At EMWA’s Translation Seminar (co-chaired by Claire Harmer, Valentina Luridiana, and myself), I had the privilege of moderating a breakout room focused on best practices for developing “translation-ready” materials.
As freelance medical translators and writers, we know how critical it is to deliver content that is not only accurate but also impactful. Our work often lies at the intersection of content creation and cultural adaptation.
However, challenges arise when content isn’t designed with translation in mind or when the translation process lacks a clear roadmap.
The result?
Frustrating revisions, delays, and a final product that falls short of expectations.
These issues often stem from a lack of foresight in content preparation or inadequate guidance for the translator. But they can be resolved by adopting two critical elements: best practices and a detailed brief.
What is a translation-ready material?
Translation-ready materials are source texts that have been crafted or prepared in a way that facilitates accurate, efficient, and culturally relevant translation. These materials are:
Clear and unambiguous
Consistent
Adaptable
Such materials don’t just make the translator’s job easier – they ensure that the final product maintains the integrity, tone, and purpose of the original content.
Why best practices make all the difference
Best practices go beyond ticking boxes – they create a smoother, more productive workflow. For writers, these practices ensure the source text is clear, culturally sensitive, and translation-friendly. For translators, they provide a foundation for maintaining the original message's integrity.
The benefits include:
Higher content quality: Clearer writing minimizes ambiguity and ensures translations remain faithful to the original intent.
Streamlined workflows: Writers and translators avoid bottlenecks caused by unclear content or miscommunication.
Alignment with goals and regulations: Translations meet the original content’s purpose while adhering to regional regulatory standards.
When these practices are in place, the writing-to-translation process becomes less about troubleshooting and more about delivering results.
Best practices for translation-ready content
Whether you're a writer preparing source text or a translator refining content, these best practices can serve as your roadmap:
Define clear objectives and purpose: What should the content achieve, and who is it for?
Standardize terminology and style: Use glossaries and style guides to ensure consistency.
Tailor content to the audience: Consider their literacy level, cultural expectations, and professional background.
Anticipate regulatory requirements: Ensure the content aligns with legal and compliance standards in the target region.
Organize content: Use headings, bullet points, and logical structure to make the text easy to navigate.
Ensure visuals and data are translatable: Charts, tables, and images should be editable and context-appropriate.
Simplify approval processes: Establish clear workflows for reviews and approvals.
Collaborate early and often: Foster open communication between writers, translators, and clients.
These practices not only benefit translators but also enhance the quality of the source text, ensuring it is fit for purpose from the start.
Key takeaways
Here are the key insights from the breakout room discussion:
1. Writing and developing content with translation in mind
Writers and content development teams significantly influence translation quality. Every step in the content creation process impacts the final outcome.
Clear, well-prepared texts reduce the risk of misinterpretation.
Structured, intentional writing helps ensure that the translated material maintains the original message’s intent.
2. Preparation saves time and money
Investing time upfront in preparing translation-ready materials can:
Streamline the translation process.
Reduce revision rounds and the time-consuming back-and-forth between writers and translators.
Minimize the risk of costly rework caused by unclear or overly complex source text.
3. A detailed translation brief is a powerful tool
Even the best-prepared content needs a robust translation brief that provides essential context, clarifying not only what needs to be done but also why.
A comprehensive brief includes:
Project objectives and audience: What’s the purpose of the content, and who will read it?
Tone and style preferences: Should it be formal, conversational, or technical?
Key terminology and references: Include glossaries, previous translations, or style guides.
Regulatory and legal considerations: Highlight any specific compliance needs.
Deadlines and deliverables: Specify timelines and required formats.
Feedback preferences: Clarify how queries and revisions will be handled.
FOR WRITERS: Craft content with the translator’s perspective in mind. Think about the information you would need if you were the one translating the text. If you're unsure, consult your translation provider for guidance.
FOR TRANSLATORS: If a brief isn’t provided, take the initiative to create one. Reach out to your client with targeted questions to fill in any gaps and ensure that the translation aligns with the original purpose and tone.
Writing and translation are deeply interconnected. Think globally from the start, considering how your content will function across languages, cultures, and regulatory contexts, and implement a collaborative approach to make sure that materials are clear, impactful, and ready to cross linguistic and cultural barriers.
