In-person, video, and phone interpreting: how to compare formats

Understand what each format provides

In-person interpretation can support shared documents, visual context, and several people in one room, but requires an interpreter to travel to a location and be scheduled. External video can connect participants at different locations and preserve visual cues when the connection, camera, room, and device work well. Phone interpretation may fit some brief voice-based exchanges in services that offer it, but participants cannot see gestures or shared materials through an audio-only call.

Lingfaro supports scheduled in-person and external video requests. It does not offer phone or instant interpretation. Organizations that use another phone service should assess that service separately.

Ask what the encounter requires

A routine scheduling exchange has different needs from a detailed meeting about a care plan, school program, legal matter, or benefits application. Avoid assuming that a format is suitable solely because it is available or less costly. Ask the responsible professional or program lead to resolve questions about the applicable standard.

• Will the participants need to read, point to, or demonstrate something together?
• How many people will speak, and can they take turns clearly?
• Does the person have a preference or accessibility need that affects the format?
• Can the remote setting provide privacy, stable internet, and clear audio and video?
• What should participants do if the interpreter cannot hear, see, or connect?
• Which format does the responsible institution’s policy or applicable standard require?

Prepare an in-person session

• Confirm the building, room, arrival instructions, start time, and day-of contact.
• Arrange seating so the interpreter can hear and see all participants.
• Provide relevant terminology or documents in advance when appropriate and permitted.
• Allow time for interpretation and discussion, and tell participants how to raise a concern.

Prepare an external video session

• Test the meeting link, device, camera, microphone, and speakers.
• Use a quiet, private room and a screen where participants can see one another.
• Identify someone who can troubleshoot access or reconnect participants.
• Agree how the meeting will continue if video or audio quality becomes inadequate.
• Avoid placing the interpreter in a role that requires them to operate the meeting and interpret simultaneously.

Review whether the format worked

Ask participants whether they could follow the conversation and whether the technology or room created a barrier. Record concrete issues and the format used under your organization’s policy. If the setup failed, pause and contact the coordinator about an alternative arrangement. Use feedback from the person receiving the service to improve future requests.