Forum for New Interpreters
Have you recently finished an interpreting program? Are you looking for the next steps to begin your career as an interpreter? New to the field and have questions you need answered? This forum is specifically meant to help new interpreters like yourself with questions and issues you may have along the path of developing a strong interpreting career.
The EIS staff or one of our Certified Interpreters will answer all questions you have. In addition, each week one question/answer will be chosen and posted here. Past questions are archived here.
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Question: As a new Interpreter working as a subcontractor, I need advice regarding scheduling protocol. I'm having nightmares that I may 'miss an assignment'!! Any suggestions on software, calendars, or other organizational tips and tricks?
Answer: Missing an assignment is always the biggest fear of any Interpreter working in private practice. There are several ways Interpreters keep schedules and have backup systems. Below are a few that work best for our Interpreters:
1-Print out all confirmations as you receive them and immediately place them in a binder. Create a way to identify that they are moved from the binder into your permanent calendar (a check on the top right corner, etc). Double check once a week to ensure all assignments have been entered accurately. Binders can serve many purposes; a back up for your calendar, a system in which to bill and a system in which you can check off each assignment as it is confirmed, entered into your calendar, completed and then paid. At that point you may want to transfer the completed sheets into a 'Paid Binder" for tax purposes. At the end of the year, your binder total should equal the total of all 1090s.
2-On line calendars. Web-based calendars are very safe if hosted by reputable services such as GMail, Yahoo, or Ask.Com. These are free and can be accessed from any computer, PC or Mac. The problem with online calendars is that you need to have access to the internet at all times in order to access your information. These may be good backups, but beware; if they are your only calendar, print them out daily or have a cell phone and/or pda that has satellite internet capabilities for those times you are on the road and away from wifi service.
3-Cell phone calendars and/or pda's. These are great for downloading your online calendars and taking them with you to assignments. Make sure they allow for all notes attached to also be downloaded along with the appointment date/time. Don't neglect to password protect any electronic device in which you enter your appointments in case they are stolen or in an office where others may access your computer.
4-'Good old fashioned pen and paper assignment books' - I actually don't recommend them for many reasons. (Although I know some Interpreters will never give them up!). My main reason for not liking pen and paper assignment books is that they can be dropped, forgotten or easily accessed by others (with no way to 'password protect). If you really love this mode of keeping your calendar, make sure it's always protected by placing in a briefcase of some kind that can be locked.
5-Other tips:
a-Never accept assignments while driving, assuming you can 'put it in your book later' - this is a sure way to eventually forget an appointment - and damage your reputation
b-Remember to leave enough time to drive from one assignment to the other, consider weather, traffic patterns and the possibility of a job going over
c-Invest in a GPS, it's tax deductible and can save you when you're on the road. Many models with also give you an ETA to help in your travel planning
d-Never hesitate to call the agency and ask for your appointments. We would rather have you call than miss an assignment. We're always here to support you!