How to prepare for your translation project

For clients new to the translation-buying process from a language service provider (LSP), we encounter a small variety of missteps that delay project launch.  In brief, these clients:

• request translations of draft documents
• request translations of the wrong file type of a document
• don’t send available reference files
• are not exactly sure of what they want

With a bit of knowledge and planning these missteps are usually avoidable. This article will show you how to prepare for your translation project to ensure a project run with less issues and a higher quality outcome. 

Finish creating the file first

We recognize that this isn’t always possible, but it can prevent problems later.  Typically, prior to translation, some kind of preparation needs to take place. This is because not all files are immediately suitable for the translation process just yet.  For example, files are created with their own source language in mind, so adjustments need to be made to the file prior to the target language being placed, so that it can “fit”. Also, not everyone that uses word processors and desktop publishing programs makes good use of all the relevant features.  As a result, files need to be reviewed and modified prior to the translation process to make the tasks of text extraction and text insertion easier.

Send the source file if you can

Some clients new to working with LSPs may underestimate the capabilities of the LSP.  A common example is the submission of text in a Microsoft Word document in which the text came from a non-Microsoft Word document.  The client took the time to copy-paste (sometimes line by line) the text from an InDeisgn file or PDF into the Word file believing it was the fastest or only way the text would get translated.  This actually creates three inefficiencies:

1. The opportunity cost of doing this was higher than the actual cost of us doing it (we automate this)
2. Since the text extraction process was manual, the target language text insertion must be done manually
3. The translation team no longer has context (graphical illustrations) of what they are translating

The ideal thing to do is to send the exact file that was created, with no manipulations.  Let the LSP worry about how to extract, translate and insert the text. They are far more likely to have specialist tools to do this type of work.  

Text extraction and insertion, in particular, is as common task for LSPs to do.  In fact, the translation environment (a computer-assisted translation tool, or CAT tool) does this by default.  The exception being image files like PDF, JPEG, PNG, etc. In this case, the process can still be automated but with varying success.  In any case, leave it up to the LSP to figure it out.

Lack of context is the larger risk threatening translation quality.  The most common time new clients manually extract text from a source file is when it comes from a file that has graphic assets embedded as well.  WIthout those graphic assets, translators can’t see what the text is describing and will likely cause a mistranslation without them knowing.

Send reference files if you can

In the previous section we talked about how the wrong file is sent over, like when text is extracted from the source file and inserted into a doc file.  In a similar vein, sending over an InDesign file instead of the full InDesign package is less helpful. Knowing what the actual file looks like, with all the fonts and graphics in place, is much more helpful than sending over only the PDF or INDD file.  This general idea an be extrapolated to this concept: send over any additional files that you think will help, which as old versions, corporate branding material, style guide, etc. However, stay organized. There have been times when clients dump files on us, uncertain of what is relevant, what is not, what should be translated, and what should not be.  This approach will certainly lead to confusion and potential serious project problems. Instead, take the time to figure out what you need translated, and what files will help get that job done. When in doubt, ask the LSP.

Have a clear understanding of the purpose of the translation and its target audience

Not all clients have a clear understanding of what the purpose of their translation is or who their target really is.  This is because not all clients are the authors or users of the translations themselves. At BURG, we separate our clients into three types: Content Creators, Content Consumers, and Content Curators.  Content Creators tend to have source files, need translation into a foreign language, know their target audience and schedule in advance when they need their translations by. Content Consumers receive files in foreign languages, usually unexpectedly, they are rarely source files (typically a PDF), and need them translated as soon as possible in order to meet their own preset deadline.  Content Consumers are in the middle. They are the client-side project manager sitting between the Content Creator and the Content Consumer that is typically on a need-to-know basis regarding details of the translation project. Depending on who we are talking to, it will be easier or harder to get the information we need to figure out how to most cost-effectively meet the client’s actual need.  For example, new clients might say, “Please translate this into Spanish.” or “Please translate this into English”, but both are examples of incomplete information to an LSP. In the case of requests for translation into Spanish, LSPs will need to know which Spanish. Spanish for the US? Mexico? Spain? Oftentimes, for translations into English, the goal is analysis, which can take place without translations.  However, we can combine the translation and part of the analysis work to reduce significant costs.

Other things to consider are reading level of the target audience and degree of quality in translation and formatting.  Sometimes they matter, sometimes they do not. It would be a shame to pay for something that won’t matter. To avoid any miscommunication of inefficiency, explain to an LSP what the purpose of the translation is who (and where) the target audience is.  

If you’d like to learn more about how BURG Translations helps you ensure high-quality translations, contact us today.