mt-g was founded over 25 years ago as a translation agency for the medical and pharmaceutical sectors. Even today, translations still form a big part of our daily work. In order to make projects as efficient as possible for our customers, we are constantly expanding and optimizing our portfolio of services.
The Dental Equipment & Dentistry team has been handling the translation of a product catalog for a long-standing customer once a year since 2015, including DTP and typesetting check. This project involves the translation of over 36,000 words into 16 languages, and these translations are graphically adapted to the existing layout.
Since the start of our collaboration in 2012, mt-g has already completed 365 projects for the client in addition to this annual catalog project.
The request
A new year, a new product catalog: Our long-standing customer has continued to place this order with us every year, including also in the fall of 2023. At the end of September 2023, team leader Janine Lombardo received the initial details on the timeline for this year's product catalog. She received the final data for translation at the end of November. Due to the delivery deadline of late March, the Dental Equipment & Dentistry team had around four months to translate 36,000 words from English into 16 languages. Due to the previous catalog projects, around 30,000 of the required words were already stored in the translation memory, which reduced the number of new words to be translated to 6,000.
In addition to the pure translation of the texts, the customer also requested DTP and typesetting checks for all languages. DTP, short for desktop publishing, describes the adaptation of the layout for the target language, taking into account the original data. This is necessary because the length of texts in different languages can vary greatly. The DTP is followed by a typesetting check. Language-specific aspects of the layout are verified by a native translator, such as punctuation, word divisions, fonts, and language-specific characters. The customer then carried out the final test in its own country offices. The resulting layout adjustments were again made by mt-g.
The challenge
1. Size and complexity of the project
The first challenge of the project is its complexity and size. Many individual project steps are required to successfully complete the project and ensure high quality at the same time. Furthermore, given the 16 languages, 16 translators are used, who not only translate but also check the typesetting, which in turn can lead to a high level of coordination with all parties involved in the project.
2. Large number of feedback loops
The larger number of individual project steps also increases the number of feedback loops that are required even before the ones with the customer can begin. For example, a layout has to go through the DTP process again after annotations are made during the typesetting check. One to three feedback loops may also be created during the country tests, which are multiplied by 16 languages.
3. Subsequent global adjustments
Changes could still be made to the English master document after the start of the translation and layout process – both to the text and to the graphics. The translators were again involved in any linguistic changes, and the changes were then adapted to the layout. Non-linguistic changes were implemented directly by the DTP team.
The solution
The solution to carrying out complex projects like this lies in mt-g's working methods and quality standards that it has mastered using defined processes and strict documentation. There are already defined processes for each type of project, which project managers follow and adhere to precisely. In this case, every step from data preparation to delivery and maintenance of the translation memory is precisely recorded. (See the simplified process diagram below). The necessary information is compiled at the start of the project, and any queries are coordinated with the customer. This includes information, such as the purpose of the translation, the target group, the terminology specifications, and the delivery format.
By documenting and logging the individual steps, the project manager can track which language is currently in which process step at any time. In addition, the seamless handover and takeover of projects can take place in the absence of the responsible project manager. The project managers also stay in close contact with the customer before and during the project. At the start of a major project, a joint meeting is organized to discuss all the details, but regular exchanges also take place during the project in order to approve and monitor interim targets or to jointly resolve any challenges that arise.
Our tried-and-tested processes and the internal controls that they contain therefore make it possible for projects of this size to be managed by one or two project managers.
The result
1. Short-term result
For each individual project, the customer received a catalog that was translated and laid out in 16 languages as well as verified by native-speaking experts. During the project, the customer had a single point of contact who managed everything and coordinated with translators, proofreaders, and DTP experts. In this way, we were able to significantly reduce the coordination effort on the customer side. The translation memory, which has been built up and maintained over the long term, provided cost savings of around 37%.
2. Long-term result
But the customer also benefits with regard to future projects. Close and trust-based cooperation means that the project team and the customer are a well-coordinated team. The Dental Equipment & Dentistry team has become familiar with both the customer and the terminological complexities of the project for several years. The translation memory created and maintained in this way also simplifies future projects and can provide major potential savings. Defined processes provide for a smooth project flow, which can be further refined for the future if necessary through key learnings gained during the project.
3. Very high customer satisfaction
All of the outlined points led to a high level of satisfaction for our customer at the end of the project. The customer particularly emphasized the professional cooperation and the smooth running of the project.
"The excellent quality management and defined processes at mt-g not only make our project management work easier, but also increase efficiency and enable us to implement large and complex projects. In addition, projects always focus on close communication with the customer – whether by e-mail, phone, or video conferencing. With such close cooperation, I am, of course, all the more pleased that we have once again received positive feedback from the customer for this project, and I am already looking forward to future projects that we can complete together!"
- Janine Lombardo
mt-g.com