New Technologies and Conference Interpretation

Judith S. Farwick
Dolmetsch-Service Farwick, Cologne, Germany

Abstract
Information and communication technologies, tools and channels have had and
still have a strong impact on conference situations and thus on the way
conference interpreters work. It would seem that the new technologies and smart
devices have made everyone’s working lives easier. A conference interpreter
myself, I do not think that is entirely true. To find out more about conference
interpreters’ general practical experience, I conducted two surveys about new
technologies and aids and how interpreters use them. Most interesting answers
were given on the advantages and disadvantages of certain technologies, and
there seems to be a downside to all the new tools, however helpful they may be.
New skills are required to be able to use them, and with regard to the quality of
interpretation as well as to interpreters’ working conditions, new questions arise,
some of which this paper will address.

The changing face of conference interpretation

In 1993, I worked as a conference interpreter for the first time. I went

freelance in 1994, and in the past 15 years I have seen so many
changes in my working environment, it seems like a whole generation
has passed.

Back when I started as a freelance interpreter, there were no

e-mails, no websites, no cellphones. One of my friends had a fax
machine, and I used to give people her fax number when I needed an
important document immediately. Weeks before a conference, the
organizers would send the agenda, speeches, brochures, technical
drawings, photocopies of old newspaper articles with background
information, and so on. These materials would be sent to me by mail,
as printed matter. During preparation, I would sometimes have to go
into town to find special dictionaries and background literature in a
bookstore or library. On the day of the event, I would pack my bag –
or rather, my suitcase – with all the dictionaries I could fit in and carry.
Sometimes I carried as many as 4 or 5 volumes, weighing over 6
kilos, not to mention the print-outs of my own glossaries and
everything that had been sent for preparation.

I would leave early to allow time for buying my train ticket at the
station, and even pack a railway timetable. When I was away, I would
have to find a public phone at least twice a day, to check my
answering machine for messages, and call people back. At the

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conference site I would collect more brochures, more background

information material. I would carry all the papers home with me and
put them in my archive for future reference.

I remember a conference which was extended at short notice, and I

could very well have stayed at the hotel, but I rushed home in the late
afternoon and came back very early the following morning because I
needed some documents from home to prepare for my next job.

Interpreters go digital

Nowadays, you get all the preparation material by e-mail, there is no

need to print anything out because you can bring it in digital form, and
your laptop computer allows you to carry as many electronic
dictionaries as you like. You buy your train tickets online, check the
railway schedules online during one of the coffee-breaks, and you can
always rely on your cellphone or similar mobile device to keep you in
touch with clients and co-workers. You don’t need all that paper any
more. You carry less weight, you need less time, you pay less money.
Or do you?

The new information and communication technologies, tools and

channels have had and still have a strong impact on conference
situations and thus on the way conference interpreters work. It would
seem that life has become easier, but I’m not sure that is entirely true.
To get a broader picture and look beyond my own practical
experience, I conducted two online surveys, the first in December
2005 and the second between October 2008 and January 2009. The
2005 survey focused on the use of laptop computers among
interpreters; all respondents lived and worked in Germany and were
freelancers. 80% were female, their average age was 40 years, and
their average practical experience as interpreters covered 12 years.

The 2008/09 survey included several questions about laptop usage

again, but also asked about how and when preparation materials
were received, about remote interpreting or RI (i.e. via monitor and/or
telephone), and about the use of tour guide systems for simultaneous
interpretation. Respondents lived and worked in 10 different
European countries as well as in Australia, Israel, Korea and the US.
92% were freelancers. 84% were female, their average age was 41
years, and average practical experience amounted to 14 years.

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Multi-tasking

Inside an interpreter’s booth, there is not much to see today that

would not have been there 10, 20 or even 40 years ago. A narrow
board, about half a square meter in size, serves as a desk, with one
or several consoles with microphones and headphones. Once the
interpreters have settled in, the remaining space is taken up by their
notepads, print-outs of conference materials, glasses and water
bottles, coffee cups, etc. One substantial thing has changed in the
last decade, though: Where there were some printed dictionaries in
the past, stacked against the wall on both sides of the booth, there
are now laptop computers.

However, laptops took their time in finding their way into the booth,
and in the beginning were quite controversial, even leading to a
generational conflict in some cases. In the 2005 survey, 70% of the
respondents used a laptop computer during their time in the booth. In
the 2008/09 survey, 80% of the respondents stated that they regularly
use a laptop during booth-time. Out of these, 98% use it to look up
vocabulary, and 92% to view slideshows.

As to the advantages of laptops for interpreters, the high number of

available dictionaries, glossaries etc. was mentioned most often (by
43%), second came the speed with which information and
terminology can be accessed (37%), and next was the possibility to
follow slide presentations at one’s own pace (29%). This is very
helpful when a speaker uses slides to list figures which he or she then
reads off a large screen at the front of the room. Due to the delay
without which simultaneous interpreting is impossible, the interpreters
will need this information slightly longer than the speaker and those in
the audience who understand the source language. As a
consequence, once the speaker has moved on to the next slide and
the interpreters can no longer use the large screen for reference, they
will be happy to still see the slide in question on their own laptop’s
screen. However, this means that there is even more the interpreters
have to do at the same time: As if simultaneous translation was not
enough in terms of multi-tasking, they are now operating a computer
in parallel, either to look up information, or to follow slides, or both.

Further important arguments in favour of laptops are the

needlessness of print-outs or paper-bound dictionaries (mentioned by
24%) and internet access (18%). 10% referred to the fact that laptops
allow for last-minute preparation of speeches and similar documents.

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It is interesting that this last point was mentioned as an advantage

of laptops for interpreting, when it is actually a huge disadvantage at
the same time: Without e-mail and PowerPoint, speakers were forced
to prepare their papers and slides way in advance. Nowadays, they
often use the evening before the conference to make last-minute
changes to their slides. The result is that interpreters only get those
slides shortly before the conference starts, or even later than that,
during one of the breaks. The 2008/09 survey confirmed that the
period of time during which documents and, mostly, files are available
to the interpreters for their preparation is extremely short nowadays.
35% of the respondents stated that they receive files on the day of the
event “(almost) always” or “often”. This means that the off-mike time
(between one’s turns, when one’s colleague is doing the interpreting)
is often spent looking at slides that have only just been handed over.
The time interpreters should really use, and really need, to have a
rest and to be there for their booth partner in case help is needed, this
precious time is then lost for doing something that should have been
done days before.

In terms of laptops’ disadvantages for interpreting, the disturbance

through noises from fans, keyboards etc. was mentioned most often
(by 25%). Almost as many (23%) complained about lack of space
inside the booth and the distraction potential. 13% of the respondents
claimed that you might get to depend too much on the laptop, and the
risk of theft was mentioned by 11%.

Sensitive data in an unknown environment

During a regular conference day, there are usually two shorter breaks
for coffee and tea, and one longer break for lunch. Given the need for
reachability anytime, anywhere, to which freelancers are subjected
nowadays, a good part of these breaks is needed to check for and
answer messages. During the little time left, one is not too keen to run
around with a laptop rucksack on one’s back, having to make time to
unplug and pack the device before leaving the booth and to set it all
up again before restarting work. Still, protecting the data on one’s
mobile devices is essential, as they contain not only important
information regarding one’s own business, but also sensitive data
from clients. Interpreters often have to sign some kind of
confidentiality agreement regarding data they receive to prepare for a
job. But how are they supposed to read confidential documents when
all the time they have left is the train ride, with so many people
potentially looking over one’s shoulder? How can they be sure that
their e-mail box hasn’t been compromised? What happens if a laptop

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is stolen, or if someone gains access to it? According to a survey

conducted in 2005 among the world’s leading taxi companies, almost
5,000 laptops were left behind in taxis cabs within a six-month period
in London alone. The study, sponsored by Pointsec Mobile
Technologies, was first commissioned in 2001 in London; the results
of the 2005 follow-up survey indicate a significant worsening of the
problem, with 71% more laptops being left behind.

"It is alarming to see that the problem of losing mobile devices has
accelerated”, said Peter Larsson, CEO of Pointsec Mobile
Technologies. "Mobile users are in an even worse position now
because they are far more reliant on their mobile devices to store
large amounts of sensitive information, with very few concerned about
backing it up or protecting it." (Check Point Software Technologies
Ltd.)

But interpreters generally don’t seem too worried about losing data
or even their computers: In the 2005 survey, 26% stated they did not
take any particular protective measures when travelling with their
laptops, and 53% only protected it by not leaving it unattended. In
2008 /09, there were still 6% taking chances by not protecting their
laptops at all. 28% protected them only by not leaving them
unattended, but had no password protection of any kind. 50% did
have password protection, but 46% of them leave their laptops
unattended. This is particularly surprising as 92% of the respondents
in the latter survey work freelance and thus have to personally incur
all costs of data recovery, lost profit due to downtime, and
replacement purchases.

And there simply is not enough room any more. Bringing a laptop
computer does not mean you are not still going to need a notepad, or
some print-outs, or a glass of water. The requirements of interpreting
booths have changed considerably. The booths themselves have not.
A power strip at working height would do no harm, for instance - why
do interpreters still have to crawl under the desk to plug in their laptop
power cords? Why can the booths not be locked properly, so that
interpreters can leave their laptops in them during breaks without
worrying?

Life outside the booth

It is not only inside the booth that things have changed, it is

everywhere. Terminology has to be prepared, background information
to be gathered. For freelancers, there is also a lot to do in terms of

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office work, e.g. travel arrangements, book-keeping, invoicing, etc.

And of course, additional equipment means additional expenses. In
the past, it was the client who was in charge of compiling information
and preparation materials and making them available, who paid for
the photocopying, printing and mailing of documents.

Now it is the interpreters who do most of the research themselves,

and pay for all the software and hardware they need to receive, open
and print files. Independent of the point in time when the material is
received, 81% stated they “(almost) never” get documents by fax.
59% “(almost) never” get printed matter sent to them by mail. This
compares to 87% who confirm that materials are “(almost) always”
sent to them by e-mail. But sometimes, all you get by way of
preparatory information is a web address.

In the 2008/09 survey, 80% of the respondents stated that they

receive PPT files for preparation “(almost) always” or “often”, and the
same goes for PDF files. These two file formats appear to be most
common for conference materials, but they complicate things further:
A PPT file often contains pictures, even videos, which blow up the file
size and make it difficult to send by e-mail. As a workaround,
conference organizers often print such slide presentations as PDF
files, which reduces the number of bytes considerably. However, this
is usually done by printing the slides only and not the notes
accompanying them. More often than not, however, speakers will not
actually speak, but rather read from their notes. The interpreters do
not get a copy of these notes because they were not in the PDF file,
but the speaker is not aware of that, having sent a PPT file complete
with the notes to the organizers. Again, it is the quality of the
interpreters’ performance as well as their working conditions which
suffer as a result of the inadequate accommodation for technology.

Furthermore, freelancers pay for electronic dictionaries and a high-

speed internet connection, but that does not mean they are not going
to need printed dictionaries and a fax connection as well. You can
hardly survive freelance without a mobile phone, but you still have
your regular fixed line to pay for. You need a laptop, you need up-to-
date software, and it is up to you to learn how to download and open
new file formats, fend off computer viruses, and so on.

A lot of weight that comes with the paperwork, or rather the now
paper-less work, has been shifted onto the freelancers’ shoulders,
which means less work and less cost for the clients. But do

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interpreters earn significantly more than, say, 10 years ago? They do

not.

It takes more than two

Of course, it is not interpreters alone who use modern technology for

and during conferences. It is not just the speakers, either, whose
mobile devices often interfere with the other equipment, causing
unpleasant, sometimes even painful disturbing noise to come through
the headphones. It is just as much the regular conference participant,
people who formerly just sat there and listened or maybe took notes
on a pad. Now, they use every available second to read e-mails, send
text messages, even make quick phone calls. I have seen people –
and it is always the people who sit directly in front of the booth,
obviously – get up, block my line of vision for some seconds, then sit
down again. The same thing occurs some minutes later, and then
again. It took me some time to realize what these people were doing:
Taking pictures with their camera phones! Which reminds me of all
the other things phones are capable of nowadays. Take voice
recording, for instance. Interpreters’ contracts usually stipulate that
the interpretation is intended for immediate listening purposes only,
that no recordings are to be made without prior consent of, and extra
remuneration for, the interpreters. But how can you control that any
longer, with everybody carrying a mobile voice recorder in their
pockets?

Everywhere you go

It seems that many new technologies have brought about not only
progress, but also more work, more costs and more responsibility.
This is likewise true for a completely different field: Simultaneous
interpretation with tour guide systems. These systems – microphones
which transmit what is spoken into them wirelessly to headset-
receivers – were originally meant to serve visitors during guided tours.
They were then used for simultaneous translation of such guided
tours as well, offering a mobile solution for situations where no booth
could be used. Increasingly, they are now used in stationary
conference situations to ‘replace’ booths. In the 2008/98 survey,
interpreters confirmed that 11% of simultaneous assignments require
working with a tour guide system instead of a booth, although no
mobility is required. This leads to more strain on the interpreters and
terrible acoustics for everyone involved, as 73% pointed out.

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Another recent development is the strong increase of virtual

conferencing. International meetings are being held via webcasters or
even telephone, requiring interpreters to work without perceiving the
usual non-verbal information that is an integral part of all
communication. 34% of the respondents interpreted via telephone
between 1 and 5 times a year. The most popular feature of telephone
interpreting assignments was the fact that there is no need to travel
(mentioned by 18%). However, the most significant disadvantage –
poor sound quality – was pointed out much more often, by 31%. In
case of shaky telephone connections, the lack of visual input
becomes even more of a liability.

“[…] nonverbal communication can not only supplement the verbal

message, but may in some cases be the sole conveyor of part of the
message […]” (Rennert, p. 208).

51% interpreted via monitor/video conferencing equipment between

1 and 5 times per year, 15% did so between 5 and 15 times per year,
7% even more often than that. The advantage mentioned most often,
by 16% of the respondents, was the fact that you get a much better,
i.e. closer view of the speaker via camera. However, there is general
agreement that RI is much harder to do than on-site interpreting. The
UN Secretary General’s report on RI, covering two full-scale RI
experiments, states clearly that interpreters:

“[…] were able to maintain their performance at an acceptable

level, but only at a higher psychological and physiological cost.”
(United Nations, 2001, p. 164)

The EU’s Interpretation Directorate conducted RI tests as well,

reaching similar conclusions:

“In the remote-interpreting condition, there were many more

complaints of headaches and eye irritation. […] interpreters
complained of greater feelings of tension, irritability, fatigue and
burnout.” (European Parliament, p. B-C)

Both the EU and the UN used not just one, but several monitor
displays (speaker/rostrum and panoramic) in their RI experiments.
Even then, it remains a bad compromise.

“It is important for the interpreter to not only see all parties in the
communication process, but also to have the same visual information
they have.” (Rennert, p. 209)

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Freelancers who mainly work for industrial clients and/or TV

stations have to make do with much less than that, though: There is
usually just one screen, much smaller than your regular TV set at
home, and the camera is often fixed, not operated. Interpreters
usually cannot influence the picture angle the camera uses, which
was mentioned as a disadvantage by 45%. But there are some
obvious benefits: Remote conferencing means less travelling which
means less CO² emissions, and it is a way to use professional
interpreters in areas of conflict without any danger for them.

Conclusions

Modern technologies would allow for upgrading interpreter’s booths to

match the current needs – e.g. by retrofitting them with regard to
laptop usage. This has not happened yet, however; on the contrary,
instead of being modernized, booths are increasingly replaced by
modern tour guide systems. These ‘replacement booths’ deprive
interpreters of the minimum isolation which booths provide for their
extremely stressful task. The same goes for RI: It has been proven to
be even more stressful than simultaneous interpretation under
‘normal’ conditions, yet the number of RI assignments will continue to
grow. In particular because it saves travel expenses, and against the
background of the economic crisis, saving is of paramount
importance.

Freelance interpreters will be forced to adapt to the new market

requirements, but we should make sure that we stay on top of things
and exploit the technologies’ benefits, not let us be exploited by them.

References

Check Point Software Technologies Ltd. (2005) Taxis Hailed as Black Hole for
Lost Cell Phones and PDAs, as Confidential Data Gets Taken for a Ride,
retrieved Feb 28, 2009, from www.checkpoint.com/press/pointsec/2005/01-
24a.html
European Parliament Interpretation Directorate Report on the 3rd Remote
Interpretation Test „Study concerning the constraints arising from Remote
Interpreting“, retrieved Feb 28, 2009, from www.euractiv.com/29/images/
EPremoteinterpretingreportexecutive_summery_tcm29-151942.pdf
Farwick, J. S. (2009) „Technische Hilfsmittel beim Dolmetschen“ – Ergebnisse
einer aktuellen Umfrage BDÜ info NRW (01|09), 17-19
Farwick, J. S. (2009) Dolmetschen mit Personenführungsanlagen. Mit der Kabine
im Koffer MDÜ (1|2009), 45-48
Farwick, J. S. (2006) Nutzung von Notebooks in der Dolmetschkabine ADÜ Nord
Infoblatt (4/2006), 9-10

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Rennert, S. (2008) Visual Input in Simultaneous Interpreting MeTA, 53 (1), 204-

217
United Nations General Assembly, Fifty-Sixth Session A/56/188, (2001) Item 136
of the provisional agenda, Pattern of conferences Remote Interpretation
Report of the Secretary-General The Interpreters’ Newsletter, 11, 163-180

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