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What do you do if your translation team is spread across different locations?

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Managing a translation team that's geographically dispersed can be a challenge. Without the right strategies, the distance can lead to misunderstandings, delays, and a lack of cohesion in your projects. However, with the advent of technology and the rise of remote work, it's increasingly common to find translation teams spread across different locations. The key is to harness the potential of digital tools and clear communication to ensure that your team operates efficiently, regardless of where each member is based. By adapting your management style and utilizing online resources, you can overcome the obstacles of distance and cultivate a successful, collaborative translation team.

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Sol MARZELLIER DE PABLO

CEO, Sol Marzellier Traductores

1 Effective Tools

To manage a translation team effectively across different locations, you need to equip them with the right tools. Cloud-based translation management systems (TMS) enable real-time collaboration and tracking of projects. They offer features like shared glossaries and memory databases which ensure consistency across translations. Communication tools such as video conferencing and instant messaging are also vital. They help maintain a personal connection and facilitate quick resolution of queries. By selecting tools that integrate seamlessly and are user-friendly, you can enhance productivity and keep your team connected.

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2 Clear Processes

Clear processes are the backbone of any successful remote translation team. Establishing standardized procedures for every stage of the translation project—from assignment distribution to quality checks—ensures that everyone knows what is expected of them. This includes setting up a clear workflow, defining roles and responsibilities, and having a consistent method for feedback and revisions. Documenting these processes and making them easily accessible to all team members can prevent confusion and streamline your team's efforts, leading to better outcomes and more efficient project completion.

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Sol MARZELLIER DE PABLO

CEO, Sol Marzellier Traductores
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Personalmente, trabajo con mi equipo de traductores (siempre el mismo) cuando un cliente me encomienda un proyecto en varios idiomas. No dividiría un mismo proyecto entre varios traductores, por ejemplo, cada uno tiene su manera de traducir y el documento, por muy buenos y profesionales que sean, acaba siendo incoherente.

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3 Regular Updates

Keeping everyone on the same page is crucial when managing a dispersed translation team. Regular updates through emails or project management tools keep all members informed about project progress and any changes. It's important to schedule frequent virtual meetings not only to discuss work but also to build rapport among team members. These updates and meetings should strike a balance between being informative and not overly time-consuming. Consistent communication helps in identifying issues early on and ensures that the team works as a cohesive unit towards common goals.

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Sol MARZELLIER DE PABLO

CEO, Sol Marzellier Traductores
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La comunicación es vital, sin agobiar. Personalmente y aunque mis traductores se encuentren en otros países y/o usos horarios distintos, prefiero comunicarme con ellos vía email o teléfono, lo más confidencialmente posible, no olvidemos que todos hemos firmado un NDA. Mi puerta siempre está abierta por si algún miembro de mi equipo necesita mi ayuda, por mi parte, suelo controlar el avance para cumplir con la fecha de entrega.

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4 Cultural Awareness

When your translation team spans different countries, cultural awareness becomes essential. Understanding and respecting each member's cultural background and working hours can prevent misunderstandings and foster a positive working environment. It is important to recognize holidays, language differences, and work ethics that may vary across cultures. Encouraging team members to share their cultural insights can also enrich the translation work, as they bring unique perspectives that can enhance the accuracy and localization of translations.

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5 Trust and Autonomy

Building trust with your remote translation team is vital for success. Trusting them to manage their time and work autonomously shows respect for their professionalism. It's crucial to set clear expectations and provide the support they need, but also to step back and allow them to do their jobs without micromanagement. This trust can lead to increased motivation, job satisfaction, and a sense of ownership over their work. When team members feel trusted, they are more likely to go above and beyond in their roles, which can lead to better quality translations.

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6 Continuous Learning

Lastly, fostering an environment of continuous learning is important for a geographically dispersed translation team. Encourage your team to stay updated with the latest industry trends, language nuances, and translation technologies. Provide opportunities for professional development through webinars, online courses, or virtual workshops. This not only improves the skill set of your team but also keeps them engaged and motivated. Investing in your team's growth shows that you value their expertise and are committed to maintaining high standards in your translation projects.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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BOTI PARFAIT

Human Resources Intern at Inpac Times, French Professor, Interpreter, Translator.
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When my translation team works from different places, I ensure smooth collaboration by using online tools, setting clear processes, communicating regularly, organizing virtual team-building activities, and providing support. This helps us stay connected and productive despite the distance.

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Sol MARZELLIER DE PABLO

CEO, Sol Marzellier Traductores
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Mi equipo de traductores se encuentra efectivamente muy disperso, pero no por ello tiene que ser un problema. Empiezo asignándoles el documento en función del par lingüístico, con todas las explicaciones, documentación anexa y requisitos exigidos por el cliente. Después, lo dicho... les dejo trabajar a su ritmo, sin agobiar, la verdad es que confío plenamente en ellos. Saben que se pueden comunicar conmigo si tienen algún problema, siempre estoy ahí para ayudar. Muy importante: si alguno de ellos no va a poder cumplir con la fecha de entrega (puede pasar, somos humanos), le pido que me lo diga con toda confianza para trasladárselo al cliente y tomar las medidas más adecuadas.

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What do you do if your translation team is spread across different locations?

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1 Effective Tools

2 Clear Processes

3 Regular Updates

4 Cultural Awareness

5 Trust and Autonomy

6 Continuous Learning

7 Here’s what else to consider

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