Best Practices Language Translations Promising Practices Written Translation

Best Practices Language Translations

Promising Practices Written Translation n Assess your situation and determine objectives & scope n Balance linguistic accuracy with cultural competency n Remember the medium is part of the message n Ensure quality by relying on proven methodology n Choose translation services wisely n Take the guesswork out of translation budgeting

# 1 Assess Your Situation n Broadly assess languages challenges n Conduct periodic surveys of clients and potential clients n Update the demographic makeup of your service area at least every two years n Be aware of multiple dialects, idioms, forms of address and so forth

Language/Cultural Requirements n n n n n Materials/documents to be translated Audience Languages Cultural Groups Population % of Plan Literacy in Native Language English Proficiency Generation Age Ranges

Determining Requirements n Identify all languages needed n Identify all countries and/or cultural groups n Tally the population for each cultural group n Identify % of total population of each group n Determine whether each groups overall literacy level is low, medium or high. (work with members of the community) n Determine English proficiency as low, medium or high n Determine generational range for each group (according to length of time they have been in the country) n List target age ranges n Alert all vendors in printing or producing materials that multilingual versions are forthcoming

Materials (written translation) Rights and obligations n Applications and enrollment forms n Letters or notices on eligibility or changes in benefits n Consent forms n Complaint forms n Any other documents requiring a response from the client n

#2 Balance linguistic accuracy with cultural competency n Ensure genuine sensitivity and respect n Understand background, cultural values and beliefs n Recognize and anticipate misunderstandings n Don’t assume one size fits all n Make cultural adaptation an essential step in translation

Communication Grid n Program elements that require special attention (message, names, slogan, graphics) n Cultural touchstones and taboos: (idioms, symbols, colors, images, acronyms and mnemonics, etc. ) n Other cultural beliefs and values to note: (dietary, non-Western medical practices, etc. )

#3 Medium is part of message n Form and matter go together n Adapt message for each culture (style and tone) n Localize multimedia applications (avoid flashing symbols--ADA) n Manage content updates in all languages

Communication Grid #2 n Add column to identify media for each n Add column for localization n Add required file format column

#4 Quality by proven methodology n Glossaries n Style Guides n Simple is better n Language text can expand by 35% n Leave extra white space

Phasing is promising n Phase 1 Evaluation and Scope Continual Improvement Getting to know Tech talk Deadlines and review cycle Ensuring cultural adaptation n Phase 2 Planning and Setup Project staffing and resource planning Training and assimilation Project Planning Glossaries and style guides Translation memory n Phase 3 Implementation Translation, Editing Proofreading Formatting and engineering Quality assurance and testing n Phase 4 Maintenance, measurement, continual improvement Measuring success Reviewing objectives Updating tools and technology Follow-on planning Planning Execution Evaluation Maintenance

#5 Choose translation services wisely n Not all resources are the same - In-house - Individual freelance translator - Existing advertising or other agencies - Professional LSP - Online translation management - Competent in-country translators n Get references n Ensure translation expertise in field n Assess project management capabilities and methodology n Evaluate tools and technology

#6 Take guesswork from budgeting n Start with Fed/State compliance n Look at demographics n Leverage past translations and translation memory for savings n Save on desktop publishing costs n Share documents with other organizations n Focus funds where and when you need them n Measure return on investment

Translations Tips n Be aware of government mandates n Avoid Top 10 timeline killers n Save time and money with translation memory n Become efficient with glossaries and style guides n Find peace of mind with good project manager

Current U. S. HUD Fair Housing Posters: What Do You Think?

Top 10 Timeline Killers 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Unclear expectations; unclear roles Unrealistic timelines Inadequate preparation Delays in starting project Not enough time allowed for review/corrections Holidays and vacations not factored in schedule Missing files, fonts, images Not anticipating potential issues Format issues Inadequate or incomplete translation memory

Civil Rights Compliance Staff (CRCS) 586 -4955 gwatts@dhs. hawaii. gov ü Serves as departmental liaison for all civil rights related matters ü Investigates civil rights complaints ü Provides technical and advisory services to the department regarding standards and requirements of civil rights laws, rules and regulations ü Develops departmental policies, procedures and plans