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Think you’ve heard it all? Dealing with translators

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After having read Catherine’s post on I-would-not-work-with-them-again types of PMs, I thought I could add to the story by sharing from my experience as a PM. The truth is that, after having worked for a few years as a translator and interpreter myself, and having come across all sorts of PMs, when I started my own agency and had to do project management, I already knew what to do and what NOT to do when dealing with translators. After all, they are the heart and soul of my business.

While most of the people I deal with are really nice and reliable, I have come across a few that are less pleasant to work with. As I mentioned in a comment to Catherine’s article, there was this very rude translator who sent a translator’s report full of capital letters and exclamation marks (she was obviously yelling at us), not to mention words that could only be rendered in writing by replacing letters with “*”.

Here are a few more:

  • Inconsistency:

A translation from English into Arabic in which the dates appeared in different formats throughout the document (e.g. 5.12.2000 and 5thDecember 2000). I emailed the translator and she replied (very defensively) that 5.12.2000 would not mean a lot for an Arabic speaker, while 5th December would. Fair enough, I was not challenging that since I don’t speak Arabic, all I was asking for was some consistency.

After complaining that she will skip lunch in order to make the changes (albeit it was quite a short document), she sent it back with all the dates in the format she had said it made no sense for Arabic speakers (!!!)

  • Formatting

I am aware that Word documents are preferred over PDFs. But if that’s what the client sends, that is what we have to work with. I would never expect a translator working from a PDF to come up with the exact formatting, especially if there are drawings/shapes etc. But I would expect to be able to understand which bit is which without knowing the language. Right? Wrong!

A translation from English into French. Started checking. All was going really well, until I reached the last three pages. Seriously, my eyes hurt and my heart jumped. Imagine random bits of text spread out over three pages – a little text here, a little there, bits of text everywhere!

In the original document, that was a table containing some shapes with text. As I said, I would not have expected the translator to spend a lot of time re-creating the exact shapes, but drawing a table and writing the text there in the order the shapes appeared on the text would have been nice. Or inserting comments, or a key… anything but what he had done (he had clearly used OCR, although the instructions on the PO said not to, not to mention he had not checked his work to see the end result).

I sent it back only to be told he will charge extra for doing what he was supposed to do in the first place. I then (as a proper computer geek that I am) recreated the table and drawings and asked him to at least place the text in the correct places. He refused. Luckily I speak French (yes, also a language geek), so I was able to do it for him. He agreed at least to check and said it was perfect!

  • Technicality

We had this translator that half way through the project decided the translation was too technical and could not do it. We had obviously sent her the document beforehand so she could have a look.

  • Questions

Can you ask the client if this is correct? We actually had one translator who emailed us this question. Needless to say the client did not speak the language, that’s why he had wanted a translator in the first place.

  • Comments

We all know that leaving comments helps. But leaving comments in the target language that neither the PM nor the client speaks?

But, as I said, these are exceptions, fortunately. There are plenty of translators and interpreters out there who are nice and a pleasure to work with. Just as there are PMs.

Author 

Alina CincanAlina Cincan

 

So you want to be a Freelance Translator (or Interpreter): Money Matters

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This post is the fourth (first post, second post, and third post) in a series of five posts written in response to questions we at The Savvy Newcomer have received, sometimes from people within the translation world, but also from bilingual friends and family who are interested in translation and interpreting (T&I). Our hope is that this series will serve as a guide for people who are considering a career in T&I and want to know where to begin.

In the first post in this series, I alluded to a question I’ve been asked several times since I began freelancing—sometimes more subtly than others: “Do people actually pay you to do that?” Some days it feels surreal that, yes, people really do pay me for this and I get to read in Spanish, write in English, and sometimes even correct other people’s spelling and grammatical mistakes (Grammar Police Alert!), but the underlying question is whether translation and interpreting are viable career options for bilinguals. The short answer is yes—if you have the right skill set.

If you’re just beginning to consider whether a career in T&I may be for you and are asking the same question, you are not alone. Some of the biggest questions many beginning translators and interpreters have about getting started also revolve around money: How much do I charge? What kinds of expenses will I have? How do I make sure my clients actually pay me (on time)? I’ll do my best to cover these tricky yet essential questions in the following lines.

What should I charge?

Translators often charge per word (source or target) or per hour, while interpreters may charge per hour, half day, or per diem rates. Rates can vary significantly in different segments of the market, while your specialization and language combination can also play a major role. Quoting too much relative to the importance and budget of a particular project may make it hard to secure enough work. However, quoting too little could put you in a vicious cycle where you work long hours at low rates. Long-term business prospects and finances can be affected by your choice of rates because it’s difficult to make time to find higher-paying projects and invest in the skills development and training needed to qualify for them if you are too busy with smaller or lower-paying projects and clients. And on top of all that, you could end up undercutting your colleagues.

While newer translators and interpreters may logically earn less than more experienced professionals—like in any other industry—you can earn fair compensation for your experience and education level, if you are putting the right amount of time and effort into your work and business development. But again, this begs the question: What should I charge? There are a few good ways to figure out what that means in terms of specific numbers.

First, the American Translators Association (ATA) has conducted and reported on a survey of professional translators and interpreters regarding their compensation and rates. The results of this ATA Translation and Interpreting Services Survey, Fifth Edition can be accessed for free in summary form or in full form (free to ATA members, $95 for non-members). The results cover information on rates, language pairs, and annual income.

Calpro is another resource you can use to determine what rate you should charge in order to bring in your target income, taking into account working hours, holidays, and other expenses. This spreadsheet was first developed by the Spanish association of translators, ASETRAD, and was adapted by ATA volunteers for use in the U.S.

Tracking the time you spend on each project is a great way to generate data that can help you figure out how much you actually are earning and which projects are more or less worthwhile for you. Start by using a time tracking tool like RescueTime or Timecamp and then use an Excel file or other method to compile your data and divide the total fee for a project by the number of hours spent on it to see how much you earned per hour. This will help you determine whether you might need to charge more next time for a similar type of text, or whether you would be better off rejecting a project that you will likely earn less on in favor of a project that would earn you more per hour, or even in favor of spending time on business development to grow your client base.

How do I make sure I get paid?

Two common issues when it comes to getting paid for freelance work are scams (where a fake client orders work from you and either never pays or scams money out of you by means of a fake check) and late payers. Several resources exist to help freelancers avoid these issues, including Payment Practices and WPPF (and check out this article on the topic).

How do freelance finances work?

I could write pages upon pages about freelance finances, but at the end of the day, the important thing is to understand that earning money as a freelancer (what we would refer to as “1099 income” in the U.S.) is vastly different from earning money as an employee of a company (“W2 income”). Freelancers need to send invoices to request payment from their clients, pay their own taxes (usually there is no withholding and you make estimated payments throughout the year), manage their own retirement savings, cover their own business expenses, and meet their own insurance needs. All of these are things that employers will often handle for their employees, while freelancers need to build them into their time and finances. I won’t go into detail about each of these topics, but I do want to provide a resource or two on each topic in case you need somewhere to start looking.

  1. Invoicing and Expenses

Some freelancers choose to create their own invoicing processes and others prefer to use software to help manage the process for them. The following are a few popular invoicing tools for freelance translators and interpreters: Xero, Translation Office 3000, Express Invoice.

  1. Taxes

Some freelancers choose to do their own taxes, but many prefer to outsource this service to a professional accountant or accounting firm. Since there are so many extra factors that go into freelance tax filings (e.g. multiple 1099’s, a Schedule C/1040, possibly other business filings depending on your setup and location, and deductions for business expenses), options like TurboTax and TaxAct would probably make for a stressful springtime… So unless you want to forego a lot of afternoons going crazy trying to decipher the tax code, I would suggest reaching out to other translators in your area to get recommendations for an accountant you can trust to take care of your tax needs.

  1. Retirement

Employers generally contribute to your retirement savings when you are a W2 employee, so it is extra important to start early if you’re a freelancer. Options for freelancers include traditional or Roth IRAs and SEPs, whether through financial planners or using online options like Vanguard and e-Trade.

  1. Insurance

Another expense that is often subsidized by employers for W2 employees is insurance (health, vision, dental, life, etc.) As a freelancer you’ll need to take care of this yourself, but you won’t be alone! Many options are available outside employer-sponsored health plans. For instance, Freelancers Union offers a private marketplace for members to connect with insurance companies (and Union membership is free!).

We hope this information has helped you get a better idea of what to expect as you consider a career as a freelance translator or interpreter! Stay tuned for the fifth and final installment in this series: Technology and Tools.

Image source: Pixabay