Ever since the dawning of the information age, we’ve been talking about data, and its become the biggest commodity on the market. But for the translations industry, and more specifically for your projects, why is it so important to use your data effectively?
If your company has been exporting products and services for years, or even decades, you’ve undoubtedly had hundreds of documents translated into various languages. You may not realize it, but your back catalogue of translations may be a source of significant future savings for you!
How? With your previous translations, we can create a translation memory that will help reduce and optimize future translation costs. This is what we call aligning your files.
We’ll try to explain the procedure in more concrete terms
What is an alignment?
This is a process whereby we take a source document and its translation and ensure that each segment is properly correlated to its translation segment.
When we take these two files and add them to our CAT tool, it automatically aligns the segments based on segment position and translation length as below:
Translators must then manually verify that each proposed correlation is correct.
Why align your translations?
Running an alignment allows you to turn existing translations into translation segments that can be added to a database commonly referred to as a “translation memory” in order to create the memory, expand it, or update it.
After this, the translation can be used for future projects.
You thus gain in both cost and quality!
The price on invoices will be optimized because we will be able to reuse previously translated content to minimize the time demanded of our translators.
However, it is imperative that you send us only those translations where you have verified the quality as we do not correct the text during alignment. It would be entirely too time consuming and thus costly.
You’ll also be helping to improve the overall quality of your translations. Using a memory helps ensure your preferred terminology is maintained from one project to the next. The implementation of a glossary can also contribute to this improvement.
An alignment allows a translator to gain time while translating a new project. In concrete terms, how does it help them?
The translation will be recycled and suggested by the translation memory if the document they are currently translating contains a similar segment or exactly the same segment as one previously translated. The translator won’t be required to type it out again, simply proofread it and modify as necessary.
Below, you can see a screen capture of our translator’s view inside memoq while translating a file:
How do we get started?
We use our translation tools (memoQ ou Studio). The source and translations files are placed side-by-side. The translator verifies each segment, one at a time. Once each source segment is aligned with its corresponding translation, we export the segments to create, enhance, or update our translation memory database.
Adjusting the alignment of translation units
Validated segments ready to be exported to the translation memory
Importing to translation memory
What are the various kinds of alignments?
Alignment without verification to create a translation memory:
Sometimes the files to be reused can be extremely voluminous and in these circumstances, we may decide, with the client, to not move forward with the alignment, but rather to use these resources as reference documents.
In this case, we won’t create a translation memory from your documents (there’s too much risk of error) and the percentage of repetitions between your past translations and current project will be more limited. However, this may yet be an interesting option from a financial standpoint, especially if the source and target translation are provided in the same format and segmented in the same way.
The alignment will be carried out automatically without further verification.
The example below highlights the limitations of unverified alignments, as one single segment may throw a wrench in the works of the entire alignment:
Alignment with verification:
If you are aware of content that has been added to the target translation, or that has been ommitted from it, it will be immediately necessary to ensure human verification of your alignment.
In these such occassions, the translator will verify each source and target segment, manually re-aligning the correspondences as necessary.
Once the seg;ents are validated, they are imported into the translation memory. Depending on the specific request of the client, they will be considered as 100% exact repetitions for future projects, or as partial repetitions (99%) if the client believes they must be verified due to the changing context of the project. In this second case, the project manager will apply a percentage penalty when importing the segments to the translation memory.
Note that is also possible to create multiple translation memories from your content depending on the nature of the source material. With this in mind, you can create a “legal” translation memory, as well as a “technical” one, ore even a “marketing” memory with terms translated differently depending on the context of the project.
If you’re still left scratching you head about the process, take a moment to reach out and we can discuss the various issues at stake with reusing your past translated content as well as the use of unique translation memories for your business!
Depending on the context and your project, we can even provide the memory on the house 🙂
For your translation projects, it is important to understand the concept of weighted word counts, which is why we’ve taken the time to write this article on the subject.
As a salesperson, I find it is easier to talk about “weighted word counts” because it is a better estimation of the time needed for a translator to complete their work. However, a number of our own translators, in fact, have difficulty understanding exactly what this means! So, below, I’ve given a few explanations, which, I hope, will allow you to have a better idea of the subject.
memoQ analysis: matches and repetitions
If you’ve already worked with TradOnline, you’ve almost certainly handled a memoQ project for us.
As with any CAT tool, memoQ is able to quantify the repeat segments in a document or project. These are what we refer to as repetitions or 100% or 100% matches.
With memoQ, we are also able to identify segments that are similar but not completely identical. These segments are given a percentage of similarity and are referred to as fuzzy matches.
As a translator, you’ve probably noticed how your translation memories grow and are enriched over time as you handle your clients’ projects, providing you with a higher number of matches in each future project.
What are the rates for repetitions?
Okay, now we’re getting down to the brass tacks!
Let’s take the standard rates for a translator who works with TradOnline, below:
100% – 101% matches / repetitions
25% of translator’s standard rate
95%-99% matches
30% of translator’s standard rate
85%-94% matches
50% of translator’s standard rate
75%-84% matches
70% of translator’s standard rate
<75% matches
100% of translator’s standard rate
How to calculate weighted word counts
This leads to a simple calculation that will enable you to define the price to be paid by your clients:
(Number of 100% and 101% matches and repetitions * 25% * your price per word) + (number of 95%-99% matches * 30% * your price per word) + (number of 85%-94% matches * 50% * your price per word) + (number of 75%-84% matches * 70% * your price per word) + (number of <75% matches * 100% * your price per word) = your total rate for the project.
And, if you listened well to your maths teachers, you ought to remember you can simplify this equation by extracting the common coefficient, in this case, your price per word.
We can therefore simplify the equation as below:
Your price per word * (number of 100% and 101% matches and repetitions * 25% + number of 95%-99% matches * 30% + number of 85%-94% matches * 50% + number of 75%-84% matches * 70% + number of <75% matches * 100%) = your total rate for the project.
In other words: your price per word * the weighted word count = your total rate for the project.
So, let’s take a real world example of a project:
This word count was provided by memoQ, our CAT tool of choice at TradOnline.
If we look back to the table above, we can see it is necessary to group some of these categories in order to facilitate the equation:
The weighted word count (in percentage) that I’m going to give you corresponds to time saved for the translator by using the translation memory and/or by using a CAT tool to manage repetitions within a document or the project.
In order to solve for the weighted word count, below is the equation (note that for these equations 25%=0.25, 30%=0.3, etc):
Thus, to calculate your wage for the project, all you have to do is multiply this weighted word count by your price per word.
So, when your project manager offers to pay you the weighted word count, this isn’t a scheme to scam you! Take the time to verify the weighted word count table that is being used.
If you have your own CAT tool, you can easily replicate the calculation yourself, either by using the standard table or by using your own specific table.
Personally, I find it is a good method for determining how much time you ought to plan for to complete your project. Generally speaking, the weighted word count will give you that time if you divide it by your hourly production. For example, you average around 300 words per hour, therefore, you can calculate that this project will take you approximately 30.5 hours (9135.7/300= 30.45).
If you still have questions about weighted word counts, feel free to reach out to us, we’ll be happy to help clarify it in any way we can!
Hi Katja. Can you tell us a bit about your professional activity?
I’ve been an independent translator since 2011. As a German native, I translate to German from French (80% of my workload) and English. I work mostly with translation agencies (especially Tradonline!) and a few direct clients (SME).
Why did you choose to learn French?
Honestly, I’ve been in love with the French language since the first time, at 12 years old, I held by first French book in my hand, before the school year began, so before my first French class! I found the words so beautiful to read, and I was so excited to learn how to pronounce them. It was love at first sight! My studies in French at high school confirmed my intuition and I went on multiple trips to study the language during my time at school and during my higher education, always thirsty to learn French, to perfect the language of Moliere and to speak without a German accent. It was completely natural, therefore, that once I had my degree in international management in hand, I chose France as my host country. I’ve been living in the Midi region for 27 years, I’m married to a Frenchman and we have three bilingual and bi-cultural children together.
What was your career path? How did you come to the idea of being an independent translator?
I obtained a degree equivalent to a bachelor’s in international management from a commerce university in Germany. When I arrived in France, I found a job as a marketing assistant at a major agro-food company that worked primarily internationally relatively quickly. I learned a lot about the agro-food industry and I was able to work my way up the ladder to become a product manager. One of my missions was thus to design commercial media in French… but also in English and German. I translated technical documents as well as market studies. This linguistic and intellectual side of my work was particularly enjoyable to me, and at this point already the idea of starting up my own business and making translation my career were taking root.
A change in my life was when everything clicked: I had to make a decision. I started by expanding my knowledge of English through online course, because I wanted to be able to offer two language pairs. Then, I signed up on multiple platforms centred on connecting translators, and I was contacted fairly quickly by my first clients; One day, at the end of 2011, I was contacted by TradOnline who needed help on a big project. That was the start of a long collaboration, which transformed into a real partnership over the years. Today, more that 80% of my translation projects come from TradOnline, and I am very satisfied! From the kindness of their project managers to their reactivity and sincerity, to the exchanges with their team and other translators, everything is very professional, and simply perfect!
Who are your clients (activity sectors)?
Like I said, my primary client today is TradOnline! No other agency or even direct client would be able to make me feel like such an integral part of a team. And since we know each other so well, the projects that TradOnline send me correspond to my specialty fields: agro-foods, fashion and textiles, furniture, and also tourism and hospitality, culture and leisure, sustainable development, etc.
Besides that, my clients are happy to send me proofreading projects, without a doubt because I’m so meticulous ;)… I also translate news articles for online magazines, which is very enriching!
What does the translation process look like for you?
That depends on the nature of the project. When it comes to recurring projects that I take care of regularly, they’re generally automatically assigned to me and I translation them in a Computer-Assisted Translation software (memoQ) online. The advantage of these projects is that we truly become an expert in the field, and with feedback from the client, we can adapt the style and terminology depending on the client’s preferences. However, when it comes to a bit of a particular or new field, it’s up to me to judge if I have the requisite competencies or not for the text in question. I glance over the source document and give my response: it’s sometimes better to not commit to taking on a subject you know nothing about! Other translators are also there, and the definitely have knowledge bases that complement my own. That way, we are able to keep peace of mind and a certain assurance in our work, and the client is guaranteed to obtain a professional translation, so everybody wins!
Generally speaking, I read the source text first, if possible in its final format or medium (PDF, brochure, website, etc.) in order to understand the content, as well as to understand the message I’m to transmit and the target audience it is meant to reach. Before beginning translating, it is indeed important to know the target audience we are speaking to and what style to adopt. Then, I spend some time researching on German websites that broach the same subject in order to find the right terminology, the “right tone”, etc.; if I have any doubts, I’ll check other French sites to ensure we’re talking about the same thing. Over the course of a translation, I may return to the Internet hundreds of times to find the little tidbit of information that I’m lacking. Sometimes, we may find nothing at all pertinent, or a sentence is turned in an unusual way. In these instances, I’ll contact the agency or the end client to ask for explanations. Usually, it only takes a little clarification to illuminate the problem and inspire me to find the right translation.
Once I’ve gone over the translation once, I like to let is “sit” for a night before I re-read it. Often, that helps me to have a more clear idea and/or to find new inspiration for a particularly difficult passage. Whatever the length of the text (even if it’s only a single sentence), it is absolutely required you proofread it carefully, because the quality of a careful, human translation is what makes all the difference for the client in the eyes of their clientele: a brochure or a website that is well written is the key to success! Generally, I proofread it twice: the first I compare my original translation against the source in order to find any typos, but also to detect and misinterpretations or mistranslations or other incoherencies against the French text. You also have to ensure you didn’t forget anything! Then, I do a second proofread of just my translation. It allows me to detach from the French in order to verify the target text is fluid, understandable, and doesn’t “sound like a translation”. It’s generally in this phase that I’ll make the most stylistic modifications.
Once the translation is finished, I send it to the client by mail or directly on their server.
Do the cultural differences between France and Germany make it more difficult to translate?
Oh yes, especially when it comes to fields like gastronomy, fashion, or lifestyle. Habits regarding food and clothing aren’t necessarily the same, even though trends are becoming more and more internationalized. For example, fashion, which comes essentially from France and Italy, is interpreted differently depending on the countries, and of course, we don’t share the same climate! No one could imagine wearing a short-sleeve dress in the middle of winter in the north of Germany…
French gastronomy is also very popular in Germany and we find more and more recipes and culinary ingredients typical of French cuisine. But you have to keep in mind that for the average person, these are very select dishes and that they require extra explanations on what a galette des rois is, for example, as it is a tradition that doesn’t exist in Germany. As to the aperitif, it’s almost inexistent, or reserved for very special occasions, while snack are usually consumed late at night in front of the TV…
In a translation, for example, it’s important to adapt the target text, whether by adding a short explanation, or by finding a “local” equivalent to a specific product, habit, or event.
I’m also thinking about marketing texts with ad messaging: they are often full of wordplay and idiomatic expressions – a real headache for us translators! You have to try to adapt, find an equivalent expression in the same spirit, be creative. Sometimes, I’ll take a break, go for a walk outside, and try to find inspiration.
Since I’ve been living in France for a long time, I am obviously strongly impregnated by French culture, and cannot follow all of the evolutions in my native country. So I take advantage of my travels to Germany – usually twice a year – to visit supermarkets, major stores, read newspapers, watch TV, etc., in short, everything that can help me better understand the cultural differences, new trends, challenges faced by society, what preoccupies the minds of the German people. This helps me enormously in my work.
Have you noticed a change in the kinds of projects sent to you from your clients?
Yes, but it’s subtle. More and more clients are asking me to translate a list of keywords that they will then use to build a website alone, by hand, by simply inserting keywords in the corresponding locations. This can suffice when we’re talking about a simple list of products on an e-commerce site. But, more often, when the contents are a bit more complex, it isn’t a good idea. Language isn’t a precise science where 1+1 obviously equals 2. An expression, even if it is correctly written, may be completely erroneous in a certain context. What’s more, German is a language with very complicate grammar that needs to be adapted dependent of the entire sentence; if we only match up pieces of sentences, it will quickly lose all meaning. In the past, I’ve alerted clients to such mistakes, and they’ve thus opted for retranslating everything. It will certainly cost more, but the end result is definitely worth the cost. And a document or website that is “translated well” is better for selling your product, and more satisfying for your translator 😉
What difficulties do you face in your job, but also, what do you appreciate the most?
The most difficult for me, I admit, are the deadlines! Like with a lot of sectors, there are “down” times as well as periods where the requests keep coming in. When I handle multiple projects in parallel and I realize that one of them is taking me more time than I had planned, it pushes back my entire schedule and can, obviously, impact other ongoing projects. That’s where a good collaboration with a translation agency is crucial, because sometimes you have to push back the deadline of a project to translate a more urgent one. It’s not up to me to make such a decision, and it’s by negotiating with the team at TradOnline that we are able to find the best solution.
What I like most is the diversity of the projects, in terms of the subjects as much as the style and type of text. In this business, we can learn something new nearly every day in nearly all the various domains of life. It’s extremely enriching! Moreover, I’ve never felt like I’ve fallen into some endless routine.
Do you think that translation is a career path with a bright future?
I would say yes, contrary to the opinion of some detractors. Of course, online machine translation tools can be an advantage today, they’re adapted to our constantly changing world: for example, they allow us to quickly understand the broad strokes of a foreign text, it can be helpful for students or personal internet searches. For professionals who want to target foreign clients, it just isn’t enough. As I said, languages are exact science, so AI cannot transcribe everything and author hopes to express. What’s more, with the Internet and economic globalization, the needs for and content to translate are ever increasing. So yes, there’s a bright future for human translation!
What advice would you give to someone who is interested in a career in translation?
I would tell them that, above all, you really have to be passionate about languages! It isn’t enough to be “good at living languages” in high school, you also have to have interest in the culture of the foreign countries in questions, and, preferably, have spent some of your life there. The culture, and the ways the people thing, that can’t be learned in handbooks… Another important point is to perfectly master your native language, from spelling, to grammar, to style… And in order to ensure the translation is interesting and enjoyable, you have to be creative, know how to play with the syntax or with synonyms.
Another advantage comes in your willingness to ask questions and learn new things. Someone with knowledge of a particular domain but doesn’t enjoy thinking about other subjects may potentially be able to become a successful translator in a specialized technical field. But that closes certain doors, and personally seems too monotonous.
Anything you want to add?
I would add that I have a second passion in life: amateur theatre. I’ve been doing it since I arrived in France. At the beginning, it allowed me to “erase” my accent, among other things, but it’s above all the simple pleasure of interpreting a role in plays in the language of Moliere that has pushed me to continue even today… I often find myself on stage accompanied by two of my children I passed the acting bug on to. What’s that to do with my profession? More than in a gym, I find my balance in a culturally and intellectually enriching activity that inspires me to grow my linguistic horizons.
I’d like to thank TradOnline for inviting me to take part in this interview, and I hope our collaboration continues for many years to come!
Hi Ivana. Can you tell us a bit about your professional activity?
Hi! I’m a translator. I translate from French, English, and Spanish into Portuguese.
What studies did you complete? Why did you choose to learn French?
I have a bachelor’s in translation. I started learning French at school as my 2nd foreign language (the first was English at the end of primary school), because I was forced to choose a languages and there weren’t any other languages from which to choose. Although I always received good marks in the 3 obligatory years, I didn’t like French. So, once I was able to choose, I changed and began learning German right up till I went to university. I started taking classes to be an English and German teacher. But one of life’s little ironies, my mother went to Switzerland to work for the United Nations, and I went with her. At that point, all I could say in French was, “My name is Ivana, I’m 19 years old,” and not much more than that. I went to school the first year just to learn to speak French. I was lucky to meet two French-speaking girls who became by best friends, and I was able to learn to speak. I went back with all that knowledge to Portugal, and then, after an error in the university entrance exams, I wasn’t able to join the teaching courses. I therefore chose to take a class on translation, hoping to change majors the next year. But I loved translation and French so much, that I just decided to continue that path. So, it was purely by chance that today, I do what I really love.
How did you come to the idea of being an independent translator?
In Portugal we have two choices: either we can be independent and be paid per mission, or we can work for a translation agency and earn about €1,000 per month (in most agencies). Given that, we opt for the first choice. The income becomes more or less stable once we have regular clients, and the difference is significant.
Who are your clients (activity sectors)?
My clients are mostly translation agencies. It’s very rare that I have direct clients, and usually it’s only for translating certified documents.
What does the translation process look like for you?
First of all, I consult my agenda to verify my schedule. Some days I have a lot of small translations that I need to deliver the same day or the next morning, or big translations that I must translate in part that day as well (spread over multiple days from the beginning of the project). I translate depending on the priority of the project to deliver. If I have a big translation in hand, always keep a part of that translation for the end. While I translate, I always have multiple webpages open, like a dictionary from the source language to Portuguese, Linguee to draw inspiration from synonyms and a Google page also for synonyms. I always try to find the best word when the Portuguese translation doesn’t come to me right away.
As a Portuguese translator, do the cultural differences between France and Portugal make it more difficult to translate?
Nowadays, we can find everything on Google: words, expressions. I don’t think that it’s a barrier.
What difficulties do you face in your job as a Portuguese translator, but also, what do you appreciate the most?
The most difficult is to manage certain proofreaders. Those that are always on the lookout for something to decry and who force themselves to show the translator has done a poor job, though in reality all they did was choose a few different synonyms, and nothing more. Another problem to manage is the clients who ought to trust us, but are always on their guard. What I like most is also my clients, those who trust me, who always have a kind word or leave a nice Christmas message in my inbox, or a post card, or a little gift. It’s really warming. People are always asking if it’s annoying being home alone all day behind my screen. I always say no, especially thanks to such interactions.
Do you think that translation is a career path with a bright future?
Yes, we’ll always have need of someone to translate, notably in the more exotic languages. With machine translation, I am aware that things will change some in the near future. But we still need to educate people on the world of translation. The other day, a woman asked me if I could translate her daughter’s birth certificate. When I said yes, and that she’d have to go see a notary (we don’t have sworn translator status in Portugal) and that she’d have to pay, she said, “No, thanks.” She thought I could quickly do the translation and not bill her. And I had never even mer her before.
What advice would you give to someone who is interested in a career in translation? You have to know that in order to do this job, you must be methodical and respect deadlines. This is extremely important if you want to earn your customer’s loyalty and if you want to keep receiving work from them. I also suggest you subscribe to a translator’s association. Interaction with other translators is also very important, whether on social networks or on site at translation events.
Hi Theresa. Can you tell us a bit about your professional activity?
I’ve been a freelance translator for 23 years. A long time ago, in a galaxy far, far away, I was an opera singer.
What studies did you complete? Why did you choose to learn French?
I’m specialized primarily in music, and also literature. I didn’t “officially” speak French when I learned at 15 years old in England! I started truly learning it a lot later, firstly because I came to live in France, and secondly because it was the most practical language for communicating with my second husband (who is French). In fact, he was my real “school”, apart from France itself. I owe him a lot.
How did you come to the idea of being an independent translator?
A difficult time in my life… Divorce, I needed a way to earn a living – at that point in my life, singing was no longer an option – and I didn’t have any idea what to do. I always loved words and literature, I sang in many languages, I wrote verses and stories all my life, and I worked as a copywriter for a dictionary for many years – so how to use all of that? I was completely lost. Then, a friend asked me, “Why not translation?” I had taken Latin in high school and I always loved translation (to and from English), and his suggestion just clicked. So, I got a diploma from the American University of Paris, and it was the best investment of my life! I was extremely lucky: it worked from the start – thanks to the diploma, of course, but also thanks to the people I had encountered doing it.
What does the translation process look like for you?
I verify it’s within my wheelhouse, first – and if so, I go over it once. For me, as for a lot of translators (or probably all), I like to have enough time to set it aside for at least a day (or even a few hours). The number of problems in comprehension that resolve themselves once you take a automatically once the pressure is off. Also, if there are difficult technical terms, etc. – we have the time to ask the client questions. Then, on the second pass, I eliminate the superfluous text, refine the style – both for my personal satisfaction, and for the tone of the text – and of course I check the spelling and for any other errors. Then, I do a third revision. But, in fact, the process is endless, we can never reread it too many times, you have to know when to stop. There are as many different ways to do it – especially for creative texts (my favourite) – as there are translators…
Do the cultural differences between France and Britain make it more difficult to translate?
Yes, at times. One of the major problems for translators is the education system – diplomas, certifications, degrees, etc. – where often you’re forced to write an entire thesis to describe something that is obvious to a French person, but not for an Anglo-Saxon. Otherwise, it’s most flagrant when it comes to expressions and turns of phrases – sometimes there is an equivalent expression, but often not – but I actually adore this kind of challenge, and especially finding solutions for word play. Anytime I’m bested by a pun, I feel so depressed!
Have you noticed a change in the kinds of projects sent to you from your clients?
Not really, I have to say. Maybe because I’ve been doing this job for so long and everyone has their own ways!
What difficulties do you face in your job, but also, what do you appreciate the most?
Obviously, always working in solitude isn’t always easy, but, at the same time, it can be very pleasant. What I love is being able to spend my time how I like. If I don’t want to work at all during the day, but rather at night, I can (and it happens!). I can go on holiday when I want to (though it is never paid!). In this career, what I love, really, is that we always learn something new, and what really amuses me, is that, in one way or another, everything bears its own fruit. We never know when a little tidbit of random information will come in handy during a translation.
At times, I’m disappointed how client kind of abuse the fact that things are much quicker now, which leads them to requesting translations with extremely short deadlines. They’ll always receive better translations if translators have enough time to refine their texts.
Besides that, and I hope I’m not alone in this, the exponential evolution in technology it very – too – fast, I find. Thankfully, I work with TradOnline, who helps me with all that! But it’s also a problem for society in general.
Do you think that translation is a career path with a bright future?
Yes. Even if machine translations become more and more effective, the human element will always remain indispensable, I think, in order to give it meaning and style. We haven’t yet arrived in situation like that in George Orwell’s 1984, where one of the characters says, “It’s a beautiful thing, the destruction of words.” That runs a chill down my spine! That said, translators must adapt to the changing technology of our profession. Which could be a good thing, in fact!
What advice would you give to someone who is interested in a career in translation?
Like I said, everything bears fruit… So, you can come to translation from a lot of different backgrounds, I think.? But I really don’t feel qualified to be giving advice at this point in my life. The profession has changed enormously since I began; I think it’s harder for newcomers now, with all the competencies and technologies that have appeared over the last few years. When I started, faxing was already a miracle – and Internet, e-mail, Google, and all of that didn’t even exist yet!
Anything you want to add?
Yes – basically, I really love this job; I feel extremely privileged to be a part of it. What’s more, the people at TradOnline are really lovely. And that really means something…
