How to add sign language interpreters on Webex conference meetings

Do you prefer to use the Webex video conferencing platform for your remote meetings? Do you have to speak with people who are deaf or hard of hearing? If you answered “yes” to both questions, then you must learn how to add sign language interpreters on your Webex conference meetings.  

 

Webex makes it easy for disabled people to have advanced accessibility on the platform. There are specific features designed for participants who are hearing impaired. It makes their virtual meeting experience just as valuable because they can watch a sign language interpreter’s video in real-time. That way, the participants will still know what is said without hearing anything.  

 

Below are the five steps on how to add sign language interpreters on Webex conference meetings. 

 

1) Send the Invite 

 

Webex is integrated with Microsoft Outlook. Your first priority is to schedule the meetup and send a calendar invite to the interpreters attending your video conference. Once they receive the invite, they need to open it up in their email software platform and click on the link entitled “Attendee Link.”  

 

If you don’t want to use the invite feature when you create your meeting, you can still send an attendee link to an interpreter’s email address directly. Some people might prefer this option if they don’t use Microsoft Outlook or any Microsoft associated email address. An attendee link is always generated after the meeting is created. You can copy and paste the link into your email and pass it around to the other participants.  

 

2) The Interpreter Joins the Event 

 

After the interpreter clicks on the “Attendee Link,” they will have to fill out the “Join Event” form on the new page. The form only requires them to enter their First Name, Last Name, and Email Address before submitting their information. They have to click on “Run a temporary application” and then click the “Run” button on the popup near the page’s bottom.  

 

3) Pin the Interpreter 

 

Webex will automatically display the video feed of the person currently speaking at the meeting. Once somebody else talks, the video feed will switch over to that person. The problem here is that sign language interpreters do not speak, so it is difficult for deaf people to keep their video open.  

 

As the video meeting host, you will need to “pin” the interpreter to keep their video feed on the screen. Near the top of the interpreter’s video window, you should see a little “pin” icon. Click on that icon to pin the video in place, so it doesn’t go away when someone else speaks.  

 

4) Lock Video View 

 

The lock video view feature comes up after you click the pin icon. It gives you the power to lock the interpreter’s video window for yourself only or everyone at the meeting. You can also search for a specific participant and lock the interpreter’s video feed for them. Obviously, this participant will be the deaf person who needs to see the interpreter signing to them.  

 

5) Extra Features 

 

The sign language interpretations do not have to go away after the video meeting ends. Hosts have the power to record the meeting and play it back afterwards for future reference. We recommend you record the interpreter’s video window and re-watch it just in case you missed something. There is a record button on the window for recording the video. It should be self-explanatory.  

 

Closed captions are another neat feature to assist hard of hearing participants. It creates a media viewer window to connect to third-party captioning services. There is no automatic captioner here, so, someone else needs to transcribe the meeting’s spoken words to the participants. 

 

 

Video Remote Interpreting Services in the World of Remote Working

 

Video remote interpreting services play a vital role in making businesses more accessible to deaf members of the public.  

 

With video conferencing technology, deaf people and business representatives can communicate via sign language interpreters in real-time. The only question is, how video remote interpreting services are changing to reflect new trends in home and remote working? 

 

 

 

How to Make Use of Video Remote Interpreting Services When Remote Working 

 

 

In office and general business contexts, making use of video remote interpreting services is altogether easy.  

 

When business customers or associates require video remote interpreters, customer service supervisors and communication departments take care of setting up video conferencing calls. However, when remote working, employees might not always have direct access to supervisor support. 

 

Business employees with hearing impairments might also struggle when working remote, to communicate as freely with co-workers as they might otherwise. Here, we’ve, therefore, compiled a list of tips that will make using video remote interpreting services a little easier. 

 

 

 

Choose a Reliable Video Remote Interpreting (VRI) Partner

 

 

 

The key to using video remote interpreting services successfully always rests with choosing the right service partner. Is a VRI service available 24/7? Does a VRI service provide video conferencing technology that is easy to use? 

 

At Languagers, we can provide instant access to sign language interpreters 24/7, to business across the United States. As a bonus, our video conferencing software is easy to use and 100% secure.  

 

Regardless, though, of what VRI service you use, it is also vital for businesses to establish standard operating practices for when employees work with video remote interpreters. 

 

 

 

Practical Tips for Using Video Remote Interpreting Services Remotely 

 

 

As a rule, all sign language interpreters available at Languagers are already accustomed to working remotely with clients. However, not all of your employees will be familiar with how to make use of VRI services.  

 

To make using VRI services easier, it can be a good idea to delegate specific employees to handle communication with deaf colleagues and clients. Click here if you want to know more about VRI service https://en.wikipedia.org/wiki/Video_remote_interpreting 

 

• In customer service contexts, try to make sure that at least one member of staff is always on duty who is familiar with how to schedule and participate in VRI calls with members of the public. 

 

• Use social media, your website, and your marketing collateral, to let deaf people know how to contact your team to set up video conferencing conversations where interpreters will be present.  

 

• Ideally, make sure that at least one HR employee is always on duty who can liaise with deaf employees via VRI meetings. 

 

 

It is also advisable to train as many employees as possible on how to use video remote interpreting services in terms of etiquette. 

 

Basic Etiquette Rules When Working With Interpreters 

 

Training employees on how to use VRI services isn’t just about familiarizing them with how to use video conferencing software. As well as this, employees also need to follow some basic rules of etiquette when working with interpreters.  

 

 

• During VRI calls never look directly at interpreters. Instead, always look at the deaf person you are speaking to like you would anyone else. 

 

• Try to avoid using humor, metaphors, or idioms. These won’t always translate the same way in sign language. 

 

• It is common for dialogue to not be translated 100% accurately during VRI sessions. This is because English and American Sign Language are not always coded the same way. This being the case, if something does not make sense, politely ask for clarification or try rephrasing what you have just said.     

 

 

 

Make Sure Your Remote Workspace is Free of Distractions 

 

 

If you are a remote worker who will be making use of VRI services to work with deaf colleagues or customers, it is important to keep your workspace as presentable as possible. 

 

As well as reading signs from interpreters, deaf colleagues and customers will also attempt to read your body language. Any workspace where VRI calls take place should always, therefore, be free of visual distractions.  

 

When businesses delegate employees to handle VRI calls, it is also important to make sure that they are technologically equipped to do so. Thankfully, the video conferencing software we use at Languagers is compatible with most modern PC, tablet, and smartphone models. 

 

 

 

Do You Need to Hire a VRI Interpreter? 

 

Do you need to know more about how your employees can make use of video remote interpreting services when working remotely? If so, we can help. Simply reach out to one of our team today to discuss your business requirements.