The Ten Commandments for Quality Translations

“I need this document translated into 3 languages, and we’re on a tight timeline.”
Often, translation occurs at the end of other project timelines, and time is of the essence. How frustrating it can be to count on a flawless, on-time translation, only to find that various rounds are necessary to correct inconsistencies or modify formatting.

“Why can’t it just be done right the first time?”
If you are reading this article, you have either asked that question yourself or are trying to avoid getting to that point. Here are a few tips about the translation process that you should know before you start your next project.


1. Thou Shalt Choose a Professional Translation Provider
2. Thou Shalt Define Thine Own Quality
3. Thou Shalt Write for Quality Translations
4. Thou Shalt Plan Ahead for Thine Own Translation for Thou Shalt Save Money
5. Thou Shalt Know What to Expect in the Translation Process
6. Thou Shalt Insist on Editing and/or Client Review
7. Thou Shalt Know and Demand the Proper Final File Format
8. Thou Shalt Insist on a Final Proofing
9. Thou Shalt Review the Process and Update All of Thy Materials Involved
10. Thou Shalt Work Only with ISO-certified Agencies
 

1. Thou Shalt Choose a Professional Translation Provider

The first step to achieve a quality translation is to choose the right language partner.  Many people offer translation services, thinking that speaking a foreign language is enough. Unfortunately, it is not. Translating is like an art for the talent it requires, and like a science for the skills and processes necessary for a quality output. A good place to start to find a reliable translation partner is the Association of Language Companies (ALC - http://www.alcus.org). This is a national trade organization representing businesses that provide professional translation, interpreting, localization, and language training services.

Translation agencies may work with in-house or freelance translators. In both cases, always make sure that the translators assigned to you are native speakers of your target language. Professional translators should also have advanced degrees in languages or in their areas of expertise (chemistry, business, engineering, etc.). To verify the expertise of a translator, language companies rely on years of experience, sample translations, professional recommendations, and certifications by professional organizations, such as the American Translators Association (ATA - www.atanet.org). At The Geo Group we also provide sample translations from three qualified translators upon request and will assist our clients in choosing the final translator who best suits their needs. 

Once you’ve chosen a language services provider, it is important to create a team that communicates well and is committed to the timelines. The team must be well versed in specific company and industry terminology, and must have access to supporting documents. Here is a probable team roster:

• The Client, including Marketing Manager, Project Manager, Translation Manager, Graphics Department Manager, etc.
• Client reviewers
• Translation Agency Account Executive (Sales) and/or Project Manager (Operations)
• Translation Agency Specialists (Desktop Publishing, Audio-visual, Localization)
• In-House/Freelance Translator selected specifically for your project
• In-House/Freelance Editor selected specifically for your project

It is important to train everyone on the team, including translators, editors, and reviewers. The client should provide information regarding the industry and the company. The agency should provide information on the translation process. The objective is to set proper expectations and goals from day one, to guarantee a steady, flawless process and a quality product. Training and education are of particular importance for The Geo Group. We offer many complimentary educational programs for our clients; these are sampled in the white paper entitled “Client Education in the Translation Industry” (http://www.thegeogroup.com/whitepapers).

Are you worried about the confidentiality of some of your documents? Make sure that your language services provider has Non-Disclosure Agreements in place with all contractors and employees. Most translation companies also have a secure website to facilitate document handling. This allows a password-protected transfer of information between the client and language company, as well as between the language company and the translator. For example, The Geo Group developed its own FTP site, File Exchange. For more information, feel free to contact one of our Account Executives (http://www.thegeogroup.com/contact).

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2. Thou Shalt Define Thine Own Quality

It is reasonable to expect on-time, quality products from professional translators. We can all agree that proof of a quality translation is a satisfied client.  So the question is: what does quality mean to you? The precise definition of quality is sometimes elusive, since it varies according to the specific client, project, and industry.

The start of a translation project should include a conversation between the client and the translation provider about what defines quality for a specific translation. In more technical documents, strict industry guidelines must often be observed and consistency with prior translations is important to consider. Marketing materials often require cultural adaptations or an understanding of nuances in the target language. Some documents require simpler adaptations such as modifications for a specific target audience or ensuring that the document is culturally appropriate (i.e., “wife” may be the reference in the source document, but “spouse” may be more appropriate for the U.S. market). Some translations require literal translations, even going so far as to reflect the grammar errors present in the source language document. 

Case Study: One of the states for which we provide foreign language testing services within the “No Child Left Behind” program requires the back-translation of student answers in many foreign languages. Since the score is based on the actual answers, we are required to mirror not only the meaning of the content, but also style and mistakes in wording, structure, and spelling of each sentence.



Use of formal or informal verb conjugation should also be defined. Certain specifications regarding use of acronyms, numbers, and other industry-specific information is often necessary to ensure quality (i.e., should dates be month/day/year or day/month/year in the translated document?).

At The Geo Group, we have an upfront discussion with our clients to fully understand their needs. This allows us to customize our translation process so as to provide them with the highest quality product. It all starts with our Pre-Sale Questionnaire, which gathers detailed information about each project.  This may include specifics about the document (type of file), its intended use (target market), languages into which it will be translated (target language), its final format (font type and size; images), and timing (deadlines).

Have a discussion about what quality means for each project, and you are one step closer to achieving your desired end result.

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3. Thou Shalt Write for Quality Translations

The document to be translated should ideally be written with translation in mind. The quality of the translation will be enhanced if the source text is clear and concise.  It is often preferable to review and possibly rewrite source documents prior to translation, which can enhance quality, as well as save time and money.

Here are a few simple tips to follow to make sure your source text is ready for translation:
 

1. Expect longer sentences in the target language. Foreign language translations can be 20-25% longer than English. For this reason, leave white space in the English format.
2. Write in short, simple sentences. Train your writers, explaining that short, concise writing saves money in the translation process.
3. Simplify or clarify any vague wording.
4. Use terminology consistently and avoid jokes, idioms, and acronyms.
5. Use visuals whenever possible, but try to limit text in graphics.
6. Use large fonts for call-out letters and numbers in illustrations, so as to accommodate double-byte Asian characters. Many Asian characters are unreadable in small print sizes.
7. Review the document to be translated prior to submitting it to the translation agency to ensure that no modifications are required.

Work with your translation agency to review the document for any areas where ambiguity exists and problems could arise.

Case Study: Another state for which we provide foreign language testing services within the “No Child Left Behind” program sent us 14 tests to be translated into 5 languages for foreign students. In many cases, the text in the graphics was crucial to be able to answer a question, but it wasn’t provided in the source file to be translated. Working together with the client’s authors, we developed a process to determine and add the missing text to the files.

One last question: is the use of “Controlled English” an option for your document? Controlled English is a secret weapon of the technical writing industry. It uses a reduced vocabulary of approximately 1,500 basic words, and it is often used in technical writing to simplify the source document. It improves comprehension of the English document, and facilitates its ability to be translated.

Here is an example of how Controlled English can be used to simplify a document:

Original (without Controlled English): “This section gives full details of the service procedures necessary to maintain your tractor at peak efficiency. The lubrication and maintenance chart on page 7 provides a ready reference to these requirements. Each operation is numbered for easy reference.”

Improved Version (using Controlled English): “This chapter describes the instructions for the maintenance of your tractor. The Lubrication and Maintenance Chart on page 7 shows the items for maintenance. Each item has a reference number.”

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4. Thou Shalt Plan Ahead for Thine Own Translation for Thou Shalt Save Money

Translations rarely occur in a vacuum. There are usually prior translated documents, or other related documents (disclaimers, websites, brochures) that have been translated or could be helpful for the new translation. Be sure to supply the translation provider with related documents so they are aware of wording you have used in other documents.

Nobody knows your industry better than yourself, and it is important to share this expertise with the freelance translator and editor in order to achieve an optimal translation. English language glossaries for technical terms used by the company or the industry are invaluable in helping understand technical references so the translator can find the precise foreign language term. Bilingual glossaries can be created together with the translation agency to facilitate translation, editing, and consistency of documents over time.

Terms in these glossaries may be company- or product-specific, such as technical or marketing terms or phrases, software strings, legal terms, ingredients, or even abbreviations.  Style guides can outline fonts to be used, verb tenses to use (formal or informal), terms that should never be translated, capitalization guidelines, and other details that can enhance the translation process.

Use this pre-planning phase to improve the speed and reduce the cost of your project. If there are updates that you anticipate in the future for your source document, highlight those areas. The translation agency can help format the text so it is easier to update just certain portions of the text later, saving you money on future translations, and facilitating quick and easy updates (see the webinar “Where are my 100% matches?” on our website http://thegeogroup.com/webinars).

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5. Thou Shalt Know What to Expect in the Translation Process

Professional translation agencies generally use Translation Memory software programs, like Trados or DejaVu, to save time and money in the translation process, while also improving the consistency of the terminology. The new source document is first compared to translation memories from past translations, so exact or partial (“fuzzy”) matches can be identified. Then, the translation quote can be prepared, charging “new” translations at a given per-word rate, and exact match or “fuzzy match” translations at a reduced rate. The software also helps the translator by showing the prior translations used for a term so the translator can judge if this is the correct term to use again, enhancing consistency. 

Education and training is always critical to be able to use software to its maximum potential. The Geo Group offers training for clients so they can reap the benefits of Trados® software, the terminology management platform used by The Geo Group, as well as other proprietary software tools such as Textbank® and U-Proof®. These training sessions may also include guidelines for glossary creation, tips for formatting texts for translation, and other “industry tips” that can help everyone work together to achieve the desired end result.

Remember to ask your agency what training is available, and how you and your translation team could benefit from this training.

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6. Thou Shalt Insist on Editing and/or Client Review

After the translation has been completed, the next step is editing. The editing step offers feedback on the translation and may be done by a professional editor provided by the translation agency, or by a reviewer identified by the client. Here are some tips for selecting client reviewers:
 

1. Client reviewers may or may not be the individuals requesting the translation. However, they should be technical experts in the subject matter of the document. A reviewer is generally someone who works for the client or works in the industry, is fluent in English, and is a native speaker of the target language. This individual has expert knowledge about the company and industry, and can therefore offer suggestions, particularly regarding technical aspects, to enhance the translated document.
2. It is important that the client reviewer be identified at the beginning of the project, and that he/she has access to project communication (i.e., the glossary, style guide, past translations, and project timeline).  It is also important that the client reviewer considers the time commitment, since the client review step can sometimes cause a project bottleneck if time hasn’t been properly allotted.
3. Train the reviewers. Clearly explain how changes should be indicated, as well as how explanations and comments must be entered, so as to improve communication between the reviewer and translator. Most of all, make sure to explain the scope of the review. Reviewers tend to rewrite the translation to fit their own taste, making changes that are not necessary or don’t reflect the English source document. Always remind the reviewer that a good translation mirrors the English source. Their job is to check that the terminology used is appropriate for the industry and the audience they serve.

In addition to the editor or client reviewer, another possible quality check to consider is back translation, which is often used in documents that are very technical or have legal ramifications. If a back translation is requested, the newly translated target language document is given to a second language professional to translate back to the source language. Then, the client reviewer, client requester, or other expert (such as a lawyer) compares this back translation with the source language document to make sure it appropriately represents the original document. Usually the documents will not be identical, but they should be accurate, complete, and have the same meaning and tone as the original document.

Remember, editing is a critical part of a quality translation project. It should be built into the original timeline, and iterations allowing for corrections should be expected. It should also be built into the project’s budget, since editing, proofreading, and back translation are generally priced at a per-word rate.

The Geo Group has an on-line tool for clients to facilitate the review process. U-Proof® allows client reviewers to have:

• exclusive access to a password-protected website, 24/7
• a record of all edits and comments
• the ability to work offline
• a user-friendly interface
•  tracking tools for project schedules
• customized solutions for your company, industry, and time needs

To learn more about U-Proof®, view our tutorial.

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7. Thou Shalt Know and Demand the Proper Final File Format

Working with a full-service translation agency ensures you have the complete resources for translation of the document, including final formatting to make sure it is print-ready, with the same look and feel of the source document.  A full-service translation company has the expertise to deal with the unique challenges of other languages, such as special fonts and characters, and is therefore best prepared to do the final formatting of the foreign language documents. Formatting is generally a per-hour charge.

Translated documents often require different layouts or modified photos and graphics compared to the source document. The style guide is a key element for the formatting of the translated document, since it outlines fonts, bullet point styles, use of returns, and other formatting concerns. The style guide should ideally be developed in the writing phase when the glossaries are being created, prior to starting the translation.

For the same reason, if your original source is an audio-video file, a website, or software, you should contact a translation provider that offers audio-video and localization services.

The Geo Group is one of the few translation agencies in the U.S. that offers extensive in-house services for non-written materials. With two in-house recording studios and an extensive database of voice talent, we offer foreign language voice-overs and subtitles, as well as casting and production for your global audio-visual communications. In addition, our experienced IT Department will work with your engineers to help you through the localization of your software or your website. We will establish custom workflows to ensure each translation is easily integrated into the source environment, will write customized scripts to prepare files for translation, and will generate target files after translation.

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8. Thou Shalt Insist on a Final Proofing

Linguistic Proofreading is the final quality step. It allows the original translator to review the translated and formatted document to ensure that all translations were properly recorded, and that the final document is flawless. The proofreader checks for misspellings or typos, consistency of fonts, alignment of text, bullets and numbers, page numbers, and information in tables or other graphics. Linguistic proofing is usually charged at a per-word rate.

The Geo Group also includes a Hard Copy Proofreading step. Whether your file is a written document, a video, or software, we have our professional proofreaders take a final look at the product, following a 21-step Hard Copy Proofreading checklist.

Would you like to see a sample of how important these final steps are? Check our Lost in Translation video on The Geo Group website (http://www.thegeogroup.com/lost-in-translation).

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9. Thou Shalt Review the Process and Update All of Thy Materials Involved 

Once the translation is complete, this is your opportunity to loop back to the beginning to review processes and update materials. A post-project audit may show the need for process improvements, such as an expanded glossary or an updated translation memory, which should be documented for future projects.

Updating translations often generates the need to cross-reference other related materials. Clients, language companies, and technical writing or marketing agencies should work together closely to create a comprehensive plan to coordinate the translation of all communications. Talk with your language services provider to create a plan to update translations in a cost-effective way.  Remember to consider all communications, not just written documents. Audio-visual presentations may require the modification of graphics, or the use of voice-overs or subtitles. Websites should also be updated, including meta-tags in the respective languages.

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10. Thou Shalt Work Only With ISO-Certified Agencies

Are you working with a language company whose processes are certified by ISO 9001:2008?

How does that influence quality?

The ISO quality certification is a verification of a company’s Quality Management Systems, and it is awarded to companies who pass an audit of their internal processes. Having these processes in place helps ensure consistent quality over time, since certification verifies that there are internal checks in place to detect and correct quality problems, and that customers are involved in the quality process as well.  More information can be found at www.iso.org regarding the requirements for this certification, how customers benefit from this, and how certification can help resolve potential quality problems that might occur.

The Geo Group is ISO 9001:2008 certified.  Specifically, The Geo Group has certified the following management processes to ensure quality: 1) A quality process approach; 2) Continual improvement; 3) Employee training program; 4) Internal and third party audits; 5) Customer-focused procedures; 6) Customer satisfaction surveys; 7) Corrective and preventive actions; 8) Documentation and record control.

We invite you to contact The Geo Group to discuss your translation needs. Let’s work together to identify opportunities for you to increase quality and generate savings in your company communications.

www.thegeogroup.com
Email: xlate.wi@thegeogroup.com
Phone: 608-230-1000

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