A Project Management Perspective
Multilingual e-learning localization is the conversion of e-learning content into different languages at the same time. Such professional translation services require a colossal effort in coordination and management.
Each localization project has several stages, interspersed by checks and reviews and innumerable micro-processes in the workflow. Multiplying each of these over several languages is a herculean task. It calls for astounding skills on the part of the project manager, in terms of understanding of language, people management as well as workflow management, tracking and execution.
As a leading e-learning localization & language translation services provider in Europe and India, we were approached by a client and commissioned a task of translating their e-learning tutorials. The company has operations in several countries of Europe, Asia and India. The project involved the conversion from English into 15 world languages.
The tutorials serve as training modules for new recruits. Localization services for e-learning call for professional translation & development. They were being developed to reduce the dependency on human trainers and substitute them with a repository of graded tutorials, beginning from the fundamentals to in-depth training in various aspects of the company’s functions and processes. E-learning localization differs from document translation services, in that its scope includes more aspects in terms of technicality & development.
Our project management team analysed the requirement in direct consultation with the client and identified the following aspects of the training material.
First, the content was to be translated. Next the subtitles for the video documentaries would be created, timed and integrated. Simultaneously, the narration script would be recorded to create voiceover audio files. Subsequently, the content created in every target language would undergo a client review before integration.
The process is summarised in sequential representation below.
This required coordination with fifteen counterparts of the various branches of the client, and thirteen language teams, comprising translators, reviewers and voiceover artistes. Translation services for businesses also involves interdepartmental coordination & communication. This herculean task presented several challenges. Furthermore, such technical translation services demand a high level of professionalism at all levels of the work.
The first step is to identify the linguists who can do the work. There are different linguistic tasks involved – translation, editing, script editing and voiceover. Identifying the right match for each of the tasks in each of the fifteen languages is nothing short of a feat. It’s a gamble of sorts, as not all linguists are known to the project manager. Experience
The capabilities of each linguist are known by reference and past experience only. Hiring them, and assigning the contract is a matter of immense responsibility for the localising company and the project manager.
The process for localization is inherently complex. Each project will demand, and each organisation will adapt and develop unique processes over time. The work style and process flow of the client may not foresee the issues faced by the localizing team. To adapt and communicate with the client is an important milestone in the healthy development of our own process, to align, streamline and leverage areas of efficiency.
Every sub-process of the larger process requires clear definition. At the conceptual stage, it pays that all expectations be translated into carefully drafted and easy-to-understand instructions. This ensures not only compliance but also consistency of execution across all language teams. The possibility of error is also reduced considerably.
When defining instructions for a multilingual e-learning localization project, the following are the mantras to bear in mind.
If the above principles are applied while drafting process documents, we can bring in greater clarity, remove ambiguity, and reduce effort during execution and tracking. Confusion is avoided and rework is averted.
After having defined the instructions, it is a challenge to ensure that all language teams have understood the instructions. In order to simplify instructions, it is not only necessary to draft instructions in simple English as we understand it, but also to make sure that the words and phrases we choose are understood correctly. Different countries have different variations of the English language, and do not interpret idiomatic expressions in the same way as others.
To ensure that translators and linguists understand correctly the nitty-gritties of the instructions, and to bring finer points to their attention, it takes a great deal of effort and attention. Once shared, there needs to be a process of feedback in an interaction to recognise that the understanding of the instructions matches the intended message. Both the communication and feedback are a stupendous task when executed over 15 language teams.
The challenge of such a project is that we have multiple teams, one for every language. And in every team has to execute multiple functions. This means that the coordinator has to multiply his efforts and find a way to keep track of each stage in each language team. Managing 5 main and 3-4 sub-functions over 15 teams can be a perplexing task.
While some translators are more accommodating, others can have strong opinions on matters and may be averse to suggestions and changes. While some are accommodating, others can be hard to convince. How best, then, to work with and around such limitation, or how to fill the gap is a challenge. In a multilingual project, these challenges get compounded.
The ability to learn, comprehend and follow instructions varies from individual to individual. And the larger the team, the more intricate is the management of the diversity in capabilities. The project manager has the compounded challenge of bringing each team member to speed.
First, they need to identify deviations and lapses. Next, they must find a way to bridge the gap in understanding. And subsequently, they gently help the linguist see what is expected and comply with the standards of the project. This calls for sensitivity, tact and restraint.
The rules of people management apply to every enterprise. All team members expect to be treated respectfully and honoured for their work.
It pays to consider and treat team members a client and not an employee. Freelance linguists are after all accepting our work, just like a client accepts our service. By making this fundamental change in our approach, we can win their cooperation and enhanced contribution to the project.
Further, we must consider team members as partners in the project, regardless of the nature of engagement. We must provide the translators and other linguists an overview of the entire project. Introduce them to other linguists in the production line and with the translators and linguists of the other language teams.
It pays to have joint meetings to provide orientation and direction. Provide time and scope for them to share their ideas. Linguists come with rich experience. If we merely treat them like an isolated part within the entire machinery, we lose out on valuable experience and ideas. When treating them as partners, we can bank on their resources, skills, experience and ideas.
CAT (computer aided translation) tools, CMS (content management systems), word processors, spreadsheets, file sharing platforms and many more technologies abound. Each day there are new software. Training and exchange of knowledge within the team is essential for consistency and streamlining of the workflow.
Monitoring the progress of work at each stage and checking off various parameters in a timely fashion are essential in order to avert mishaps. For a project of this complexity to progress to successfully and meet deadlines, it is important to track the workflow at every stage. Neglect or oversight of any one-minute steps can impact the overall delivery.
An efficient tracking method should be developed. In this way, we do not rely on memory. Simplicity and ease of tracking are essential characteristics of a tracking system.
Keeping a client satisfied and confident of our capabilities is essential for business.
Keeping the client informed about the progress and delivering at relevant milestones form part of the project manager’s central functions. The project coordinator functions as a point of contact and apprises the client of all progress and any contingencies that might emerge.
Multilingual e-learning localization requires meticulous coordination across diverse teams to translate and adapt content while addressing complex challenges in communication and project management.
Need professional translation, localization, or language solutions tailored to your industry? We’re here to help you communicate seamlessly across borders. Connect with us today to discuss your project requirements.
Vikram Malhotra is the Founder and CEO of Wordpar International.
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