Best Practices

The Power of Superior Terminology Management

Whether you’re a small, blooming company or a big-time, multi-tiered company, with a name echoing to all corners of the Earth, your brand’s survival and stability will forever be susceptible to inevitable mistakes capable of crippling your stance on the commercial stage.
Rodrigo Demetrio
2 min

Whether you’re a small, blooming company or a big-time, multi-tiered company, with a name echoing to all corners of the Earth, your brand’s survival and stability will forever be susceptible to inevitable mistakes capable of crippling your stance on the commercial stage.As with all mistakes, some require a fortune-teller with powers, far exceeding those of your most far-sighted risk management battalion, in order to detect an imperceptible, impending doom; whereas, the many other mistakes to come are visible to the naked (usually trained) eye. Only the most salient features of a problem are detectable at its distance on the horizon, but, as the problem approaches over time, it’s other, smaller details give depth to its nature and typically underestimated capacity to negatively impact your company where it hurts most: do I really have to say it? Such is the risk you take when considering the problem of company language when building your brand. The more a company grows, the more daunting the issue of brand consistency becomes as an approaching problem, seeing that expansion typically entails branching off into different linguistic markets. Therefore, finding the best means and methodology to generate and maintain a consistent, high-quality terminology management system becomes a top priority problem to solve; not treating it as such, leaving means and methodology to chance, will undoubtedly be detrimental because inconsistent use of terms in your company language from market to market will denigrate trust in your brand. A well-orchestrated, robust system is a must, and its strength should be reinforced from the most basic mechanisms of term entry to systematic term management.

The Root of It All

Of course, the basics of logging a term is the heart and soul of any terminology management system and Bureau Works has a solid foundation. Its system utilizes a concept-based approach to logging terms, allowing for the addition of different types of para-linguistic attributes (e.g., visual representation, supplementary notation, and term-specific contextualization) that provide a depth of understanding to a term beyond its basic, dictionary-like use as seen in many other terminology management systems. The image below shows the depth of adding information at the logging stageThe following image depicts a term and its para-linguistic attributes once all information has been included.

The Gateways to Terminology Paradise

Bureau Works terminology management system has a unique set of means and a logical methodology to facilitate clean, well-organized terminology management process from beginning to end. For starters, terminology management tasks are divided and delegated to client-specific users according to their predetermined user-account role(s), each role—(1) Content Creator, (2) Term Translator, (3) Term Reviewer, (4) Language Manager, and (5) Term Admin—being predetermined for each user and having a different set of capabilities: Content Creators can only request the creation of new terms; Term Translators submit translations suggestions for language pairs; Term Reviewers approve or reject term translations; Language Managers approve new term creation requests, have access to the entire workflow approval chain, and create new glossaries; and Term Administrators publish approved term translations to target glossaries. It’s important to note that all roles are non-exclusive, meaning that some users can be assigned to more than one. (Since some users are qualified to do many of the roles, this feature allows for greater flexibility when granting users access to do different tasks.)

Taking it Step by Step

Bureau Works’ workflow system automatically notifies a client’s designated terminology workers in a gate-keeper fashion whenever a term is requested for approval by a Content Creator. A term sequentially passes from the request phase, to request approval, to term translation (for all necessary languages), to term review (if the translation is acceptable, it goes to the next step, otherwise it is to be resubmitted for translation), and then finally to being published into a particular glossary. Each sequential step starts only when the one before has been completed in its entirety. This methodology assures that the right person is doing the right task(s) at their designated point in the terminology management workflow. Here’s a visual example of the process.

From Micro Details to Macro-Level Powers

The gate-keeper style of passing a term from one designated user to another has the inbuilt effect of assuring quality glossary development, free of useless terms. Every single term that is published into a glossary goes through the process to make sure that no terminology details are glossed over on a micro level. Bureau Works’ system also has macro-level features that promote consistent logging of terms across multiple client glossaries, that allow easy maintenance of terms and traceability of all modifications through the maintenance procedures. Let’s take a look at each one in a little more detail, starting with the ability to submit a term simultaneously into multiple glossaries.

Kill All Birds with One Stone

Companies normally have many different glossaries to serve different purposes, and many of those glossaries typically have many shared terms between them. For example, brand-specific terms and cross-product features are generally going to be found across many different client-specific glossaries and they are expected to be used the same way consistently. Bureau Works terminology module has the useful feature of allowing a term to be requested for creation into multiple glossaries at once, instead of logging the same term over and over for each glossary. Requesting to create terms in this fashion saves time and makes sure that terms are logged in a consistent fashion from glossary to glossary.

Follow the Terminology Breadcrumbs

Having many terms published across many glossaries can be cumbersome to maintain and track. Some terms need to be updated over time and others need to be deleted. Below is a visual display of how Bureau Works tracks and monitors all changes to a term so that knowing who did what and when is never an unknown: (1) completed steps are visually differentiated from steps to be completed by different color schemes; (2) timestamps show when completed tasks were done and the person(s) who did them; (3) supplementary notes can be added at each step to provide clarification if needed; and (4) all actions are linked in a linear fashion and are preserved for future reference if needed. Such tracking provides an unprecedented level of traceability throughout the terminology management processTogether, Bureau Works’ micro-level and macro-level features give a superior feel to the terminology management experience. The cautious step-by-step process of approving terms and the macro-level management features make sure that quality, consistency, and traceability aren’t lost as you expand your business beyond language barriers.Topics: Technology

Written by Travon Varnado

Travon is M.A. candidate for the Translation and Localization Management program at the Middlebury Institute of International Studies at Monterey. When he isn’t learning about the latest and greatest in localization, he’s working on creative visual artwork.

Collaborative translation is a powerful tool for your business if you’re looking to expand to new global markets. By coordinating a team of professionals who work together in real-time, you can quickly deliver high quality translations that resonate with local audiences.

But what if you don't know how to synchronize a large team's efforts? Or are you‌ struggling to find the right software for a well-coordinated translation process? Well, look no further! In this guide, you'll learn all the know-how's of collaborative translation to bring your brand to global audiences.


  1. What is collaborative translation?
  2. Why seamless translation collaboration is important
  3. Best practices for collaborative translation and global market success

What is collaborative translation?

Collaborative translation is when multiple people simultaneously work together to translate content. A collaborative translation process often makes use of specialized tools and software to make sure the translation is quick, accurate, and consistent.

  • Example: Let's say you're a B2B SaaS company looking to translate your marketing materials into a new language to connect with potential clients abroad. Use collaborative translation to bring together translators, developers, and other specialists to translate content into many languages at once.

Your team can use a collaborative translation platform like Redokun to work on projects simultaneously. A coordinated workflow will make sure that your translations use the same terminology and style, improving the quality of the translated product for your target audiences.

Collaborative Translation vs. Crowdsourcing

People often confuse collaborative translation with crowdsourcing and think the two are the same. However, these approaches to translation are different.

Crowdsourcing is when a large group of people contributes translations, often through an open call or invitation by a company or author. Brands can turn to crowdsourcing, community translation, or volunteer translation when they are looking to reduce costs and accelerate the process, especially for large multi-language projects.

In crowdsourced translations, the contributors can be volunteer translators, subject matter experts, or just anonymous individuals online. In other words, you may not know who's worked on the translation and what their qualifications are. It makes crowdsourcing distinct from collaborative translation, where the team would be an established group of professionals you've selected

Why seamless translation collaboration is important

As a busy B2B/B2C marketing manager or project manager, you might ask yourself: Isn't the "divide and conquer" a better strategy when working on a translation or localization project? It seems logical that each project team member, including translators, designers, and editors, works on their tasks separately and step by step.

However, collaborative translation can help your team reap many benefits compared to a traditional approach to translation projects:

Reasons why seamless translation collaboration is important
  • Produce high-quality translations consistently. When your whole team works on a translation project simultaneously on one platform, it's easier to stay in context and keep track of the translation accuracy for every target language. On top of that, your team can conduct agile QA throughout the project cycle.
  • Faster turnaround times. By working together, your team can complete projects faster and more efficiently. Centralization saves a lot of time at every stage of translation. And since your team can work on more than one translation at a time, you can publish your translated content in several new markets at once.
  • Reduced costs. You get to improve efficiency while working with a smaller team of translators. The smaller and more coordinated the team, the less the risk of costly translation errors. It means reduced translation costs and better project budget compliance.
  • Increased flexibility. Collaborative translation allows your team to produce translations into many languages at once and easily make changes to any project document. You can conveniently engage in a feedback loop and guarantee a continuous localization process.
  • Better communication. Collaborative translation effectively brings all members of your localization team together on one platform. It helps you make sure that everyone is working toward the same goals ‌and simplifies overall localization management.

Six best practices for collaborative translation and global market success

To be great at collaborative translation, you need to approach it strategically. Even if you've never used this approach before, you can follow the six steps below to build an efficient collaborative translation workflow. And if you're already familiar with this method, these practices will help you improve the way you collaborate on any translation projects.

Six best practices for collaborative translation for your global business success

1. Work out a detailed project plan

Before you start working on translations together, you need a clear-cut project plan. You should first identify the following items.

  • Project timeline: Define crucial deadlines, project milestones, and the overall project duration.
  • Translation volume and key deliverables: Calculate the general word count, and determine the workload for every language pair if you translate into multiple languages.
  • Project budget: Keep in mind possible added and hidden translation costs.
  • Project team: Define what kind of specialists you need: translators, editors, proofreaders, etc. Will you need to find external translators? Consider all your HR needs in advance.
  • Your approach to the translation process: How much do you want to rely on machine translation? At what point will you edit translated strings? Answer all these questions before you go on.
  • Quality assurance protocol: Establish an efficient QA procedure for all the language pairs you're working on.

It may sound like a handful but the more detailed the plan, the more streamlined the translations will be down the road. Besides, you can already use Redokun to boost this stage of the localization process!

Redokun is a translation management system you can use to automate, coordinate, and optimize your translation processes from content creation to publication.

Redokun simplifies your project planning. In particular, you can use the tool to:

  • Monitor your ongoing translations easily. Keep track of all of your translation files and projects across multiple languages in one space, and check their progress at a glance.
Redokun Document Detail Page
  • Meet deadlines with digest emails. Redokun will send you daily or weekly email digests to update you on the progress of translations. From there, you can initiate one-click reminders to your translators who are potentially falling behind schedule.
  • Making budget planning easier. Redokun has a transparent, scalable pricing structure that will cover exactly the volume of work your project needs.
Redokun is an easy-to-use tool that requires no onboarding. Your team can start using all the system’s features right away. During your project planning stage, you won’t need to factor in a lengthy training period to introduce team members to the tool.

2. Divide tasks and assign responsibilities the smart way

Good collaboration is impossible without a well-planned distribution and organization of roles and tasks. Ensure that every team member is on the same page and understands their respective responsibilities.

For example, the project managers should divide ‌translation tasks among translation team members according to their language proficiency, area of expertise, or subject matter knowledge.
  • On Redokun, you can invite translators to work on different language pairs and content types depending on their skills. All you need to do is enter the translator's email. The software will send them an email invitation and let you know once they've started translating the file.
  • You can also invite several translators to work on one document.
How to invite translators to Redokun

To maximize the efficiency of project management and task division, establish a clear structure of your workflow. Make sure all your pages, files, and folders are well organized and team members know where to find necessary resources for their respective tasks. A centralized, cloud-based storage for all your documents is a must.

  • Redokun is a cloud-based software that makes file management easy. You can create folders and customize permission settings for multiple users for better organization. No more need to look for spreadsheets and lost documents scattered around different digital locations.
  • Don't forget to make the most of the Reporting Dashboard. It shows you the status of the translation project and helps you see how users distribute tasks (for example, what methods they use to translate different content segments).
Redokun Dashboard with translation statistics

3. Enhance the collaborative translation process with clear communication

It's important to have open communication channels among all team members in your translation project, including internal and external translators. For a successful collaboration effort, you need a shared communication space to:

  • Conduct regular check-ins.
  • Discuss translation options and other aspects of the working process.
  • Update and adjust requirements and guidelines.
  • Maintain feedback loops.
It's up to you to choose between email, messengers, or tools like Google Drive or Slack to keep your collboarative operations flowing. However, using multiple channels for different aspects of the project can get messy. It's harder to manage your team and make sure all collaborators are up to date on the ongoing translation tasks.

You can avoid these potential problems by centralizing all your communications and project management. With translation software like Redokun, you can manage, translate, communicate, and collaborate — all in one place.

  • Translate content in context. Your translators or editors can use page previews in Web Editor to understand the context of the text while working on it.
  • Work together in real-time. Use Redokun as a full-scale collaborative translation platform. It enables real-time cooperation among your team members, improving efficiency and reducing communication errors.
  • Use comments, mentions, and notifications to exchange feedback quickly. Redokun's Web Editor is a convenient place to stay in touch and discuss your translation progress every step of the way.
Collaboration feature in Redokun
  • Create a hybrid workflow. Work with your in-house teams or external translators to suit different localization project formats and scalability needs.

4. Use machine translation and translation memory tools

Computer-assisted translation tools are a great addition to human translation. Machine translation (MT) helps your collaborators speed up the localization process by automating translation. Of course, it doesn't have the quality of a human professional translation — it’s more like a helping hand that's always there to facilitate the translation of complex phrases or new terms.

  • Redokun is integrated with two Machine Translation tools: Google Translate and DeepL. Translation suggestions by these two tools pop up right below where the translator should key in the translation, as shown here.

To enhance collaboration even further, consider using translation memory tools. They ensure consistency and save translation software users a lot of time.

Translation memory (TM) is a translation technology that stores previously translated sentences or phrases as segments and creates a unique database for your localization projects. You can reuse your translation to increase efficiency and consistency in ongoing and future translations.

With Redokun as your collaborative translation platform, you can leverage TM to:

  • Consistently translate any repeated word, phrase, or sentence across different language pairs and documents. It's especially important for translating technical terms, marketing slogans, CTAs, and other catchphrases. Translation memory helps you stay consistent in your marketing messaging.
  • Pre-translate your entire documents. Combine TM matches from your previous translations with Machine Translation to get a fully pre-translated document even before your team gets to work.
  • Manage your translation memory database. Import and customize your TM database to further improve translation quality and consistency.
”The speed of translation is quite impressive in that it doesn’t take [much time], maybe a couple of minutes when you translate from English to eight markets. I think that’s what I’m most impressed by.”

Read more about how Kenni and the marketing team at Rockfon increased their translation productivity by 70% using translation memories and other Redokun features

5. Use glossaries and style guides

Glossaries and style guides are valuable resources your team can use for reliable reference.

A glossary is a list of terms and their corresponding translations that are specific to a company or industry.

A style guide outlines the preferred tone, voice, and style for a company's marketing materials across markets and languages.

Your collaborators can refer to these resources when they’re not sure about a translation. For example is when they're deciding how to translate a company abbreviation, whether to the Oxford comma, or choosing the right tone to address customers, etc. No more ambiguity about linguistic, stylistic, and cultural aspects of your translations.

  • Use Redokun's glossary feature to create a glossary and style guide that outlines rules for spelling, grammar, punctuation, terminology, and tone specific to your project.
Redokun glossary feature preview

6. Continuously review and revise

A key benefit of a collaborative translation platform is the ability to review and revise translations in an agile and efficient manner. By involving multiple specialists in the process of editing and QA, you can guarantee accuracy and consistency in the translated content at every stage of the project.

To implement effective review and revision procedures in your collaborative translation projects, it is important to:

  • Plan for review and revision in advance. Identify who will be responsible, set the timeline, and use specific tools.
  • Consider involving in-country reviewers who are familiar with the local market and culture to ensure that the translations are accurate and appropriate for the target audience.
  • Perform regular QA checks. They should include consistency in terminology and formatting, and verify that the translations are free from grammatical errors and typos.
Pro-tip: Ever experienced the headache of having to update a translation that’s already 70% done when there is a last-minute change to the source document?

With Redokun’s revision feature, you don’t have to spend hours poring over Excel sheets and comparing files to spot the places where new words have been added or sentences have been changed. Just upload the latest document version and the system will identify new text that needs translating — saving your team’s time and effort while keeping previous translations intact.


Collaborative translation is an excellent approach if you want to improve the consistency of your translations, reduce costs, and establish a strong presence in global markets.

The key to seamless collaboration is a combination of careful planning, role distribution, agile QA, and smart use of translation software.

Make Redokun part of your collaborative translation efforts and enhance the pace of your global business growth‌. Start your 14-day free trial today and benefit from a quicker and more streamlined translation workflow.

Till next time,


Rodrigo Demetrio
Steering the marketing ship at Bureau Works with 17+ years of MarTech under my belt, I transform mere ideas into tangible realities. Passionate about languages and their power to build bridges, let's build a new one?
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