In a world where communication is key, Toastmasters International stands as a beacon for those looking to improve their speaking and leadership skills. However, in our increasingly connected digital landscape, we must address the varied needs of our global community, particularly when it comes to language. A possible solution? Subtitles.
The Vital Role of Subtitles in Virtual Meetings
As Toastmasters clubs have embraced online platforms like Zoom for meetings, the opportunity to incorporate subtitles has become not just innovative but essential. Subtitles in videos and during live virtual meetings serve as a lifeline for members who are deaf, hard of hearing, or whose first language isn’t English.
Bridging the Gap
Subtitles are more than just words at the bottom of a screen—they are a tool for unity. By adding subtitles to our meetings, we bridge the communication gap, ensuring that every member, regardless of their language proficiency or hearing ability, can follow along and participate fully.
Embracing Technology
The good news is that technology is on our side. Many online meeting platforms now offer real-time captioning services. Not only are those platforms able to create captions, they can even generate subtitles in mutiple languages, sometimes in real time, making the content accessible and inclusive.
Implementing Subtitles in Your Toastmasters Club
Let’s explore how your club can implement subtitles to ensure everyone gets the most out of every speech and every meeting.
1. Utilize Built-In Features
Platforms like Zoom have built-in subtitle features that can be enabled with a click. Encourage your club’s tech team to activate this feature and make real-time captioning a standard practice. Plus they can activate translation into other languages, which may be a big plus for bilingual clubs.
2. Pre-Record and Caption
For prepared speeches or educational materials, consider pre-recording and adding subtitles. This allows members to watch at their own pace and ensures they don’t miss a beat.
3. Crowdsourced Translation
Leverage the multilingual skills within your club. Members can collaborate to translate and review subtitles, ensuring accuracy and offering a valuable learning experience in the process.
4. Promote Subtitle Usage
Make subtitles a norm, not an exception. By regularly using subtitles, we normalize their presence, reinforcing an inclusive culture.
5. Offer Training
Provide training sessions for members on how to create and use subtitles. This empowers them to contribute and raises awareness about the importance of accessibility.
The Transformative Effect of Subtitles
The use of subtitles in our virtual meetings and video content has a far-reaching impact. It can transform the Toastmasters experience from being exclusive to inclusive, from local to truly global. Subtitles ensure that every member, regardless of their background, can engage, learn, and grow with the club.
By making subtitles a staple in our communication, we uphold the values of Toastmasters—respect, integrity, service, and excellence. We demonstrate that we are not just a club that speaks but one that listens and responds to the needs of all its members.
In embracing subtitles, we’re not just adapting to a digital era; we’re leading the charge in creating an inclusive, supportive environment where every member, everywhere, can say, “I am heard.” Let’s continue to break barriers and build bridges, one subtitle at a time.
| An example of usage of Subtitles I recently recorded a video message for all Toastmasters in English: this is the original video I produced. To make it widely accessible I used a tool to produce versions of that video with subtitles in many languages – note that the translation was produced automatically and may not be perfect. Do you speak one of the languages for which I produced subtitles? Take a look at the corresponding subtitled video and let me know if the subtitles should be corrected. Or maybe let me know if they are ok and if you enjoyed the video. You can reach me at ff@ff4id.com. Arabic: https://youtu.be/-gjeZICRzb8 Bengali: https://youtu.be/k5IE2yATRtY French: https://youtu.be/Za88jdy2Q5c Italian: https://youtu.be/lL9DcRIVdJc German: https://youtu.be/ZJqhNOyblKU Greek: https://youtu.be/BoCGUnO25ps Indonesian: https://youtu.be/BqBqnluPZBE Malay: https://youtu.be/d-G_Lh8J5Yg Polish: https://youtu.be/PYHy7Hly9bc Romanian: https://youtu.be/jGh-F39us7M Spanish: https://youtu.be/xZcOJWvWufM Spanish (Argentina): https://youtu.be/iCFHRRj78DU Tamil: https://youtu.be/AWFzg0kn2Hw Thai: https://youtu.be/ph9ljIoJUpQ Turkish: https://youtu.be/_HN0MFDXXzs Ukranian: https://youtu.be/PQFecj5Eb5g |
In the cover photo of this post I was in Cape Town at the FIAT/IFTA conference in October 2022, presenting the results of a project that added automatically subtitles to 2.120 hours of cultural vides from Europeana.
FAQs on Using Subtitles in Toastmasters Meetings
What are subtitles, and why are they important in Toastmasters meetings?
Subtitles are text versions of the spoken content in videos or live presentations that are displayed on-screen. They are important for inclusivity, ensuring members who are deaf, hard of hearing, or non-native English speakers can fully participate.
How can we add subtitles to our Toastmasters meetings?
For live meetings, you can use the automatic captioning feature on platforms like Zoom or Google Meet. For recorded videos, you can use video editing software to add subtitles manually or use auto-generated subtitles services like YouTube’s captioning tool, then edit for accuracy.
Can subtitles be added to any video?
Most video platforms support the addition of subtitles. Ensure your video format is compatible with the platform you’re using, and then upload the subtitle file or use the platform’s built-in tools to create them.
What should we do if the automatic subtitles are incorrect?
Automatic subtitles may not always be accurate. It’s a good practice to review and edit auto-generated captions to correct any mistakes, ensuring the content is precise and easy to understand.
Are there any tips for creating effective subtitles?
Yes, here are some tips:
- Keep it concise: Subtitles should be brief and to the point – you might need sometime to summarize or adapt the subtitle.
- Sync with speech: Ensure subtitles match the timing of the spoken words – you should try not to exceed 17 characters per second meaning a subtitle with 84 characters, which is the commonly suggested maximum, should last at least 5 second*.
- Readable format: Use a clear font and adequate size for easy reading – keep the text centered and at the bottom of the screen unless otherwise needed, use different colors if there are more than one person speaking in a scene.
- Break it down: Divide longer sentences into digestible segments – a common guideline is to have maximum 2 lines with maximum 42 characters per line *.
- Include non-speech elements: Describe important sounds or speaker changes when relevant.
*=the guidelines for different languages may be different, see below for suggested values for CPS (characters per second) and CPL (characters per line):
Macedonian 17 CPS / 39 CPL
Korean 12 CPS / 16 CPL
Thai 17 CPS / 39 CPL
English (Canada) 20 CPS / 42 CPL
Chinese (Traditional – Taiwan) 9 CPS / 16 CPL
English (Australia) 20 CPS / 42 CPL
Japanese 4 CPS / 13 CPL
Arabic 20 CPS / 42 CPL
Russian 17 CPS / 39 CPL
Chinese (Traditional – Hong Kong) 9 CPS / 16 CPL
English (GB) 20 CPS / 42 CPL
Gaelic (Ireland )20 CPS / 42 CPL
Hindi 22 CPS / 42 CPL
Chinese (Simplified) 9 CPS / 16 CPL
English (USA) 20 CPS / 42 CP
How can we manage subtitle translation for multilingual members?
You can:
- Collaborate with multilingual members to translate subtitles.
- Use translation features available on platforms like YouTube.
- Hire professional translation services for accuracy.
Do subtitles distract from the presentation?
Subtitles can be a minor distraction for those not used to them, but the benefits of inclusivity and accessibility outweigh the initial adjustment period. Viewers generally adapt quickly to reading subtitles.
How do we ensure that subtitles are culturally sensitive and appropriate?
Engage members from diverse backgrounds to review subtitles. They can provide feedback on cultural nuances and ensure that the language used is respectful and appropriate.
Can we customize the appearance of subtitles?
Yes, many platforms allow you to change the position, color, font, and size of subtitles for better visibility and to accommodate viewer preferences.
How can clubs encourage the adoption of subtitles?
- Educate members on the benefits of subtitles.
- Demonstrate how to enable and use subtitles during meetings.
- Share success stories and feedback from members who benefit from subtitles.
- Incorporate subtitle usage into the club’s standard operating procedures.