How to prepare materials for translation

Whether you’re engaging with a diverse clientele or fostering collaboration among your team, the importance of accurate translation remains crucial.

Here’s a tailored guide specifically designed for providers with culturally and linguistically diverse (CALD) employees, focusing on how to best prepare information for seamless translation:

• Write to a Year 4-6 level
  The first rule of thumb is to use simple, plain English. Aim for clarity by writing at a Year 4-6 level. This ensures that your content is easily understandable, regardless of the reader’s language proficiency.
• Less is more
  Resist the temptation to include excessive information. Stick to the essentials, providing the key points without overwhelming the reader. Clear, concise content facilitates accurate translation.
• Put the main idea first
  Place the most critical information at the beginning of your text. This structure aids translators in capturing the primary message accurately, even if there are nuances in the language.
• Choose words wisely
  Replace high-level vocabulary with more straightforward alternatives. For instance, use “useful” instead of “advantageous” and “size” instead of “magnitude.”
• Keep it actionable
  Use active voice to maintain a direct and clear tone. For example, say “our staff can help you wash the floor” instead of “help with washing the floor is provided by our staff.”
• Keep it culturally neutral
  Metaphors, colloquialisms, and culturally-specific humour often do not translate well. Stick to universally understood language to ensure your message remains intact across different cultures.
• Avoid lengthy titles
  Long titles can be challenging to translate accurately. Break down titles into short phrases that maintain the essence of the message. For instance, transform “Personal Care and Respite Care Guidelines that you should be aware of” into “Guidelines for Personal and Respite Care.”
• Bridge cultural gaps
  Clarify concepts that might be unfamiliar to a diverse audience. Provide explanations for terms like ‘assessment’, and ‘respite care’, helping readers from different cultural backgrounds grasp your content.
• Offer background material
  Provide translators with additional background material, including a glossary of program-specific or specialist terms. This resource ensures that translators have the necessary context to accurately convey your message.
• Incorporate visuals
  Include visuals and diagrams to aid CALD clients and employees in understanding complex concepts. Visual aids provide a universally accessible means of communication. Clear and culturally neutral graphics complement written content, ensuring a more inclusive and comprehensive understanding.
• Connect with translators
  Assign a point of contact within your business for translators. This facilitates open communication, allowing translators to seek clarification on any issues that may arise during the translation process.

By following these guidelines, you pave the way for effective and accurate translation, ensuring that your message resonates across diverse linguistic and cultural landscapes.