOOD LIGHTING - Good lighting is essential for your work as well as making you look your best when you are seen. You want to avoid harsh lighting and an adjustable table lamp is highly recommended. Curtains and blinds may be needed when there is a change in exterior lighting that will affect your workspace. Be careful that bright lighting does not shine into the camera. Experiment with different lighting and keep in mind that working during the day and working at night will require different lighting.

CHAIRS - Someone had asked about chairs for a workspace in the pre-submitted questions. I personally prefer a gaming chair which provides good value for the ergonomics. See the Resource section for information on the European chair standards. My gaming chair is by Arozzi. Above all, make sure your chair is supportive and comfortable for longer work periods. If you are in Europe, make sure your chair is EN 1335 (European Standard) compliant. 

WEBCAM - An external, separate, webcam that can be adjusted to eye level helps create an optimal, professional impression. In some cases, some cameras do not function as well with certain platforms. Having an internal plus an external camera available provides additional assurance. While most interpreters work without being visible, greeting your meeting hosts or participants at the beginning, if it is possible to do so on a given platform, is a great way to remind all parties involved that the meeting will be interpreted and remind people of the human element of interpretation. See the Resources section at the end of this article for more information on cameras and also “laptop stands” that raise your laptop and should be used with a separate keyboard.

AUDIO VOLUME CONTROL OR LIMITERS - First, please be aware that some headphone manufacturers offer built in sound limiters, but contrary to popular belief, these do not necessarily protect you from hearing damage! They limit at 113-118 dB. This is below the known pain threshold of 120dB, but those levels are significantly higher than the levels that have been demonstrated to cause damage. For sound peaks, that level is 94 dB for more than 100ms. For longer time exposure (average over a period of time) the level is over 80 dB, according to an RSI consultant. The US EPA and the WHO advise limiting noise to under 75 dB in an 8 hour period. Above all, you must educate yourself and be aware of acoustic shock and the risk of hearing damage and take control of that risk. We will be publishing an article on acoustic shock in the near future and are including additional resources on this topic at the end of this article. There are several peripheral devices that can be purchased – most of them are fairly expensive: PreservEar, AdaptEar, and LimitEar are some brands. At this time I can’t recommend any of these products as many of us are in a testing phase. My understanding from speaking to others is that they limit the volume too much to be able to work effectively and more importantly, do not respond quickly enough to offer protection with what is known as the ‘attack time’. We will provide more information when we can. There are also external headphone controllers such as the Shure X2U or Sound Devices brand products that work with non-USB headphones to help you control the audio but these must be used with non-USB headsets. Cyril Flerov recently published an article on how to use external devices to help lower your risk: Simple Apps to help control volume such as Volume Limiter : Mac OSX | Element26 Store for MAC or Volume Limiter download by Sourceforge for PC can also be used as additional tools to help lower risk for exposure over time but please be aware that these do not offer full protection per se, as there are too many variables involved. You can also try using sound meter apps to help you become more familiar with acceptable volume levels. Such apps include the Noise and Hearing Loss Prevention - NIOSH Sound Level Meter App - NIOSH Workplace Safety and Health Topic for smart devices. Above all please remember that nothing out there will completely protect you. Keep the volume turned down to the lowest possible level to comfortably work and do what you can to raise your awareness level. Never assume you are fully protected from the risk of damage or injury.

ADDITIONAL BEST PRACTICES FOR WORKING

QUIT THE PLATFORM PROGRAM - When you are finished working, quit the platform program completely (don’t leave the program open and move on to another project), cover your camera (a lens cleaning cloth works well if yours does not have its own cover), turn your mic off or mute it if there is an external controller.

TECHNICAL SUPPORT - Support staff must always be available during the meeting. Make sure you understand who will be available to you and how to communicate with them quickly and easily if necessary and be sure to have a second or third way contact them if needed (cell phone, email or an app chat). 

TEST TEST TEST - Always test ahead of time with support staff. And test again. Even if you have familiarity with the platform. This can be done well in advance if you are new to the platform, and also just before the meeting. Always test your audio, both incoming and outgoing, just prior to the meeting. If your microphone and/or camera are not working, below is a simple 4 step process I use to get back up and running quickly. Sometimes these can be reset inadvertently when you switch between platforms. Sometimes in back to back meetings on different platforms there is not sufficient time to check microphone and camera settings. Knowing how to solve problems quickly and easily will give you peace of mind to be able to respond professionally when something does go wrong.

1. CONTROLLER CHECK - Check your external mute switch if you have one. Operating in a virtual world makes it easier to forget about the tactile controls. Likewise, check that your camera is not covered.
2. PLATFORM CHECK - Check that your microphone and camera are not blocked within the platform you are using and that they are set to the correct devices. '
3. OPERATING SYSTEM CHECK - Check your operating system preferences to ensure the correct microphone and camera are on and selected and volume levels are where you want them. This is via an icon or through your settings. Get familiar with them so you can do this quickly.
4. BROWSER CHECK - Check your Google Chrome or other browser security settings to make sure that your settings were not reset to ‘blocked microphone’ or “blocked camera’. For Google Chrome, go to the three dots and ‘settings’ > Privacy & Security> Site Settings. There you will find the ‘allow’ camera and microphone switches and can unblock them if they are blocked.

PRACTICE - If possible, set up informal practice sessions on the platforms with colleagues. The platform companies may be able to allow you access to a demo session or you can work with an LSC (Language Service Company) that can do this for you. Time to become familiar with the platforms when you are not in a meeting situation can be incredibly valuable. Please remember your ‘written chat’ may be recorded on some platforms. We are starting this in a couple of weeks through our Company with some of the platforms and will provide additional information soon. 

MEETING LENGTH - Online and virtual meetings should be limited in length to the greatest extent possible. Remote environments are more tiring for speakers, participants and interpreters. When starting out as an interpreter doing RSI, start with SHORT meetings. If an event is all-day, the meeting planners or client should be told that the use of additional interpreters or additional teams may be required, depending on the specifics, and suggesting a shorter meeting is sometimes perfectly appropriate. So far the feedback is that about 4 hours at a time in a virtual environment is about the maximum effective time. I have heard many best practice guidelines are aiming for an hour or two at most.

PARTNERS - The ability to communicate, engage and hand the microphone off smoothly are essential features, so ensure that the platform you will be working in can handle these essentials and that both you and your partner are comfortable with them. If you must work with a platform that is lacking a handover process, you will need to create a feasible workaround with your partner. It is a best practice to organize a secondary form of communication with your partner during the meeting in case of any issues, such as texting, What’s App, Google docs or a similar messaging/communication app. Even for the shortest of meetings (20-30 minutes) a partner is recommended in case of connection issues. When working with a new platform, the handover is the key aspect to focus on. The handover process is handled differently in a software world and differently within each platform. Sometimes it is the OPPOSITE of how you are used to working in a conventional environment – which is truly counterintuitive for conference interpreters. However the virtual world has different requirements and thus different approaches to this. Practice using the various platforms to feel comfortable. Many interpreters are saying they prefer to hand over to a partner after a shorter period of time than in a conventional setting. Be flexible and work this out with your partner. One person asked if any of the platforms allow you to see your partner. To my knowledge Speakus (a Russian platform) allows this under certain circumstances.

REMOTE INTERPRETING CONSECUTIVELY - Please keep in mind that in some cases you may be asked to work consecutively - or you or other parties involved may determine that consecutive is the best approach. Consecutive interpreting can of course be done with any online meeting platform. A pre-meeting is recommended to determine how long you will go, how you will indicate to a speaker that you need to take over, how you will work with your partner, etc. All considerations for equipment, tools and best practices for virtual meetings still apply for this type of Remote Interpreting. Note that with consecutive you should be visible the entire time to other meeting participants and will need to especially focus on your video image, camera angle, etc. Work out any partner hand-offs ahead of time.

STANDARDS - Know what standards are currently available. ISO and ASTM are organizations that publish standards for the Interpreting profession and industry and anyone can buy them at reasonable cost. Commit to adhering to standards to the greatest extent possible and practical in every situation. Communicate the standards to all parties involved. Clients, production companies, some language service companies, and others involved may not know about them – and it is the duty of professional conference interpreters to communicate the standards, as well as to communicate the difference between professional conference interpreters and other interpreters. While in these exceptional circumstances, many of the working conditions may not be ideal and will be a compromise. But the focus must still be on conveying standards to the parties involved and committing to making sure the highest standard working environment possible will be provided. We must all commit to this – to ensuring we communicate standards to our clients. In some cases this may mean changing some aspects of the solution to be used or making a case to the client for changing some aspects of their meeting format. Please see the Resources section for links to specific Standards.

CLIENT RESPONSIBILITIES FOR SUCCESSFUL RSI - Clients and end-users may be unaware of online meeting basics and this is an increasingly critical issue. Interpreters can follow all the guidelines for successful RSI, but if the clients and participants do not follow similar guidelines, the interpreters cannot do their job. Best practices for online meetings, and most especially for online meetings with interpretation, include: 

• Shorter meetings - as previously stated the virtual world is more tiring and intense.
• Creating the best possible sound environment for all meeting participants, speakers and interpreters - including using quality headsets for participants and speakers, creating a quiet work environment and most importantly muting one’s microphone when not speaking. Presenters who connect from cars or other noisy environments can be impossible to interpret. Convey to clients that what can work for them in an online meeting can be impossible when interpretation is involved.
• Using an ethernet connection when possible (most participants will not use an ethernet connection) and having adequate bandwidth available.
• Providing an optimal camera video view of presenters with minimal visual distractions and preferably eye contact with the camera at eye level.
• Having a protocol for getting the attention of the speaker or asking questions which is conveyed to all participants in advance.
• Making sure participants/ speakers aware that they are being interpreted. Introduce the interpreters if appropriate to do so.
• Ideally protocol should be conveyed prior to a meeting in writing and mentioned at the beginning of any interpreted meeting.
• Conducting a short test meeting ahead of time to introduce interpreters to meeting moderators and/or speakers and review protocol, plus ensure key players are comfortable on the platform is also strongly advised.
• Scheduling a few extra minutes at the beginning of the program for logging on and entering the meeting.

Make sure your clients or the LSCs are aware of these points as best practices and provide them in writing, so that you can do your best job. This topic has become one of the biggest issues in the profession in recent weeks. Not only do we need to ensure interpreters know the best practices, but we also must commit to educating clients, as well.

CONCLUSIONS

And finally, remember that things WILL go wrong in a virtual environment. You will be unable to hear at times; people may be unable to hear you. Make sure your clients have reasonable expectations before your meeting starts. RSI, like regular interpreting, is a BEST EFFORT situation. The expectations should not be the same as an on-site environment. Right now, the virtual environment is a very forgiving one – because it has to be.

RSI is complex and is often about compromise. Focus on breaking the complex components down into smaller, simpler parts -- and doing what you can to have the highest standard approach for each smaller part while maintaining your best professional effort. This will instill confidence in what you can provide and will allow you to focus your energy appropriately and ensure the most positive outcomes possible for all parties involved. As I said in my last coffee chat, all of these points discussed are not actually what interpreters need to perform RSI -- they are, in fact, what clients need to have successful outcomes with RSI.

PANEL CONTRIBUTIONS

Hildo Bos, of CongresTolken in the Netherlands, a Cooperative in Amsterdam run by conference interpreters that provides conference interpreting services

#1: What is the greatest challenge you personally have faced in setting up a remote work environment?

Setting it up in the first place (does it make sense, for how long does this make sense) and doubts regarding the hub location. Note that in the Netherlands using a hub is possible. Should the hub be set up at the our office, the client's office, a technical service provider's warehouse or office? Equipment has been challenging – for example, there are contradictory instructions from competing platforms on which headset to use. Also, it is important to move from testing to practice and this can be difficult to achieve.

#2: What is the greatest challenge CongresTolken has faced with RSI?

Hildo outlined a range of challenges, all of which are important to mention:

-       Reluctance of interpreters to get involved at all in RSI; reluctance of technical service providers to set up platform-agnostic hubs due to agreements they may have in place

-       Low technical insights of users of how to successfully participate in virtual meetings

-       New distribution of tasks and responsibilities between clients, consultant interpreters, interpreters, technical service providers

-       Informing clients about what is required (RSI is complex!)

-       Choice of platform with many unpredictable factors (subscription/ prices, who prefers what platform)

-       Lack of integration between existing video conferencing systems and RSI platforms

-       What will the longer-term effects be of people and agencies who will use this to lower standards (working from home, working alone, working without technicians)?

-       Moving from the view of RSI as a substitute for on-site interpretation to an opening into new markets (short meetings, classical video conferences that are not suited to the conventional approach)

Daphne Chien, Conference Interpreter from CA

#1: What is the greatest challenge you have faced in setting up a remote work environment?

The biggest issue has been overcoming the fear of working in a new technology environment and not being able to communicate well with a partner.

#2 Tell us about your experience with the Handover Process that has required creativity.

Daphne detailed how she and colleagues have created a handover process on Zoom using a secondary device. The basics include establishing a set time, monitoring your partner using a secondary device with earbuds and coordinating the handover. You can listen to your partner by logging in from another device (not using a Zoom app) as a participant only with a generic name and selecting to listen to the interpretation. Be sure to mute your secondary device as you will never use this to speak. Zoom allows both partners to be on at the same time, which makes it easier. Be sure to rename yourself as an Interpreter in the main log on. Having a third way to communicate directly with your partner is also helpful. Although it sounds technically complex, Daphne feels she is not a particularly technical person and she has managed to do this pretty easily. If she can do it, so can you!

Carine Kennedy, Conference Interpreter from the UK

#1: What is the greatest challenge you have faced in setting up a remote work environment?

Having to work in substandard conditions and being thrown into working with platforms without much experience on them.

#2: You recently interpreted for an institutional meetings remotely. What takeaways can you share from that experience with your colleagues?

This first story is not about RSI but is about challenges faced while interpreting during the pandemic. On the 17th March I was summoned to a high-level meeting with a number of leaders via video. Before the meeting, no booth had been installed for the video conference, so we positioned ourselves as far away as possible from the key listener of our interpretation and had to shout. I actually had a sore throat because of this and I was slightly anxious that I could have caught it. Fortunately, I did not!

Having attended the AIIC Prims meeting January and seen all the platforms was frankly meaningless if you have not used them in real life so decided to re-examine each one carefully before being asked to use them. Their technical demands appeared to vary. My son who is very technically au fait was not impressed by their recommendations: Headsets for call centres and not sufficiently up-to-date specifications for computers. So I quickly realised that a dedicated computer was essential as was a quality microphone and headphones or a headset. The new laptop is winging its way from China. I have purchased a beautiful Yves Klein blue Yeti Nano microphone and am still looking for the perfect headset as I love my B&O headphones [These are a discontinued ear hanger model that is popular among European interpreters]. My own direct experience so far: I have used a number of platforms. One in particular involved many hours training. However, I now know it like the back of my hand and it works although is not aesthetically pleasing. Another platform is attractive and colourful but switching can take time - but I am told that constant improvements are being made. I have also used mixed platforms [layered solutions] and that experience was relatively good, but involved two headsets and two pieces of equipment, but the client was very satisfied and we are doing a fifth meeting for him this week. I certainly do not want this to become the new normal: I want to go back to normal but if this is what it takes to earn a living so be it! The biggest takeaway: we will have to adapt!

Alessandra Bonatti, Conference/Diplomatic Interpreter & former General Branch Chief at the Office of Language Services for the US Dept of State

#1: What is the greatest challenge you have faced in setting up a remote work environment?

I was trained for years to work in a soundproof booth with a colleague a console and a technician nearby, ready to intervene in case there was a technical glitch. When this has become so ingrained it is difficult to change your mindset, but I think this applies to most technology. The change of mindset has been the greatest challenge and also the most important one.

I made sure I was compliant with the guidelines set forth by the providers of the remote platforms and set forth by Naomi a few minutes ago, checking and double checking that I had the correct headset, the ethernet cable, adequate internet bandwidth, the right processor and so on. I knew that short of building a soundproof studio I had to make sure that I was working in a comfortable, quiet, isolated area of my home and first and foremost I had fully familiarized myself with the platform itself. I viewed all this as an investment in my professional future. I don’t think there is any other way to describe it.

#2: We’ve talked about compromise today. Do you feel you can offer quality interpreting in an environment that will often be considered ‘compromised’ vs. a conventional set up, and how do you recommend colleagues move forward with this in mind?

The adoption of this work modality has been accelerated in response to COVID-19. It requires an open mind and flexibility. Above all we have to be flexible under these extraordinary times to be able to move forward. Yes, there is compromise, but we can adapt without completely compromising our standards and our goals of providing a genuinely needed service.

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INFORMAL Q&A Session

Please note that we had over 100 pre-submitted questions and attempted to answer most of them in the presentation. Below are additional questions posed during our informal video chat portion of the program.

What about powerLan adapters? Like Devolo? devolo Magic 2 WiFiStarter Kit - 2 Adapter

While mesh and other new technologies can help increase wireless speed, the platform providers all still recommend an ethernet connection. As technology improves, this may change. But wireless is inherently less stable.

Has there been mention of gaming headphones and how do those compare for what interpreters need?

Often gaming headsets are big, heavy, and cover your ears completely and may not therefore be ideal for interpreters.

I missed the name of Naomi’s headphone. Can you tell me again?

Naomi is currently using the Koss UC 300. This microphone was creating some ‘pops’ during the coffee chat. This particular model has had recent input from some interpreters of being ‘too hot’ at times. Naomi finds it a little loud at times and it did not perform ideally tonight, though it normally does not have any popping issues.

Has anyone used a Windows audio equalizer like "Equalizer APO" to help make up for microphone imperfections or to adjust incoming audio?

Nobody in this group commented, but there are interpreters and technical committees investigating this type of software for interpreters working with RSI.

I wonder what the difference is between a blue and green screen?

Blue is supposed to be better for film, green for digital. But that is for editing purposes for film and television.

COMMENT: It bears understanding that the "30 minutes on/off" no longer exists in RSI, as colleagues are on all the time (you cannot tune out during your "off" time) so a half day is in fact a full day in SI.

COMMENT: For the Japanese booth, we have been switching every 15 minutes. That’s standard, so I don’t know what it means for RSI for us.

FROM IGOR Zoubko: Esteemed colleagues, my humble take on gear for remote work. This is an article I wrote a couple of years ago.https://www.dhirubhai.net/posts/igorzoubko_interpreting-interpreters-interpreter-activity-6658646954257498113-pbDI

Naomi, does DS include in its contract with the clients that they need to abide by the technical requirements (headset/microphone, etc.) in order for interpretation to work?

We do not guarantee anything will work, ever. There are too many variables. While client education is key, it is also very hard to control all participants, especially in larger meetings. The key is education, setting expectations and making clients aware of the risks of RSI.

Daphne - your outgoing audio is very good. Could you tell us what earphones/ microphone you are using now?

Many colleagues are asking me about my microphone. I am using a Sennheiser PC8. I think a USB headset with a boom mic works the best. [Naomi note: I have used this headset for years and it is my favorite, but have had issues with it recently not working well on MS Teams meetings and it did not work well in a recent Zoom meeting when the primary other speaker was using a Jabra Evolve. I had to switch to my Koss UC300. Remember to always have a spare headset for this reason].

Daphne, thanks for our useful explanation. So, do you use Ethernet adaptor to connect to iPhone or iPad?

I use desktop for primary and laptop for secondary. Both are plugged in wall for power, both are wired by ethernet cable to my router. Both headsets are wired (USB for desktop).

Have you thought about talking about how interpreters are able to help each other during the interpretation? Instead of using the old-fashioned notepad to share information, using a shared google doc for example? I had a workshop teaching this to my students this year.

Being able to collaborate is key. Google docs is becoming very popular for this, along with What’sApp and others.

Is there a platform that allows booth mates to see each other on video while remaining invisible to everyone else?

I have heard that Speakus offers this under certain circumstances.

Naomi, how are your clients responding to interpreting practice before each meeting?

Clients tend to be nervous about the meetings in general, so they are quite happy to do a rehearsal session to make sure everyone understands how things will work.

[Name removed], what headset are you using? Sounds great!

It's Sennheiser PC 8 USB that Naomi mentioned last time and today. It costs about 59$ if ordered from Amazon; cheaper, but takes longer if ordered from the UK.

What are the most " recommended " platforms?

The top platforms for RSI, in no particular order are Interprefy, Kudo, Voiceboxer and Interactio. There are many platforms and providers out there. These 4 are the leaders. I am including an article of a review of 6 platforms in the Resources (the above plus Speakus, Verspeak, and Zoom).

Naomi, what do you think of the Sennheiser SC 75. I just purchased those because I couldn’t find and PC8 available

The microphone on this headset does not meet standards and is not very good. That means your outgoing audio will not be as good as it should be because the frequency response range is not sufficient. Right now with shortages, there are compromises. Read the article on How to Choose a Headset to understand the compromises. Get a better one when you can.

Practicing time? 

Yes, it is in our interest to practice, but this is our professional time. The Associations are encouraging people to charge for any substantial practice time (just like a briefing) From [Name removed]

If you are not so sure about the platform yourself it is useful to have a test. But if it is the client who needs training from you, I believe we should be paid for the time. From [Name removed]

From Naomi after the fact: I agree with these points above and it is best practice to charge for a rehearsal or a test run. Basically, if the client is involved fees should be involved in most cases. As professionals if you are promoting that you are an RSI interpreter, you should be familiar with and comfortable in the RSI environment. Getting comfortable in a low pressure environment with colleagues and not clients, will allow you to be confident that you can deliver the service.]

Do you think it is safe to log in with another account on your PC, if you don’t dedicate your notebook for interpretation, security wise?

The reason for having a dedicated computer is not just security but logistics. If you need to navigate using a different program, this will slow your computer down and increase the risk that you may interfere with the platform program. I have seen this happen in a real-world situation: the interpreter inadvertently closed out the program while trying to access another website on the laptop.

How do you ask your client to use a microphone or proper audio? 

We try to focus on educating clients first and foremost. It can be impossible to insist on certain things. Clients have trouble controlling their own audience, too. We must focus on what we can do. Examples: Limit the meeting length. If the meeting is longer, we say we can do this, but we may need four interpreters instead of two. We can suggest that primary speakers and moderators should use a high quality microphone or headset, but we may choose not worry so much about light Q&A from a large audience or suggest that Q&A be in writing. Often in this new environment, there are a lot of variables that we cannot control. During test runs, invariably some have connected using only the computer speakers and microphone. That’s a great opportunity to show them the difference a headset can make. Hearing is believing. Collectively, we need to work together to educate the clients. Clients will need to be given feedback. For example, “this meeting was not optimal and this is how we might be able to improve the outcomes in the future.” 

[Name removed]: On sharing and collaborating through Google Docs with “booth” partners. Becoming inventive and thinking outside of the box, can help communication with your virtual booth partner. It does add the necessity of another screen, but it has worked well with Stephanie. Some of her students have preferred using a second screen. 

Tip from [Name Removed]: For MacBooks or any Apple computer, it helps to have a Bluetooth trackpad and a Bluetooth keyboard. From Naomi: If you have a MacBook pro and you’re having issues, try balancing your inputs on each side: if you have power on the left, plug your microphone in on the right. I read an article about this recently as it helps optimize performance 

How do you prepare for brownouts? 

You can get a power supply that will power a laptop. Naomi has one that she bought for $130 USD. It will provide about 3 hours for a laptop that is running multiple applications. Having a power supply in your contract is a good idea. Power in general is somewhat out of your control, but having an external power supply can be helpful. I have heard that at least one platform provider requires an external power source for your computer!

What kind of legal language should you include in your contracts to protect yourself against equipment and platform issues? What can you include for client education purposes? 

AIIC is working on standard disclaimer. [From an AIIC member, name removed]

From Naomi: Sometimes being more vague can better protect you. Don’t be overly specific as that can limit you. Expectations need to be clearly conveyed to the client ahead of time. Use language that is clear and simple, that also protects you without limiting the situation. We are planning a coffee chat on this broader topic of business practices.

What headset are you wearing, [Name Removed]? The sound is good!

[x] is wearing a Logitech H340 USB

Is there a way to add interpreters to the Coffee-Side chat? 

You can email [email protected]. Please also feel free to forward the registration link. We do have a 300-person limit, so please keep that in mind. 

Do you foresee differences in how RSI is used in different regions? Especially when considering how different regions are handling COVID? 

Yes, overall every region will be using RSI differently. Hubs are taking hold in regions who have lifted social distancing initiative. Because they offer a higher standard working environment, I do see them emerging in more places as restrictions lift. Hybrid meetings, where a smaller number of people are on-site and other participants are remote, and interpreters may be remote or on-site, will also flourish. The main thing is that a full-return to what we once new is unlikely, at least until there is a vaccine. Hybrid approaches and more RSI will become the norm.

From [Name removed, Germany]: I’ve used a Hub. Germany is trying to push toward the hub model. Many production companies are setting up hubs throughout Germany and you work in a conventional booth and use various platforms. Tip: Microsoft whiteboard, for “booth” partners is great to communicate. 

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Thank you all for your participation and we look forward to the next coffee chat. It is clear that one of the top concerns is the client-side best practices so this will be one of our upcoming topics. We will also have sessions on acoustic shock & hearing protection, a deep dive on how platforms handle the interpreter microphone handover process and RSI best business practices for freelancers.

To join us for future coffee chats, please email us at [email protected] and me and our Company on Linked In, Twitter or Facebook for updates.

Naomi Bowman, CEO

Comments? Questions? Please email us at [email protected] or PM me on LinkedIn.

RESOURCES

SPEED TEST - Ookla speed test https://www.speedtest.net/ download speed test apps for all of your devices from this site.

ABOUT INTERNET SPEED - https://www.allconnect.com/blog/consumers-guide-to-internet-speed

HEADSETS

ARTICLE ON HOW TO CHOOSE A HEADSET FOR RSI by Naomi Bowman

Please also consult your regional and international professional organizations for recently published lists of suitable headsets for interpreters and participants!

Article recently published by interpreter Christian Guiducci on issues with sound quality and headsets in an RSI (and other) working environment

PERSONALIZED VIRTUAL BACKGROUNDS:

Zoom: https://support.zoom.us/hc/en-us/articles/210707503-Virtual-Background

Skype: https://support.skype.com/en/faq/FA34896/how-do-i-customize-my-background-for-skype-video-calls

Microsoft Teams: https://support.microsoft.com/en-us/office/change-your-background-for-a-teams-meeting-f77a2381-443a-499d-825e-509a140f4780

HOW TO ACTIVATE DO NOT DISTURB on your MAC computer: https://www.howtogeek.com/266064/turn-on-do-macos-do-not-disturb-in-one-click-with-this-shortcut/

ADDITIONAL TIPS FOR WORKING FROM HOME (also to share with clients)

https://www.howtogeek.com/663874/12-tips-for-video-conferencing-while-you-work-from-home/

WEBCAMS/ LAPTOP STANDS - ARTICLES AND REVIEWS

https://thewirecutter.com/reviews/best-laptop-stands/

https://www.techtimes.com/articles/247583/20200225/stream-and-video-chat-in-high-definition-here-are-the-best-webcameras-in-amazon.htm

https://www.techradar.com/news/computing-components/peripherals/what-webcam-5-reviewed-and-rated-1027972

PLATFORMS REVIEW

Here is a very helpful recent article published with a review of 6 platforms.

HOW TO USE A BLUE YETI MICROPHONE

Please note that the photo in this article above (Platforms review) shows a blue yeti microphone being used tilted towards the interpreter. Blue Yetis are known as ‘side address’ microphones and should always be pointed straight up to the ceiling. This seems counterintuitive, but Blue Yeti uses these illustrations, below. Use this microphone in cardioid mode and point it to the ceiling. This will make a big difference! https://www.bluedesigns.com/products/yeti/

ACOUSTIC SHOCK AND HEARING PROTECTION RESOURCES

Article by Cyril Flerov: https://www.dhirubhai.net/pulse/how-use-audio-equalization-eq-compression-partially-mitigate-flerov/

General Info: https://www.cdc.gov/nceh/hearing_loss/what_noises_cause_hearing_loss.html

Volume Limiter : Mac OSX | Element26 Store for MAC or

Volume Limiter download by Sourceforge for PC.

Please be aware that these limiter apps do not offer full protection per se, as there are too many variables involved, but can be additional tools to help lower risk for exposure over time.

Noise and Hearing Loss Prevention - NIOSH Sound Level Meter App - NIOSH Workplace Safety and Health Topic for smart devices. Learn what different dB levels sound like.

STANDARDS AND PUBLICLY AVAILABLE SPECIFICATIONS

ISO/PAS 24019:2020 - Simultaneous interpreting delivery platforms — Requirements and recommendations 

ISO 20109:2016 - Simultaneous interpreting — Equipment — Requirements

F2089 - 15 Standard Practice for Language Interpreting 

ISO 18841 2018: Interpreting Services: General Requirements and Recommendations