How To Optimize Translation Workflow? Part One

How To Optimize Translation Workflow? Part One

With the plethora of features available in the Text United system, we usually focus on highly specialized solutions and features when we publish our blogs. We forget that the majority of people are looking for an easy way to handle their files, regardless of whether we are talking about Office files or file types used for software localization, such as .xml, .xlf, and .json files.

After a while, we realized that in addition to presenting new features and writing extensive tutorials, we should focus on the absolute basics. That’s why we decided to fill in the gap by publishing a three-part blog series in which we present what has been a backbone of our system since we started developing it a decade ago.

Manual translation workflow

A lot of the people we talk to have very basic questions when it comes to trying to tackle their complicated manual workflow. They share the files they want to translate via email and they try to collaborate with their colleagues or translators via chat services. One effect of this is that they have a difficult time keeping track of progress and maintaining consistency between different versions of files becomes a nightmare. If you are one of these people, you are not doing anything wrong.

The first choice is to use the most popular sharing options for files, such as e-mail and online folders. The most important realization is that the translation workflow just becomes more complicated from there. Once the habit of ‘manual workflow’ is established, people rarely have the time to rethink their approach and find a more effective solution.

Optimizing translation workflow

This is usually where we step in! We built our translation management system in the cloud. This means that we can easily step in and replace the current workflow by focusing on collaboration and transparency. The best part is that we can do it without adapting your team to a brand-new workflow! How do we achieve this?

We established 5 golden rules for an optimized translation workflow:

#1. Sharing files does not have to be complicated

#2. Workflow should be flexible, adapting to your needs

#3. File types become almost irrelevant

#4. Consistency is the key

#5. Collaboration makes everything better

In Part One of our series, we discuss how #1 and #2  are incorporated into our system. Are you ready to optimize your translation workflow?

#1. Sharing files does not have to be complicated

With our online platform, sharing files and creating actual translation projects becomes the easiest thing in the world. Instead of sending a file via email, or uploading it to an online folder, you simply upload it to our platform.

Once the file is uploaded, you can set up the translation of the file by choosing the source and target languages, choosing the desired workflow, and simply starting the translation process.

Whether you have folders in a Dropbox account, or if your IT department uses repositories such as GitHub and BitBucket, or you use Microsoft’s SharePoint, you can also integrate these with our system.

#2 Workflow should flexible, adapting to your needs

Many of our clients don’t have any specific solutions for managing their translations, so they feel more comfortable outsourcing the work to us. There are, however, many clients who do have subsidiaries in other countries or partner companies who can help them with translations. In that case, they can use our system to assign the translation to them and collaborate in our online editor.

Sometimes, you have to localize their content, but you are on a tight budget and you have to start the process. In this case, you can use our machine translation features and then only pay for the post-editing by a native speaker. This approach is extremely useful for content that is not highly technical (apps, websites, etc.), and can make a huge difference when it comes to the budget to be allocated for this purpose. We talked about the benefits of this approach here.

If that is not enough, clients also have the option of combining all of these approaches. They can machine translate content, and assign the review to their colleague working in the target market afterward. If the content is of a technical nature, they usually order translation from one of our certified translators (as I’m writing this blog, we have 4500 in our database) and leave the review to the colleague or partner that is an expert in the field.

The most important thing is to adapt the translation workflow to your and your business’s needs.


In Part Two, we will discuss:

#3. How file types become almost irrelevant when you optimize your translation workflow


#4. Why consistency is the key

Stay tuned!