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Effective Methodology for Translation and Localization, Part II

Last month we reviewed the first two phases of an effective four-phase translation/localization process and methodology that results in successful projects that are done accurately, on time and on budget. In those first two phases, we discussed the importance of getting the right information together, drawing on past translations, assembling glossaries and putting the project plan together. It was all about planning, planning, planning. This month, we’ll pick up that discussion where we left off, and talk about phases III and IV. These are the phases where the translation work actually begins and the information we assembled – and the planning we did in the first two phases – starts to pay off.

These last two phases are all about technology’s role in your translation project, closing out your project after the translation/localization is complete and what happens after the project has been delivered. Understanding these components of the translation and localization process is important since it will not only help you know what to expect when working with your Language Service Provider (LSP), but will help make your projects flow smoothly toward the results you want.

Phase III: Translation, Proofreading, and Technology

Phase III builds on the foundation we’ve already built, relative to evaluating the scope of the project and setting up timelines and translation teams. This phase begins with the actual delivery of the necessary source files and background information. All supporting documents and reference material that will aid in the translation are assembled as a component of a complete pre-translation package delivered to the translation team. The package would also typically include the glossary and/or style guide, as well as any translation memory that has been performed in the past by the client for similar translation projects.

Some LSPs allow for online document delivery to the team through an online system, via e-mail or through an FTP site. Your company may also have files in a content management system that need to be delivered to, or accessed by, members of the translation team. This way, as the translator begins to do the actual translation, they’ll have access to the information they need to provide an accurate translation. The proper series of proofreading, reviewing and quality assurance by the viaLanguage project manager takes place in this phase. After an initial translation is completed it’s received by the proofreader, where questions and corrections may be generated for the translator, and subsequent translation work performed to confirm accuracy before it goes to Client Review.

Translation projects that involve desktop publishing, Web elements or graphics are put through a review cycle focused both on the translation and design aspects of the project. Quality assurance is performed on the translation before any desktop publishing is performed and again after the translation is reapplied to the file. This way, any design elements affected by the language translation can be corrected in the final design process. Design, layout and formatting issues are sometimes created by the translation. This is usually the result of translated text being longer or shorter than the source language text. Text that is included in graphics, for instance, is separated from the graphic element, translated, reviewed and reapplied to the graphic element. Quality Assurance is then performed on the final design and adjustments are made to correct for design and formatting issues.

The in-country review is often a critical step in achieving the desired quality for your localized document or product. Although the translation team assigned to your project may all be native speakers of the target language –and will often reside in the target market – an additional "in-country review" allows you to further ensure the accuracy of the translation. It also provides valuable feedback for translators and editors to use in future projects.

In-country review can be performed by one of your employees or distributors located in the country where the product is sold. Just be sure that your reviewer has the right skill set, understands his or her role in the translation process and is able to work with the schedule that you and the LSP set for them at the beginning of the review process. In this stage of review, projects can easily be thrown off their timeline by an unrefined review process that continues to churn or by reviewers who are not available.

The in-country review process should start with your in-country reviewer working directly with the LSP and your project manager to define and review terminology, style, target audience, etc. The glossary and style guide are used by both to keep consistency. For larger projects, before the translation is complete, the reviewer should check a sampling of pages for consistency and to ensure that it meets expectations. The final review phase can take different forms depending on the role of your reviewer. If possible, changes should be made in the electronic document itself. The material is then completely reviewed for all content and tested with end-users in the target market (if possible). Finally, the LSP incorporates all feedback and changes to deliver an excellent final product.

Phase IV: Maintenance and Project Closeout

Phase IV takes place after a translation/localization project has been delivered: even after delivery there’s still essential follow-up work to be done. Once a project is completed, it’s very important for your team and the LSP team to review the process, project plan, resources, timeline and overall effectiveness of the project. Over the course of working with your company on translation/localization projects, the teams that are assembled for each project may change and subsequent projects may present similar challenges. The Post Project Review is an opportunity for the translation and project management team and your team to identify those aspects of the project that went well, and those aspects that can be improved for subsequent projects. If a translation team is new to working with a company or a certain type of project, there is the potential that the project or the delivered translation may not meet your expectations. An important aspect of the Post Project Review is to actively take steps to ensure that the learning from previous projects is captured and built into subsequent projects.

Another important step involves the updating of your translation memories and glossaries with new words or terms used in the course of a new translation project. This will make future projects more efficient because all vocabulary and terminology updates will carry over into subsequent projects. Building and maintaining a translation memory not only helps ensure accuracy of future translations, but also reduces the time and effort necessary to complete similar projects. In this final phase, your company’s translation memory is updated to reflect the translation decisions made in the most recent translation. Since you won’t always be reusing content in future translation projects or producing new editions of large documents, not all translation projects are good candidates for the use of translation memory. However, those that are good candidates provide an excellent opportunity to build for future translation efficiencies. Thinking ahead to how you plan to use translated content in the future will save you time and maintain the accuracy you need by applying previous translations to subsequent projects.

Maintenance of a glossary for your company’s translations is also important. As additional circumstances and jobs of different types are translated, the updated glossary makes those translations faster and more accurate. As a job progresses and items not covered in the initial glossary are encountered, those decisions should be documented and added to the ongoing glossary.

Whether your translation project is relatively minor or involves complex files and multiple languages, the process your LSP uses to complete the work accurately, on time and on budget is imperative. These last two phases of the Four-Phase Methodology: the use of technology in translation and proofreading and project maintenance and closeout are designed to provide a roadmap for a successful process, as well as an understanding and appreciation for what has to take place for the successful delivery of future translations.


	viaLanguage Translation Articles Effective Methodology for Translation and Localization, Part II Last month we reviewed the first two phases of an effective four-phase translation/localization process and methodology that results in successful projects that are done accurately, on time and on budget. In those first two phases, we discussed the importance of getting the right information together, drawing on past translations, assembling glossaries and putting the project plan together. It was all about planning, planning, planning. This month, we’ll pick up that discussion where we left off, and talk about phases III and IV. These are the phases where the translation work actually begins and the information we assembled – and the planning we did in the first two phases – starts to pay off. These last two phases are all about technology’s role in your translation project, closing out your project after the translation/localization is complete and what happens after the project has been delivered. Understanding these components of the translation and localization process is important since it will not only help you know what to expect when working with your Language Service Provider (LSP), but will help make your projects flow smoothly toward the results you want. Phase III: Translation, Proofreading, and Technology Phase III builds on the foundation we’ve already built, relative to evaluating the scope of the project and setting up timelines and translation teams. This phase begins with the actual delivery of the necessary source files and background information. All supporting documents and reference material that will aid in the translation are assembled as a component of a complete pre-translation package delivered to the translation team. The package would also typically include the glossary and/or style guide, as well as any translation memory that has been performed in the past by the client for similar translation projects. Some LSPs allow for online document delivery to the team through an online system, via e-mail or through an FTP site. Your company may also have files in a content management system that need to be delivered to, or accessed by, members of the translation team. This way, as the translator begins to do the actual translation, they’ll have access to the information they need to provide an accurate translation. The proper series of proofreading, reviewing and quality assurance by the viaLanguage project manager takes place in this phase. After an initial translation is completed it’s received by the proofreader, where questions and corrections may be generated for the translator, and subsequent translation work performed to confirm accuracy before it goes to Client Review. Translation projects that involve desktop publishing, Web elements or graphics are put through a review cycle focused both on the translation and design aspects of the project. Quality assurance is performed on the translation before any desktop publishing is performed and again after the translation is reapplied to the file. This way, any design elements affected by the language translation can be corrected in the final design process. Design, layout and formatting issues are sometimes created by the translation. This is usually the result of translated text being longer or shorter than the source language text. Text that is included in graphics, for instance, is separated from the graphic element, translated, reviewed and reapplied to the graphic element. Quality Assurance is then performed on the final design and adjustments are made to correct for design and formatting issues. The in-country review is often a critical step in achieving the desired quality for your localized document or product. Although the translation team assigned to your project may all be native speakers of the target language –and will often reside in the target market – an additional "in-country review" allows you to further ensure the accuracy of the translation. It also provides valuable feedback for translators and editors to use in future projects. In-country review can be performed by one of your employees or distributors located in the country where the product is sold. Just be sure that your reviewer has the right skill set, understands his or her role in the translation process and is able to work with the schedule that you and the LSP set for them at the beginning of the review process. In this stage of review, projects can easily be thrown off their timeline by an unrefined review process that continues to churn or by reviewers who are not available. The in-country review process should start with your in-country reviewer working directly with the LSP and your project manager to define and review terminology, style, target audience, etc. The glossary and style guide are used by both to keep consistency. For larger projects, before the translation is complete, the reviewer should check a sampling of pages for consistency and to ensure that it meets expectations. The final review phase can take different forms depending on the role of your reviewer. If possible, changes should be made in the electronic document itself. The material is then completely reviewed for all content and tested with end-users in the target market (if possible). Finally, the LSP incorporates all feedback and changes to deliver an excellent final product. Phase IV: Maintenance and Project Closeout Phase IV takes place after a translation/localization project has been delivered: even after delivery there’s still essential follow-up work to be done. Once a project is completed, it’s very important for your team and the LSP team to review the process, project plan, resources, timeline and overall effectiveness of the project. Over the course of working with your company on translation/localization projects, the teams that are assembled for each project may change and subsequent projects may present similar challenges. The Post Project Review is an opportunity for the translation and project management team and your team to identify those aspects of the project that went well, and those aspects that can be improved for subsequent projects. If a translation team is new to working with a company or a certain type of project, there is the potential that the project or the delivered translation may not meet your expectations. An important aspect of the Post Project Review is to actively take steps to ensure that the learning from previous projects is captured and built into subsequent projects. Another important step involves the updating of your translation memories and glossaries with new words or terms used in the course of a new translation project. This will make future projects more efficient because all vocabulary and terminology updates will carry over into subsequent projects. Building and maintaining a translation memory not only helps ensure accuracy of future translations, but also reduces the time and effort necessary to complete similar projects. In this final phase, your company’s translation memory is updated to reflect the translation decisions made in the most recent translation. Since you won’t always be reusing content in future translation projects or producing new editions of large documents, not all translation projects are good candidates for the use of translation memory. However, those that are good candidates provide an excellent opportunity to build for future translation efficiencies. Thinking ahead to how you plan to use translated content in the future will save you time and maintain the accuracy you need by applying previous translations to subsequent projects. Maintenance of a glossary for your company’s translations is also important. As additional circumstances and jobs of different types are translated, the updated glossary makes those translations faster and more accurate. As a job progresses and items not covered in the initial glossary are encountered, those decisions should be documented and added to the ongoing glossary. Whether your translation project is relatively minor or involves complex files and multiple languages, the process your LSP uses to complete the work accurately, on time and on budget is imperative. These last two phases of the Four-Phase Methodology: the use of technology in translation and proofreading and project maintenance and closeout are designed to provide a roadmap for a successful process, as well as an understanding and appreciation for what has to take place for the successful delivery of future translations.