Translation Project for a Pharmaceutical Company

This case study focuses on a large pharmaceutical company that required the translation of Modules 1-5 of a drug’s registration dossier. The client had a specific deadline for the translation, resulting in a very tight project timeline. The project was extensive, involving the translation of 500 documents with a total volume of 2,250,000 words. The translation was from English to Spanish.

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Challenges Faced

a) Tight Timeframe: The entire project had to be completed within a 14-day timeframe, which was exceptionally short given the volume of work.

b) Scanned Documents: Some of the source documents were scanned and in an uneditable format, requiring manual text entry in certain cases.

c) Large Team of Translators: To meet the project requirements, a team was formed consisting of:

– 3 Project Managers

– 2 Editors

– 12 Translators

– 11 Desktop Publishers

Coordinating such a large team and ensuring smooth collaboration was a challenge.

d) Document Management: Due to the large number of files involved, proper document management was crucial to maintain organization and avoid errors.

Implementation

a) Project Planning: The project managers developed a detailed project plan, breaking down the translation process into smaller milestones and assigning tasks to each team member. The plan accounted for the tight timeline and the volume of work.

b) Team Collaboration: To ensure efficient collaboration, the project managers implemented a communication system using collaboration tools, such as project management software and shared document repositories. Regular meetings were conducted to address any issues or concerns.

c) Resource Allocation: The team leaders carefully assigned tasks to the translators, editors, and desktop publishers based on their expertise and availability. This helped maintain quality and expedite the process.

d) Quality Assurance: The editors thoroughly reviewed and proofread the translated documents to ensure accuracy, consistency, and adherence to industry-specific terminology and guidelines.

e) Manual Text Entry: For the scanned documents, translators and editors manually entered the text into the translation software to ensure accurate translation.

f) Document Management: A robust document management system was implemented to track and organize the large number of files. Version control and backup processes were established to prevent any data loss.

Results and Client Satisfaction

Despite the challenges, the project was successfully completed within the given timeframe. The large team of translators, editors, and desktop publishers worked efficiently to meet the client’s requirements. The final translated documents were accurate, of high quality, and complied with regulatory standards. The client expressed satisfaction with the timely delivery and quality of the translated materials.

Lessons Learned

a) Proper planning and task allocation are essential to managing large translation projects within tight timelines.

b) Effective communication and collaboration tools are vital for coordinating a large team of translators and ensuring smooth workflow.

c) Robust document management systems and quality control processes are crucial for handling extensive projects with numerous files.

d) Flexibility and adaptability are key when dealing with challenges, such as scanned documents requiring manual text entry.

Overall, this case study demonstrates how a pharmaceutical company successfully managed a large-scale translation project, overcoming various challenges to deliver high-quality translated documents within a tight timeframe.

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