In the translation world, remote working is no big news. As freelance professionals, translators have always had the liberty to work from home or from their own offices. The internet has only made this mode of work easier. Translation companies, agencies, and LSPs communicate and send project inquiries to translators via email and other electronic media, which makes professional communication easier every day.

However, even with so many tools available in the market, communication is still a hiccup in the success of projects in several areas. According to a study by Project Management Institute Brasil, 64% of interviewees rated communication in the workplace as one of the main reasons for the failure of actions and projects.

Nowadays, it’s not enough to be good at what you do to be considered for jobs: your communication skills need to be agile and efficient to avoid hiccups and failures when delivering projects.

Read below 7 best practices to improve your professional communication in the translation world.

1. Respond to inquiry emails in a timely manner

Even if you can’t take the job, it’s important to let your project manager know so they can plan ahead and assign the task to someone else. And, if you are able to accept it and happen to answer quickly, you’ll make sure the project is handed off to you.

2. Review the project’s information

Before accepting a project, review the information sent in the inquiry email, such as deadline, word count, and type of task (translation, MTPE…). If needed, you can use this time to negotiate deadlines and clarify information.

3. Read through the reference material

When you receive an allocation email, take a few minutes to read and understand the project’s instructions. Also remember to check if you have access to the tools, references, and source files mentioned. Don’t wait until the day before delivery to inform us you couldn’t access the files! Just then confirm safe receipt and that you are all set to start working.

4. Raise queries during translation

No client expects you to know everything, but every client expects you to identify the gaps in your knowledge and know when to ask for help to clear doubts. If doubts arise during translation, check instructions and reference material first. If you still need further clarification, get in touch as soon as possible with your project manager or linguist in charge to solve your doubts regarding terminology, consistency, understanding, or even to report issues in the source text. And, if possible, send your queries in advance so you have plenty of time to implement the solutions.

5. Inform about setbacks

We are all subject to unpredictability. If after accepting a project you are met with a setback that prevents you from delivering it upon the agreed deadline or even prevents you from concluding the task, don’t wait until delivery time to tell your client. Inform your project manager as soon as possible so they can reassign the task or even negotiate with the end client in a timely manner to extend your deadline. That way, the project is not delayed and you are free to solve whatever you need.

6. Follow delivery instructions

Upon delivery, review instructions provided in the handoff, send all the necessary files, finish the tasks in the CAT tool, and don’t forget to inform the project manager.

7. Communicate during business hours

Although the translation profession allows you to work at your convenience, be it early morning or late in the evening, it’s important to remember that most of your clients work during business hours. With that in mind, talk to the team during their business hours and try to send queries well in advance. For instance, if you have to deliver a project by 9 am the day after, don’t wait to clear your doubts after 6 pm the day before.

By following these best practices, not only do you make sure your work is compliant with your client’s standards, but you make yourself noticed as a reliable and trustworthy professional, which raises your chances of receiving more job offers. Do you have other professional communication best practices? Share them in the comments!