Transforming Sign Language Interpreting for Ko Taku Reo (Deaf Education New Zealand)
Ko Taku Reo is a Ministry of Education funded deaf education school that supports deaf learners and their whānau across New Zealand. A core part of its work involves coordinating reliable interpreting services to ensure equitable access to education through New Zealand Sign Language (NZSL) and spoken English. Because interpreter availability directly affects educational outcomes, Ko Taku Reo requires systems that are accurate, responsive, compliant, and scalable.
Challenges
As demand for education interpreting increased, Ko Taku Reo’s existing manual processes became increasingly difficult to manage.
High Administrative Burden
Booking requests were collected via Google Forms and tracked in spreadsheets, with scheduling handled manually through shared calendars. Staff were required to monitor multiple tools, coordinate interpreter availability, and communicate updates individually, consuming significant time and resources.
Increased Risk of Errors
With multiple handoffs and manual data entry, the risk of incorrect interpreter assignments, missed updates, and calendar conflicts grew. In an education environment, even small errors can disrupt learning and service continuity.
Limited Visibility and Oversight
Nationwide service delivery, multiple interpreting modalities (in-person, video, and hybrid), and both prescheduled and on-demand bookings made it difficult to maintain clear oversight. Ko Taku Reo needed a centralized system that could provide real-time visibility and faster response times.
Solution and Implementation
Ko Taku Reo implemented IMS Interpreter Management System to consolidate interpreter management into a single, purpose built platform.
Centralized Scheduling
IMS provides a unified calendar view of all bookings, allowing staff to quickly assess interpreter availability, avoid conflicts, and make informed scheduling decisions across regions and modalities.
Automation and Notifications
Booking updates, interpreter alerts, and schedule changes are automated, eliminating repetitive manual communication and reducing the risk of missed information.
Interpreter Database
All interpreter details, availability, and leave reminders are stored in one central database, improving accuracy and reducing reliance on individual staff knowledge.
Reporting and Invoicing
IMS reporting delivers operational insights without manual data consolidation, while invoicing is streamlined through centralized, accurate booking data.
Results and Benefits
Improved Scheduling Efficiency
Interpreter scheduling efficiency approximately doubled. Tasks that previously required multiple manual steps can now be completed quickly and confidently.
Faster Invoicing
Invoicing is around 30% faster, reducing administrative delays and improving financial workflows.
Reduced Manual Work and Errors
Automation and centralization have significantly reduced administrative workload and scheduling errors, freeing staff to focus on service quality.
Faster Response Times
Both on-demand and pre-scheduled bookings are handled more quickly, improving reliability for learners, families, and interpreters.
Exceeding Expectations
Several IMS features exceeded Ko Taku Reo’s expectations, including automated emails and alerts, flexible scheduling functionality, reporting capabilities, and the accessibility of the interpreter database. Together, these features have simplified the management of a high volume of education interpreting bookings.
A clear example of IMS’s impact occurred during a last-minute booking change. The booking was updated instantly, the interpreter was automatically notified, and the calendar was refreshed in real time, ensuring uninterrupted support for the learner.
“The IMS has greatly improved efficiency, accuracy, and communication. It has made managing a high volume of bookings far easier and allowed us to provide better service to clients and interpreters.”
Conclusion
Ko Taku Reo’s experience demonstrates how IMS supports education and government-funded organizations that require reliable, high-volume, and time-sensitive interpreter scheduling. By improving visibility, reducing errors, and streamlining operations, IMS helps ensure consistent, high-quality interpreting services that directly support better educational outcomes.
See how IMS supports education and accessibility services
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If your organization manages interpreter scheduling in education, accessibility, or government-funded services, IMS can help you improve efficiency while maintaining service quality.
