As an Avantpage client, the more you know about the translation process and how it works, the easier it is to create efficiencies and take advantage of savings opportunities. And the more you work with us, the more we learn about your organization, your clients and your translation preferences. This enables us to make educated recommendations and create a customized translation program for your organization.
We’ve put together 5 more smart strategies for lowering translation costs. These ideas will help you work productively with us to implement and maintain a cost-effective translation program within your organization.
6. Submit Changes Within Document
During the review cycle, you’ll save time and effort if you submit your changes electronically and avoid handwritten notes or scans. These requests are hard to read and difficult to implement. They add time to the project that you could end up paying for and could also impact the document’s quality if the comments are illegible or difficult for us to understand. The review process is much more efficient if the changes are made within the files themselves. If you are in MS Word, use the “Track Changes” option. If you are in a PDF, use the comments tool to indicate your edits.
7. Send the Source File
A source document is the original file your piece was created in, and it is editable on our end. We also call it the native document. Examples of file types are: MS Word, Publisher, InDesign, etc. A PDF is basically a snapshot of the source file; it’s not a file we can work with when doing desktop publishing. If given a PDF, we will recreate your file as best we can, but unfortunately, it’s not the same thing as a source file—and time we spend recreating files adds cost. Uneditable documents are PDFs, faxes and scans (such as a scan of a medical record).
We know that the person submitting a translation project to us is most likely not the creator of the original file, but it’s definitely worth the time and cost savings to track down the source/editable/native file in advance of sending us the project. It’s also very helpful to verify there are no password restrictions with the file or to provide password information to us if necessary.
8. Provide Final Files, Not “In Progress” Work
Although it’s tempting to want us to get a translation started while you finalize the English version of the project, this is a process doomed to mistakes and inefficiencies. It is best to have us start the translation process after you’re sure your source file text is final and approved. In the long run, you’ll save time and reduce the probability of mistakes.
9. Plan Projects in Advance to Avoid Rush Fees
Another way to avoid extra fees is to plan out your schedule so there are no rush charges incurred. These fees vary by project size, but generally, we ask for two business days per file (about 1,500 words per day). Feel free to consult with your Avantpage Project Manager about turnaround times and delivery dates. Work backwards from your deadline, and stay in communication with your project manager to ensure everyone’s on the same page when it comes to delivery dates and deadlines.
10. Use AvantFlow to Manage Your Projects More Effectively
We encourage all our clients to use our online project management system, AvantFlow. AvantFlow enables you to monitor your projects, request quotes, upload project files, leave special instructions and assign due dates. You can also retrieve past projects, store and organize project information and data and instantly access completed projects. The alternative to this is using email or calling to submit projects. If you’ve ever had to go through old “sent” emails to find a file or re-read communication notes, you know that it can take a lot of time and be frustrating, too. In AvantFlow, all files and notes are in the same online place—and as the client, you have full control over projects, revisions and deadlines.
At Avantpage, we’re committed to keeping our clients informed. Contact Avantpage at (530) 750-2040 or at [email protected] for more information.