A project we worked on recently for a client with a tight turnaround time and restricted access to final source files created a perfect case study for how translation process management affects final outcomes. We’ll compare what our translation process management looked like for this project and what our vision for the process would have been under different circumstances.
Setting the stage
The project was creation of six foreign language subtitle files (SRT) for a short video of a company’s CEO delivering a message in English. When we received the request, however, the video itself was still in the cutting room being edited and finalized. The only file we had access to was a script in a TXT file. The end client wasn’t able to say when the final video would be ready and wanted to release the subtitled video as soon as possible once it was. This meant the translated SRTs would need to be ready quickly once the video was complete.
Translation process management as problem-solving
Given our client’s needs and goals here, we went ahead and prepared the TXT file for translation in our CAT tool, Trados Studio. We applied our Translation Memory for each language, checked in with our regular translation and editor teams for this client, and got the translation process started.
The text was translated, edited, and finalized.
Then the video itself was finally ready. We used the video file to create an English-language SRT. When doing so, we discovered that the actual transcript of the video didn’t quite match the original script we’d been given. So, we created a markup document in Word showing the differences between the original script and the true transcript. We sent this document to the lead translators and asked them to edit the translation file in accordance with the discrepancies.
Once the translations had been updated and the English-language SRT was ready, we created six copies of the SRT file and replaced the English with the translations. We did our own QA in-house to make any timing updates in the SRT that we felt were necessary based on the length of the subtitles. To ensure that nothing got corrupted, cut off, or left out, we created a private YouTube video, uploaded the subtitle files, and shared the video with the translators. That way they could watch the video with the subtitles on and point out any issues or make adjustments, if necessary.
Here’s a summary of those steps:
- Prepare the TXT file in a CAT tool in six languages.
- Translate, edit, and finalize the content in each language.
- Edit the translations again based on the final video transcript.
- Use the video file to create an English-language SRT file.
- Make six copies of the SRT file and replace the English text with the translations.
- QA the subtitles on the video.
- Make adjustments as necessary.
Translation process management for cost efficiency
If this client had built translation into their content creation timeline, or had some flexibility on when the subtitled video could be released, here’s how translation process management would have gone:
- Use the video file to create an English-language SRT file.
- Prepare the SRT file in a CAT tool in six languages.
- Translate, edit, and finalize the content in each language.
- QA the subtitles on the video.
- Make adjustments as necessary.
You’ll notice that step 5 from the actual workflow isn’t included here. That’s because SRT files are compatible with Trados Studio. Once the translations are done, we can export a translated SRT. There’s no need to cut and paste, which saves time and money. We also would have avoided the additional round of edits that were necessary because the video transcript didn’t quite stick to the original script.
It’s likely that these 5 steps would have taken about as much (or less) time as the 7 steps we completed. Our client’s schedule and deadlines, however, required us to have a significant portion of the translation work done within the time it took to create the final video (and then the SRT file). In the most cost-efficient scenario, translation would not have begun until the video was ready. In the actual scenario, most of the content had been translated, edited, and finalized by the time the video was ready. We also considered having the translators make the additional edits as they were replacing the English text in the SRT file with the translations. By having them edit the translations in a separate file while the SRT was being made, we once again leveraged simultaneous processes to shave some time off the final delivery. The additional process means additional investment, but turnaround time was more important to this client than cost savings.
Transparency in translation process management
While our client in this scenario relies on us to create subtitle files, some of our clients send us SRT files they have ready for translation. We can work with that, too! Sending final source files for translation saves time and cost. If you don’t have access to the correct file format, there’s a lot a well-rounded LSP can do to help.
For example, creating an SRT is not something everyone realizes that an LSP can do. The same is true of typesetting (or DTP). Prospective clients often send us Word files or PDFs for a quote, assuming that the translation must be done separately from the layout they’ve created in InDesign. We can process InDesign files directly in our CAT tool, which cuts typesetting time by a third. Other design files (such as those created in Illustrator) aren’t compatible with CAT tools, but we can still work with the source files to create translated versions. This can be especially crucial for languages that use special characters, don’t use the Latin alphabet, and/or are read right to left (RTL). In these cases, the design file may have to be set up a certain way and proper fonts must be used for the translated design to display correctly. Some of our clients prefer to handle DTP in-house. In these cases, we always recommend that they send the translated layout back to us so that our translator can perform a visual proof. And if truly all you have access to is a PDF, we can recreate the layout in Word or in a design file, depending on the complexity of the layout and your needs. This increases your cost, but it gets the job done!
Websites are another great example of how translation process management may look different for different clients. We can work directly with web-based files. This cuts down on time, cost, and the potential for error introduced by copying and pasting. With that being said, some of our clients prefer to send us their web copy in a Word file. That just means our translation process management pivots to include additional QA so we can ensure that their final translated site contains all the information it’s supposed to, in the right place, and looking as it should.
Many of our clients with regular translation needs factor time for translation into their publishing schedules. Clients who are newer to translation, on the other hand, don’t tend to have adequate time built in to their content development timelines. If need be, we can begin translation on a draft file. The resulting workflow results in decreased cost efficiency, but we will always strategize how we can incorporate the edits in the most cost-effective way according to our client’s priorities.
What your LSP can do for you
Whether translation process management gives you a huge headache or excites you, we’re here for you! With over 25 years of experience in the localization industry, we can advise you on how translation process management affects your timeframes, bottom lines, and possible outcomes for your stakeholders. We’re also prepared to handle as much or as little of the logistics as you want or need. And while we do have limits (we can’t create an SRT without a video file, for example), there’s a whole lot we can do that you might not have expected. To learn more, you can explore our blog, check out our services pages, or reach out to us.
