Translation & Interpretation

Definitions

Captions - the text underneath a photo or drawing that explains or comments on it's content.
Translation - converting a written text into another language.
Interpretation - is the verbal translation of a conversation or presentation. It can be simultaneous translation, where the interpreter speaks into a microphone while the presenter is speaking, or consecutive translation, where the presenter pauses every few sentences for the interpreter to interpret what's just been said.

Why translate your material?

Translating material may be needed to reach your audience. A generic communication strategy, targeting all communities in the same manner, might not prove to be effective. There is no such thing as a "neutral" voice. Any publication you produce carries the implications about who your group is in relation to your audience. If you have a hard time imagining this, think about the government publications you've read and how strongly they communicate a sense of "official document." 

Your group's willingness to translate your written material helps people read information in their first language, which improves how well they understand it. The effort you've made also says that you're willing to take other people's languages into consideration, that you have an interest in working with the community, and that you welcome multilingual people to join your group. 

Communicating this respect for your audience may be just as important in getting your message across as the actual text you write.

Reaching a multi-lingual audience can involve:

	hosting public meetings with presenters who speak the appropriate language (or with interpreters present)
	small group presentations
	pamphlets, brochures, or other written and/or visual materials
	audio taped presentations
	video taped presentations

Don't do it alone

Translating your brochure into different languages is only a start. What happens when someone responds to your brochures, but there is no one in your office who can handle their inquiries? The implicit messages your group made by making the effort to have material translated invites a response. If you don't prepare for that response, you will only be communicating in one direction.

The best way to begin a translation program is to work with other community groups, or group of individuals within your organization, who speak the language. These groups or individuals will serve as resource people to locate, assist with and evaluate translators, handle requests for information, provide background knowledge of their communities, provide credibility for your new presence in their community and otherwise serve as a bridge between two worlds - as diplomat, stand-by translator and guide. This is a lot to ask from a single individual, so try and connect with an organization that has built-in support networks.

Generic Guidelines for Having Materials Translated

1.  Make sure the document is needed 

Discuss the need, target audience, and uses of your material. Before you translate, make sure it's something that the community needs and is interested in. Consult with community groups to explore what is most appropriate.

No community is all the same. Within the target audience, define who you are trying to reach, including age, literacy level etc. You can work this out by talking with a community group or by using statistics from the Metro Multicultural and Race Relation Division, City Plan '91, Ministry of Citizenship Ethno-Cultural Data Base - esp. "Years of Schooling."
 
 

2.  Figure out how to distribute your material

Translated documents that are not used serve no purpose.

Check out information about people in your area from the Ethno-Cultural Data Base and/or Statistics Canada. This will help determine common language needs, how many copies need to be produced and where to distribute the materials. The best resource for distribution is a partnership with a community agency, that will have networks for distributing their materials already in place.
 
 

3.  Write original English copy in easy to read, clear language

This cannot be stressed enough! Before a document is translated, awkward terminology and folk sayings (like "kicked the bucket" or "she's got a green thumb"), acronyms (don't say CBN, TCCC or BUGs - spell the words out), abbreviations (like "eg." or "w/out"), catch phrases (eg. "sustainable transportation") and jargon ("civic institutions") should be eliminated or clearly explained so that the message being conveyed is clear. Also avoid cultural references (like "he was Romeo to her Juliet") that only make sense if you've read the book. 

Translations are not a matter of substituting words that have identical meanings, words often carry different shadings of context in different languages and cultures. Ask a community group to comment on whether it makes sense to their community or not and whether concepts you've used can be translated well.
 
 

Dealing with the translator
 

	Discuss with the translator what you want to get from the translation, especially who is the target audience and what messages you are trying to convey. Assess their knowledge and skill in effectively communicating your message.
	Establish your expectations with translator (i.e., cost, format, deadlines, proofreading, and, if required, typesetting) before they begin work.
	Inform them that work will be reviewed by a second person and that required revisions will be included at no extra cost to you. This is fairly standard in translation agreements, but make sure to say this explicitly.
	Write up a contract with translator outlining your terms. Make sure that the contract contains costs, method of production (disk, "hard copy", typesetting, fax, modem, courier) deadlines, confidentiality, style, cancellation policy, name of resource person in your agency, and proofreading.
	Typical cost for translation is 25 cents for each English word. Common languages such as French can cost 15 to 20 cents, rare languages are more expensive.
	Translating a flyer should take about 3 days, a booklet should take about 10 days. It can take more if the text is complex or if there are complications. These times are typical of a translation agency; someone who isn't a professional translator can take longer. Be sure to agree on deadlines in your contract.

Reviewing the translation 

To make sure that a document is translated well, it should be proofread by a second person with the appropriate language skills. Sometimes, a reviewer might have a word preference over the original translator. If it's significant, have the reviewer and translator negotiate the change. If it's insignificant, or merely stylistic, stick with the original translation. Ideally, you should give the translation to a second person and have them translate it back into English. See what you end up with!
 
 

Producing translated materials

	For languages that use non-Roman/Latin alphabets, such as Chinese or Russian, it's possible that your office won't be able to layout the material. Have these materials laid out by the translator whenever possible.
	Brochures with artwork and other graphics have a limited amount of space for text. English is often a shorter language than others, except for languages with pictographic characters like Chinese. Provide your translator with a template of what space is available. Each block of English text must correspond with a block of translated text. This may require some editing, or you can adjust the size of the text and margins to make the text fit.
	For materials that can be produced on computer, ensure that the translator provides a disk copy so that you can do the layout.
	If your logo includes the name of your group, it will need to be altered as well. Graphics and pictures that have words or captions will also need translation - don't forget these little details.
	It's a good idea to have the original translator proofread typeset materials before printing (as many times as is necessary to satisfy your needs).

Ongoing multilingual programs

Your translated material will invite comments and questions from people who will expect or need to be served in their first language. There are several ways to make sure that their contact with your group goes well:

	Put information in the translated material about when interpreters are available to handle telephone calls, walk-ins, and provide services. This may be a professional translator or an existing staff person with the needed language skills.
	AT&T has a Language Line that your group can subscribe to. If someone calls your office, you can have an on-line translator join your conversation and translate for you. The service offers dozens of languages, however, it is expensive, only deals with phone inquiries and doesn't guarantee translators who are knowledgeable about your organization.
	Often, the best solution is to make arrangements with a community group. Their staff and members already have the language skills to handle inquiries. Find out who would receive phone calls and brief them about the materials (if possible in advance). Let them know who to contact in your group for more information if they need it.

Generic Guidelines for Interpretation

Interpretation is the verbal translation of a conversation or presentation. You made need interpreters for a conference, or to handle an inquiry in your office.
 

1.  Handling inquiries and conversations

	Whenever possible, arrange a scheduled time when a translator will be available. If someone calls when this person is away, provide a brief sheet of translated phrases for staff. Using these forms, you can figure out what language the person is speaking and arrange an appointment with someone who has the appropriate language skills. If your group offers many languages, use a form that has many translated phrases asking the person to identify their first language.
	If needed, pass the call to your partner group to get help with answering questions or scheduling an appointment. You can make a conference call a community group while holding the person on the line.
	Arrange for an interpreter to be present at the meeting. Work out in advance who is available and how much notice they need.
	Confirm with the person the date and time of the meeting through the interpreter.
	Brief the interpreter about what you'll be discussing and ask them if they need to clarify the terms and concepts you're likely to use.

2.  Personal Meetings 

	Arrive with the interpreter so you aren't stumbling for words for the first few minutes of your meeting.
	Sit in a triangle so the translator can see both people.
	The interpreter's role is to interpret into and from English what is spoken as well as cultural components (i.e., body language, nuances, etc).
	Don't speak to the interpreter, but the person you are talking with (this is why seating arrangements are important).
	You may need to slow down as you speak. You will also have to pause while the interpreter speaks. You may not get as much covered at your meeting as you had hoped, so don't plan a busy agenda.
	Start and end on time, the interpreter may have a tight schedule and can't stay if your meeting runs for a long time. Interpreting is draining work (and expensive), make use of your time effectively.
	If you are meeting again, schedule the next appointment while the interpreter is still present.
	After the meeting, ask the interpreter if they have any questions about the content of your meeting. Talk about any concerns you had about terms or concepts.

Organizational meetings and conferences

Notifying

Send out translated advance materials such as agendas, minutes and reports. Make sure you have information on your material about how and when to respond.
 

Pre-meeting

Find out if any has responded to the translated info, and if so, who is coming to the meeting or conference and what their language needs are.

Arrange for interpretation at the meeting. How you do this will depend on the number of people and different languages you will need. An interpreter can simultaneously translate a conference or meeting just by sitting next to a one or two people, however, if the group is larger, you should consider microphone systems where the interpreter speaks into a microphone and people can listen through a headset. This equipment is available from community centres and groups and cost about $30 a day to rent.

You may want to have some sessions presented in different languages - it will be the English speakers turn to find out how well the simultaneous translation and headsets are working.
 

At the meeting

The interpreter should sit with the person who needs assistance and interpret (either simultaneously or consecutively) the items being discussed.

If the person wants to speak, the interpreter should stand next to the speaker to interpret what is being said and interpret questions.

Ask presenters to:

	provide written information in advance of the workshop, so the translation is ready on the day of the meeting or conference.
	speak slowly and clearly.
	avoid using complex words and phrases.
	check for that everyone understands what's being said.
	take breaks during the session, interpreting is very tiring.

by Regan McClure