7 Important Insights Before Using Real-Time Captioning

Find out “7 Important Insights Before Using Real-Time Captioning” Real-time captioning is a valuable resource for making meetings more accessible and inclusive. It provides live written captions of what is being said, allowing anyone with hearing impairments to follow along with the conversation. However, while real-time captioning can be incredibly helpful, it’s important to consider several factors before you decide to incorporate them into your meetings.

In this article, we’ll explore seven key insights to help you make an informed decision about using real-time captioning.

7 Important Insights Before Using Real-Time Captioning
7 Important Insights Before Using Real-Time Captioning | Image Source: Freekip

What is real-time captioning?

Real-time captioning is a service that provides live written captions of what is being said during meetings, conferences, or other events. The captions are produced by trained court reporters or service providers who use specialized equipment to quickly and accurately capture the spoken words in writing. This allows people with hearing impairments to follow along without missing a beat.


Real-time captioning services can be expensive, so it’s important to consider the costs involved before committing to using them. Depending on the provider, you may be charged by the hour or event, and other fees may apply. It’s a good idea to shop around and get quotes from several providers to find the best deal.

Technology Requirements

Using real-time captioning requires a certain technology, such as a specialized microphone and software, to make the service function properly. Most providers will have the necessary equipment, but it’s important to check with them to make sure that their technology is compatible with yours.


Real-time captioning is an invaluable tool for making meetings more accessible and inclusive. It allows people with hearing impairments to follow along without missing a beat. It also allows people who are not native speakers of the language being spoken to better understand what is being said.

Real-time captioning is becoming more popular as its benefits become more widely known. It can be used in a variety of settings, from classrooms to boardrooms to conferences. It’s becoming increasingly more accessible as providers are offering their services at lower costs, making it easier for organizations to incorporate them into their meetings. Due to its increasing popularity, it is important to check the availability of providers and book them in advance.

7 Important Insights Before Using Real-Time Captioning

After understanding what real-time captioning is let’s take a deep look at the seven important insights to keep in mind before using real-time captioning:

1. Have a plan for integrating captioning into your meetings

Before you use real-time captioning, it’s important to have a plan for how you are going to integrate it into your meetings. This should include considering the type of captioning technology you’ll be using and any training that is required for the staff or meeting participants.

2. Consider the cost

Most real-time captioning services will charge a fee for their services. It’s important to consider your budget and how much you are willing to spend on real-time captioning before engaging a service provider.

3. Ensure that the technology works in advance

Real-time captioning relies heavily on technology, so it’s important to make sure everything is working properly in advance of your meeting. You should test the captioning technology and have a backup plan if the technology fails during the meeting.

4. Allow time for lag

Real-time captioning can be delayed, so you should allow time for captions to catch up with conversations. This is especially important during group discussions, as it can be difficult for the captioner to keep up with multiple speakers.

5. Make sure your staff or participants are familiar with real-time captioning

It’s important that everyone involved in the meeting understands how real-time captioning works and any protocols that need to be followed. This could include speaking directly into the microphone or using a specific phrase to indicate that someone is finished speaking.

6. Keep an eye on the captions

The captioner should actively monitor the captions during your meeting to ensure accuracy and clarity. He or she should also be able to answer any questions about how real-time captioning works.

7. Provide feedback after the meeting

The captioner should be open to feedback and willing to work with you to improve the accuracy of captions in future meetings. After your meeting, it’s important to provide constructive feedback on how the real-time captioning went and how adjustments can be made for greater accuracy in the future.


Real-time captioning can be a great tool for making meetings more accessible and inclusive, but it’s important to consider these seven insights before you use it. By understanding the technology and having a plan for integrating it into your meetings, you can ensure that everyone can participate and benefit from the conversation. With these tips, you can make sure that real-time captioning is an effective tool for your organization.