Scheduling Is a Puzzle

Every assignment involves far more than filling a time slot. Coordinators are constantly balancing multiple moving parts, often under tight timelines.

These parts may include:

• Client requirements
• Deaf consumer preferences
• Hearing consumer preferences
• Interpreter preferences
• Interpreter qualifications and credentials
• Legal and contractual obligations
• Budget constraints and staffing realities

Because of this, the “best match” isn’t always as straightforward as it may appear. Sometimes flexibility helps. Other times, clearly stated boundaries are what allow coordinators to place assignments ethically and successfully. Both are valuable, but clarity is essential.

Communication Matters More Than You Think

Reliability isn’t just about interpreting skill. It’s also about follow-through. It shows in everyday communication, even the ones that seem small, like texts and emails asking for availability.

Quick responses matter — even if the response is simply “no,” “I’m not available,” or “I can’t take this assignment.” That information allows coordinators to move forward and ensure coverage without unnecessary delays.

From a coordination standpoint, challenges often arise from:

• Returning an assignment last minute
• Missing or delayed paperwork (invoices, verification forms, etc.)

Coordinators notice interpreters who provide:

• Clear yes/no answers
• Timely updates
• Proactive communication when something changes

These habits build trust and reduce stress on all sides.

Saying No Is Okay — Silence Hurts the Process

Interpreters are allowed to have boundaries. In fact, ethical practice depends on them.

Coordinators genuinely appreciate:

• Honest refusals
• Early declines
• Clear reasons when appropriate (for example, lack of experience in a setting or content area, or a conflicting commitment)

What creates risk is silence. When an interpreter doesn’t respond to communications from the agency and coordinators, it can delay coverage, compromise access for consumers, and increase pressure on everyone involved.

Declining ethically, and quickly (if appropriate), helps everyone — including you.

Rates, Preferences, and Boundaries Are Best Shared Up Front

Transparency prevents resentment.

Before accepting assignments, interpreters should have clarity around their:

• Rates
• Setting preferences
• Content limitations
• Travel limits
• Teaming needs

If job details prompt questions or concerns, clarifying immediately after receiving the details is key. When this information isn’t shared early, misunderstandings can occur that are difficult to resolve later.

Updated profiles and clear preferences help coordinators place interpreters more effectively over the long term, not just for a single assignment.

We Advocate for You More Than You See

A significant amount of coordination work happens behind the scenes.

Interpreter coordinators regularly:

• Educate clients about interpreting needs and realistic expectations
• Advocate for team assignments
• Request prep time and materials

This advocacy is strongest when there is mutual trust. Respectful partnerships between interpreters and coordinators lead to better outcomes, smoother assignments, and stronger long-term working relationships.

What Makes an Interpreter a Coordinator “Go To” (It’s Not Just Skill)

Coordinators often rely on interpreters who demonstrate:

• Consistency
• Punctuality
• Clear communication
• Respectful boundaries
• Adaptability
• Professional kindness
• Willingness to collaborate
• Understanding when challenges arise

It isn’t about favorites. It’s about reliable partners. These qualities make coordination smoother and help ensure accessible communication is delivered consistently.

How Interpreters Can Make Coordination Easier (Without Doing More Work)

Small practices can make a big difference:

• Keep your details updated (availability, preferences, certifications)
• Respond promptly, even if the answer is no
• Ask clarifying questions early
• Flag issues before they escalate
• Share feedback constructively

None of this requires more labor — just clearer communication.

How We Can Be a Team That Wins

At the core, we share the same goal: accessible communication.

The strongest systems are built on dialogue, not defensiveness. Interpreters are encouraged to ask coordinators questions, share preferences openly, and view agencies as collaborators rather than barriers.

When interpreters and coordinators work as true partners, everyone benefits — especially the consumers we serve.