Adventures in Translation: Finding a Vendor

by Margie Yundt

You’ve just kicked off a project to write a documentation suite for your company’s latest software innovation, and by the way, they want whatever you write translated into French, German, and Japanese. “Oh, and could we arrange to have the software interface translated into these languages as well? We’ll provide you with a dictionary file.”

I can hear the silent screams now…but no need to panic, you can do this! Translation and localization can seem scary if you’ve never gone down this road. Working with a good translator or translation company can help ease the burden of what may seem like an overwhelming task–-gosh, just handling the English version is keeping you busy enough, never mind worrying about coordinating multilingual copies! Selecting the right vendor, and building a good relationship with that vendor, is the key to keeping your sanity.

Think of it as finding the right vehicle for your journey.

Do your research: Find out where to shop

Ask colleagues about who, or which companies, they use for translations, and ask for recommendations from perspective vendors.

For translation companies, find out where they get their translators: are they local, or located in a country using the native language? How do they manage multiple language projects--do they have the resources to run all translations concurrently? How do they manage quality control? What do they typically charge for project management, and what does this service include?

For independent translators, find out how current they are in the dialect for the language they are translating into--for example, how often to they travel to the country using the target language? Do they have a source for checking their translations, and is this quality control included in their project estimate? Are they certified, professional translators?

Ask vendors for contact information from recent or current clients. Call and ask the following:

• Did the vendor meet expected timelines?
• What was the scope of the work?
• How much work, if any, was required to correct any errors?
• How responsive was the vendor to any requests or inquiries?
• Did the deliverable(s) meet your expectations?
• Would you use this vendor again?

Use this information to compile a short list of potential vendors for your project.

Get estimates: How much is this going to cost?

Next, get quotes for the project from everyone on your list. Compare results to determine how competitive the rates are, but don’t compare SUVs to motorcycles. Quotes from larger translation companies that have to take into account project management costs and international rates for translators cannot compete with quotes from independent contractors, with virtually no overhead. Ask how these vendors calculate project costs--is it word or project-based? What do the quotes include? Are the costs for a larger company to do your project justified, considering the scale of the project?

Keep in mind these quotes are only as accurate as the information you provide, so ensure you provide as much information as possible, including the expectations concerning the format for the deliverables, and what you expect translated or not translated (what is not translated is also very important) in the document(s). If the project involves updates to existing translations, provide the vendor with copies of any previous translations for reference, and if possible, provide a glossary of terms for any unique terminology your product uses to avoid misunderstandings. Ask the vendors what they need, and accommodate each request as best you can--the extra work you put into it can result in more accurate (and realistic) estimates for project costs.

Weigh your options: Do I need a minivan or a MINI?

When the quotes start rolling in, don’t assume that the lowest rate is the best choice. Remember, like the English version, these documents are a reflection of your company’s image, and poor translations not only reflect badly on a company, but can also compromise the safety of using its product.

If you are dealing with multiple languages, consider a translation company that can handle all of the requested languages--this will save you time and energy managing individual vendors. They may cost more in terms of project management, but if they do their job well, it is well worth the additional cost.

If your project involves a translation to only one language, such as French, why go off the continent when you can easily find local expertise for this national language, at less expensive rates than Europe. In this case, choosing economy over the luxury model just makes sense.

Don't be afraid to ask for a test drive…

If you are unsure, don’t be shy about asking vendors to provide a sample translation. Select a short but representative piece from your project and ask them to translate it into one or more of the target languages. When they submit the sample, have an independent source--ideally a distributor or coworker fluent in the target language--evaluate the quality of the translation. Also, note how efficiently your request for translation is dealt with, and the professional nature of the deliverable: is the formatting intact? Did they follow instructions? Any small problems can turn into big headaches for larger projects--address any issues right away, and give the vendor a chance to offer an explanation.

Most vendors are happy to accommodate any reasonable requests--after all, they want your business!

Closing the deal

So, you’ve finally settled on a vendor to provide the translations for your project. What now? Stay tuned in the next issue of The Quill for another edition of Adventures in Translation: Preparing your documents!

In the mean time, come out to our STC chapter meeting, “Translation 101”, on Tuesday, May 4th and meet our panel of translators and one technical writer who’s had some experience dealing with this issue (okay, it’s me). See you there!