Best Practices

Why Multilingual HR Software is the Key to Diversity and Inclusion Efforts

As the global marketplace becomes more competitive with each passing year, companies are constantly trying to increase employee satisfaction by improving workplace conditions.
Stefan M.
10 min

As the global marketplace becomes more competitive with each passing year, companies are constantly trying to increase employee satisfaction by improving workplace conditions.

Today, we'll be discussing multilingual HR software, and how you can use it to promote principles of diversity and inclusion in the workplace. Let's dive in!

The Importance of Multilingual Software

With the rise of the internet, companies can now extend their talent scouting strategies across the whole world. An increased pool of talent to choose from means that finding competent people becomes a lot easier.

However, this luxury has brought with it a new challenge for the HR department, that that challenge is: How do we bridge language and cultural barriers when recruiting foreign talent?

Ask any owner of a multi-national business, and they will tell you about the importance of utilizing multilingual software when optimizing your global HR strategy.

It doesn't matter whether or not the software you use is employee-facing, working with a global workforce is likely to require multilingual HR software to overcome language barriers and exercise inclusion efforts in your communication.

This principle is especially important when bringing in new employees, as they are likely to be unfamiliar with the particular workflow and policies of your company.

Choosing the Right Software

One of the more pronounced issues in contemporary HR technology is the fact that a lot of software, including the more popular ones, doesn't offer a multilingual interface.

On top of that, those that do have multiple languages integrated are usually very pricy. It can cost a company thousands of dollars to purchase enough software language packs to account for the desired language of each employee in their global workforce.

When choosing the right software for your HR teams, take a second to ask yourself these questions:

  • What is the default language of the program?
  • Can it be customized to the native language of each of my employees?
  • Does it offer other languages in case I might need them in the future?
  • Does it display cultural sensitivity?
  • Does it help improve communication with your employees?

These are all important factors to consider when optimizing your HR system for diversity and inclusion efforts.

Multilingual Software Helps Your Employees Learn

Having a multilingual HR system isn't just about being able to translate information in as many different languages as possible. HR technology can also embrace diversity by helping your employees come together.

Multilingual HR programs allow your employees to communicate and learn about the native languages and cultures of their colleagues. This is especially useful to employees who might have migrated from a foreign country or are interested in learning another language in order to expand their career opportunities.

Additionally, helping your employees connect through shared values massively contributes to a healthy work environment, harboring inclusion principles and diversity.

Benefits of Multilingual HR Software

Let's see how using multi-language software can benefit both companies and employees in international business communications.

Inclusive Hiring Process

When building a global workforce, it's the job of the hiring managers to ensure that the application process insinuates no substantial bias in regard to the preferred language and cultural background of the applicant.

Multilingual software helps you create accurate translations of HR documentation while providing you with valuable recruitment data that ensures you will always hire the most qualified people for the job.

Employee Feedback

Communication is the foundation of all human relationships.

For an international organization to be successful, the employees should always feel like they can reach out to the HR department and provide feedback. However, this can be a little tricky when communicating with non-native speakers.

Luckily, good HR software will allow your colleagues to deposit information in their preferred language, and have it automatically translated to your default language. This encourages employee participation and makes sure that no employee feels left out when it comes to company matters.

Performance Tracking

Giving your employees equal opportunities to hone their skills is beneficial for both the employees and the company

With multilingual HR software, you can track the performance of each employee, analyze their strengths and weaknesses, and come up with ideas on how you can help them improve.

Additionally, you can provide courses and training material specifically tailored to their needs, regardless of their preferred language. This effectively eliminates cultural and language barriers and promotes competence as the only measurement of success.

Time Efficiency

"Time is Money" — a phrase as old as time and as true as money.

By integrating a sophisticated system into your HR management, you can effectively automate repetitive tasks and save a lot of time for your HR staff. This time can, in turn, be better spent on work with employees.

Devoting time to coming up with new ideas for improving the work environment lets your employees know that they can count on you to keep their best interests at heart. Integrating this principle into company policy fosters employee loyalty and respect in the workplace.

The Future of Diversity and Inclusion in HR

Every day we see technology take a step forward. Every day we take that same step alongside it. There's no telling what revolutionary ideas the next generation of people will bring into the workplace. We can, however, give our best efforts with what we have while looking forward to what is to come.

For now, it's safe to say that the working conditions for multi-national teams are only getting better. As our global network of communication continues to improve, so do our capabilities for creating healthy work environments that prioritize equality of opportunity for all.

Closing Thoughts

When working with a global workforce, diversity, and cultural sensitivity should be the backbone of your HR strategy. But, as we've just demonstrated, creating an inclusive work environment for your team members isn't as hard as it might seem at first.

The implementation of translation systems like Bureau Works can significantly contribute to fostering diversity in the workforce. For example:

  • It can foster inclusive communication within the organization and ensure all users have access to crucial data, no matter their native language.
  • Language and culture are deeply intertwined, so by using translation services, HR teams can ensure all team members are sensitive to cultural differences.
  • With the implementation of a language translation system, HR managers can ensure that their hiring and training will attract and the most diverse and talented workers.

If you want to know more about how Bureau Works can help you manage a diverse team, download our white paper and read all about it.

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,


Stefan M.
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