Dig a little into the world of translation and it won’t take long until you come across translation memories (TM) and computer-assisted translation (CAT) tools. These should not be confused with automatic machine translation tools like Google Translate; these are tools to aid human translation and can help translators in their work, reducing their rate and taking less time, helping clients receive their translations faster and at a cheaper rate.

What is a Translation Memory (TM)?

A translation memory is a database that contains translation segments, such as sentences or paragraphs, that have been previously translated. They contain the source text and the target text in pairs known as translation units and are often used with CAT tools for large projects where text can be repeated. These memories are developed as a translator or team of translators translate, or they can be created by a client to aid the translator.

In cases where there are large quantities of text with near identical copy, such as product listings, these can be used to quickly apply translations in multiple instances thus allowing the translator to provide a discount for fuzzy matches (matches that may be less than 100% perfect). When needed, the translator reviews each 100% match segment and makes sure that the matches are correct while taking the context into account.

How can they be used?

While translation memories and CAT tools can be useful in all sorts of translations, they are best applied in cases of repetitive, technical text with specialized language – think a product manual rather than a novel. The translator or client creates a translation memory, providing translations of segments of the source text parallel to the target text, thus making large projects much quicker.

According to SDL Trados, a giant in the world of CAT tool software, recurring phrases and statements can make up more than 40% of copy for texts including websites, sales tools, product documentation and more – that’s a huge percentage and so it’s no surprise that appropriate use of CAT tools and translation memories can lead to quicker turnaround and potential discounts.

What are the benefits of using a CAT tool?

Translation memories and CAT tools have myriad benefits, first and foremost being the reduction in workload for translators. This means that translation costs can be far lower for texts where there is a large amount of identical copy, with many companies offering discounts to reflect this repeated content. Another benefit is the quicker turnaround, with the software remembering the translated material and identifying where the same segment is later used in text.

The accelerated process also means that translation style is more likely to be consistent throughout so a phrase that could be translated multiple ways is only translated in one consistent way throughout. The software also ensures that every part of the text is translated, while also maintaining consistency among multiple translators in their style if it’s a particularly large project.

In short, translation memories and CAT tools can make translations cheaper with budgets adjusted for their use, not to mention making translations more consistent and quicker, helping both the translator and their client to get the best out of the technology.

A fascinating challenge when working on a translation is the issue of how to approach translating slang words and phrases as well as unique cultural references. The translation of such cultural references is an issue that can lead to various misunderstandings of not just intention but also of different cultures. In a similar way, slang also poses a potential problem as it is not only closely linked to dialect but also certain places, times and specific cultural references. With the delicate nature of these linguistic features, the often-subtle intricacies in source texts can be easily mistranslated, losing important information.

How one approaches translating cultural references depends on the intention of the piece being translated. Is the maintenance of the cultural context in which the text was written important or is providing an equivalent feeling more important? A good example of maintaining cultural context is literature, be it fiction or non-fiction, where preserving the cultural references as they are in the original is often the best approach. The assumption here is that the reader in the target language has less knowledge about the culture associated with the language from which the text has been translated.

Therefore, if there’s a cultural reference that may cause confusion to the translated text’s audience, it is worth considering providing an explanation, either naturally in the text or via a footnote. This is exactly what happened with the Chinese translation of the Twilight series, where the footnotes explaining the facets of American life unfamiliar to Chinese audiences made it a bestseller. This approach can also be used with slang to preserve the cultural color that is often important to texts.

However, there are other instances where conveying an emotion to provide an equivalent emotional impact should be the aim of a translation. This is particularly the case with metaphors and other occasions when the focus is on feeling rather than informational content. Biblical translations provide several good examples of this. Consider the translation of the phrase “Lamb of God”, which includes several cultural references. Among them, the existence of an animal known as a lamb, the association of lambs and sacrificial slaughter, the idea of a lamb being a useful animal worthy of respect and the knowledge that lambs can be killed for their meat and wool. Instead of providing a lengthy footnote in Biblical translations for cultures that had a different concept or no concept at all of a lamb, an equivalent is instead often used. The phrase is therefore translated as Pig of God among parts of the Pacific islands and the Seal of God in Inuit.

Slang can also be maintained, explained or substituted with an equivalent, but doing so can often be difficult due to how much slang varies depending on age, location, context and other factors. Care should be taken if finding an equivalent word to make sure that it truly matches. Consider you’re working on a translation of a text set in an unspecified location in the 1980s that uses a slang word like “dude”. You could then find an equivalent phrase associated with the 1980s in the target language that captures the equivalent meaning. However, if the text takes place in a specific location where the culture may be important, it may be better to use the term and then explain it. A lot of care is needed as the smallest error could risk changing the feeling that is associated with a piece.

When translating slang and cultural references, translators need to decide on their approach considering the focus and audience of the text itself. Not only can this be dangerous territory for translators, but it’s also one of the most enjoyable aspects of translation that shows it’s an art form that goes beyond understanding the source and target languages.

What do Charles Darwin, Ernest Hemingway and Gabriel García Márquez all have in common? They worked fewer than five hours a day. These geniuses weren’t lazy, they were efficient.

Being a freelance translator with a flexible schedule and all that “freedom” sounds like a dream job but when you actually dive into freelancing, you realize that it’s a challenging career path. You need to stay organized without being fooled by the flexible hours and the apparent free time that freelancers enjoy.

As strange as it may seem, the answer to an increase in productivity isn’t working long hours. Scientific research shows that people who work 35 hours per week are half as productive as those working 20 hours per week. And this isn’t just true for freelancers, companies are starting to reduce employee work hours and, in the near future, the 40-hour workweek will probably be a thing of the past.

One study from the UK even shows that the average employee works about three hours per day and spends the rest of their time on the internet, eating, socializing, or searching for new jobs.

Why will working fewer hours increase your productivity?

Have you ever wondered why you can accomplish more when your time is limited? The answer is that when you have a whole day to finish a job, you tend to just procrastinate or work slowly.

Deep Work versus Shallow Work

This is a concept taken from Cal Newport’s book Deep Work.

Shallow Work is the easiest work to do though it isn’t the most productive. It involves those tasks that can be accomplished while being distracted, like writing emails, participating in online discussions and other routine responsibilities. While these tasks are important, you should try to avoid investing too much time in them as doing so will reduce your ability to perform what Newport calls Deep Work.

Deep Work includes tasks that require a lot of energy and concentration. They push cognitive skills to their limit and should be performed free from distractions. If you’re a freelance translator, Deep Work not only clearly relates to translating and proofreading but it is also needed in finding new clients, searching for new jobs and conducting any additional marketing efforts.

Fixed-schedule productivity

We live in a world that’s full of distractions and there’s nothing better for beating distraction than sticking to a plan. If you don’t have a schedule, it’s highly likely that you’ll go through the day jumping from task to task without accomplishing what you had planned. Don’t let chaos dominate your working life!

The best way of staying focused is to have strict periods of time scheduled for your work. This can be accomplished by planning your day in advance and setting goals and deadlines.

One way of doing this is segmenting your day and assigning how much time you’re going to dedicate to each activity. Once you have a strict plan, you’ll be amazed by how you can adapt your day to cope with unplanned activities. Say a client requests an urgent translation to be delivered within two hours, once you finish the translation you’ll have a clear idea of what you need to accomplish next. There are even browser extensions that can help you to keep track of time.

Find the right place to work

Determining the best place to work is an entirely personal decision.

Some people like working in a noisy environment and others need total silence to keep focused. Some people rely on a quiet home office while others prefer co-working spaces.

Whatever you choose, you need to be honest with yourself: the place should be free of distractions. It isn’t worth going to that coffee shop around the corner that serves the best cappuccino if it’s a place where you find yourself getting easily distracted.

You could even have multiple spaces depending on what you need to accomplish. You could always apply for new jobs in a café while working in a very quiet environment for your actual translation work.

Before you start working, make sure that you have everything you need with you:  notepads, pens, dictionaries, highlighters, and even your snacks, a bottle of water or a coffee. When doing your translations, have your glossaries and reference websites and documents open on your computer.

Be unavailable

There hasn’t been a time in history when people have been more reachable than today. This constant contact is like poison for concentration.

It’s essential that you keep a distance from social media when doing Deep Work. An exception to this rule is if you use your social media accounts for your work but you should also include your “social media time” in your schedule. Always carefully consider what the benefits are of being connected to Facebook, LinkedIn or whatever channel you use.

The same is true with WhatsApp; silence all groups and even that friend of yours who sends you a message every ten minutes. You should also tell your family that they should only contact you in the case of an emergency during your working hours.

Schedule your distraction time

There’s nothing wrong with allocating time for being distracted and it can even help you be more focused on your job.

Give yourself a block of time when distractions are allowed. This includes replying to your WhatsApp messages, browsing the web and your social media accounts, whatever takes your mind off work.

Keep in mind that if the objective is to work less while accomplishing more, you shouldn’t allow yourself too much time for your “distraction time”.

While the tips above may seem quite strict, think of all the free time you’ll have if you improve your focus and develop Deep Work habits.

Getting started can be hard but even if you only adopt some of the recommended habits, you’ll definitely boost your productivity.

Proofreading and editing are often considered to be interchangeable terms but they are definitely not. Many clients that contact us for the first time are unaware of the differences between the two and unsure of which service they need.

In this post, we help clients and translators understand the differences between proofreading and editing. We also discuss costs and provide recommendations on which type of service a typical client contacting a translation agency usually needs.

What Is Proofreading?

By definition, proofreading involves a surface-level check and it should be done in the final stages of a document’s preparation. Although it is less comprehensive than editing, it still plays a vital role in the writing or translation process. Proofreading involves scanning for errors in grammar, punctuation, spelling, and syntax. A proofreader also focuses on checking the layout, making sure that the final draft is free of formatting and typographical errors. Although a professional proofreader might do light editing, they do not fulfill the role of an editor and, if they come across too many errors, they might return the document for further editing.

What Is Editing?

Editing requires a more in-depth review than proofreading. It involves a detailed examination of a document, including implementing changes that improve the text’s overall style and flow. An editor is typically either an expert on the subject matter handled in the document or has excellent research skills. This is due to editors also needing to check the terminology and facts in a document, highlighting discrepancies and asking any questions they may have to the writer or translator. The editing process also includes correcting any grammar, spelling, or punctuation errors.

Editing and Proofreading Costs

Editing and proofreading services are charged per hour or per word. At least 20% of a regular per word translation rate is usually charged for monolingual proofreading and up to 75% for bilingual editing (comparing the translation with the source text). The price depends on the quality of the document and how much research needs to be done. If few corrections are needed, the proofreader or editor may charge per hour, calculating the time it takes to complete the task.

Which Service Is Best for You?

When working with translations, proofreading is essential. Even though a translator may proofread their own work, a second pair of eyes is needed to deliver a high-quality translation that’s free of errors. If you hire a translation agency, the proofreading service is typically included in their price.

The document itself, its purpose, and its level of importance can influence whether you should choose a proofreading or editing service. If the author of the text is not a confident writer, native speaker or is unsure of the terminology they have used, an editing service is more appropriate. The same is true when multiple authors have contributed to writing a text and consistency is needed. Proofreading should be chosen if you only need a document that’s free of mistakes rather than improving the quality of the writing. If you have any doubts about which service is best for your needs, at Transpanish we can offer you free advice.

Final Recommendations

While you might think it’s simpler and less costly to ask a friend or colleague to review your document, professional proofreaders and editors have a firm understanding of the nuances of the language your text is written in and are prepared to identify and eliminate any spelling and grammatical errors, as well as any inconsistencies in terminology or formatting. Proofreading and editing is what they do for a living and they have an eagle eye for mistakes than an average reader would overlook.

Last but not least, don’t send a document translated by a machine translator for proofreading and editing. These documents almost always need to be retranslated and, as a result, the translator will charge their standard translation rate.