How can you improve document translation and localization with preparation standards?

1 What are document preparation standards?

Document preparation standards are guidelines and best practices that help you create source documents that are ready for translation and localization. They cover aspects such as language, format, design, and content. By following document preparation standards, you can make your documents more clear, concise, and accessible for both human and machine translators, as well as for your target audiences in different languages and cultures.

2 Why are document preparation standards important?

Document preparation standards are important as they can reduce errors and revisions, enhance quality and accuracy, and save time and money. Simple and consistent language should be used to avoid ambiguity and jargon, while appropriate terminology, style, and tone should be employed to ensure the documents convey the intended meaning and message. Additionally, standard formats, layouts, and fonts should be used to simplify the translation and localization process, while complex graphics, images, and tables should be avoided to reduce the need for reformatting, resizing, or editing. Furthermore, cultural norms and expectations should be respected to respect the sensitivities and preferences of your target audiences.

3 How to apply document preparation standards?

When applying document preparation standards, it is essential to plan ahead and consider the purpose, scope, and audience of your document. Additionally, you should use simple and direct sentences, consistent terminology and spelling, headings, subheadings, lists, and white space to make the document easy to read and scan. Furthermore, standard formats, layouts, and fonts that are compatible with different languages and platforms should be used. If graphics or images need to be included in the document, provide alternative text or captions that explain the meaning and context. After finishing the document, review it for clarity, consistency, and accuracy. Lastly, edit it to fix any issues or improve any areas that need improvement.

4 How to work with translators and localizers?

Once you have prepared your document according to the document preparation standards, you need to work with translators and localizers to transform it into different languages and cultures. To ensure a successful collaboration, you should communicate your expectations clearly and in detail. This includes the target languages and markets, the desired tone and style, the deadline and budget, as well as any special requirements or preferences. Provide reference materials such as glossaries, style guides, or previous translations that can help them understand your expectations. It is also important to be open and responsive to any questions, feedback, or suggestions from your translators and localizers. Respect their expertise and experience, be flexible if needed, and avoid making unnecessary changes or revisions that may affect the quality or consistency of your document. After receiving the translated and localized document, evaluate it for quality, accuracy, and suitability. Lastly, appreciate their work by providing constructive feedback that can help them improve their performance and satisfaction.