Language Support for Global Company Integrations

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When two companies begin the process of merging operations, communication is key. On-boarding several new global locations requires a strong integration plan and the right language support.

Company mergers affect all departments within a business but each will have their own language support requirements. Over many years, RWS Language Solutions has developed a wealth of experience in supporting key business functions successfully navigate the challenges of integrating operations. Each department and each project is unique and this shapes the workflows we apply, the technology we use, the linguist teams we select and the technical experience we need to bring.

HR

As new offices and team members are brought into the fold, we help HR teams communicate successfully around the world by ensuring employment contracts, policies and training content are available in all required languages. This is critical to ensure staff are able to clearly understand company policies and feel supported during the transition.

Marketing

Keeping external stakeholders well informed during a time of change is critical to maintain trust and retain existing relationships. We help marketing teams to deliver clear and impactful messages that resonate with each target audience.

As new sales collateral is created to showcase the company’s expanded service line, we can localize each piece to support sales team deliver key messages and win business in each target market.

Legal

When two companies come together, a lot of time is spent reviewing existing legal documentation and identifying ways to harmonize. This task is made ever more challenging when multiple languages are involved.

Understanding the importance and secure nature of such documents, we help lawyers get to the detail quickly by providing a secure translation service with all day coverage and a dedicated team for quick turnaround of contracts, licensing agreements, terms and conditions and other key legal documentation.

Finance

In much the same way as the legal department, finance teams will need to get a handle on existing finance and accounting policies and processes and financial account statements as a new company comes onto the books. With extensive industry knowledge and a thorough understanding of financial and legal terminology, we help finance teams navigate financial documentation in over 150 language combinations.

Let’s not forget verbal communication

As well as planning for the translation and localization of written content and media, ensuring that you have access to professional interpreting services to support multilingual business meetings, site visits and employee negotiations will be critical. Our interpreting team will advise you on the most appropriate interpreting style to ensure your verbal communications are a success. They can also help organize large training events and conferences including providing specialist interpreting equipment.

Streamlined service through a single point of contact

Company integrations are often large and complex, involving coordination with a number of locales and stakeholders. Planning and executing the integration process alongside your standard day job can be a challenge. Whatever department you are in and no matter what you need translating or help communicating, our project teams have the expertise and technical skills to support you at each step of the journey.

 

If you have a company integration on the horizon or are already in the process, contact us to find out more about our translation and interpreting services.

Top Tips for Working with Interpreters on Clinical Audits

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Conducting clinical audits can present a number of communication challenges. Auditors often travel considerable distances to verify research; the last thing they need is to be unable to speak to clinical staff or verify scientific data. Here are our top tips to ensure successful communications.

1) Start planning early

Having spent years developing pharmaceutical research, an audit shouldn’t fail because people can’t understand each other. Remember no matter how ground breaking your product is or how efficient your work processes are, if your auditors cannot fully understand the data, it will be harder for them to make their assessment.

To ensure the best outcome, you need to employ specialist interpreters. Clinical trials are very specific assignments often including a combination of spoken questions and hours of checking through trial data in an intense atmosphere. You really need to hire an interpreter who knows both your industry and the audit process. It goes without saying, these high calibre interpreters get booked up quickly, so make sure to secure your booking well in advance.

If you location is relatively remote, plan even earlier. While it can be relatively easy to find interpreters in any national capital, there are fewer in smaller towns and cities. Furthermore, if you have a multi-site audit and want the same interpreter with you throughout, they need to be able to book out their schedule well in advance.

2) Set a realistic budget

Make sure you budget for all costs including interpreting, overtime for any work outside normal business hours, travel, accommodation and subsistence. If your auditors are going to split meetings or different sites, you will need a team of interpreters to cover each concurrent project.

A professional interpreter will not be cheap but they will provide value by helping you fulfil your audit process. Optimise your budget by planning early and making savings on travel and accommodation. Early planning also means that you have a better chance of finding a local interpreter rather than having to source from further afield at greater cost.

3) Think about what you need them to do 

If you work in partnership with your chosen interpreters, they will be an invaluable part of the team during the audit process –  often pre-empting challenges and creating a time efficient process.

Think carefully in advance about where you will need assistance as you will often have multiple demands. For example, Source Data Verification needs to check the data presented in case reports to ensure it is complete, accurate and valid. As well as conveying questions and answers between the auditors and the research teams, you will probably need help with on-site translation of written materials such as test results or patient notes.

4) Think about the practicalities

Briefing the interpreter as much as possible will make sure that everyone gets the best out of the assignment. The highly technical subjects involved have specialist terms and acronyms, so help your interpreter prepare by providing as much background information as possible about the trial. You may also want to consider a short briefing by telephone before the actual start date as well as building in time on the first morning to go over the key points and aims of the visit. Interpreters appreciate the confidential nature of your information and will be happy to sign any NDAs required.

If you have a site where safety equipment is required, check in advance whether the interpreter has safety shoes and clothing or whether you need to make these available.

Interpreting is an incredibly demanding job, so factor in regular breaks throughout the day, a decent place to stay and time on at least some of the evenings to take a break from the project. A well-rested and properly prepared interpreter will offer better quality and more consistent interpreting.

5) Consult an expert

Finding the right interpreter or team of interpreters is critical but also a time consuming process. Delegating to an expert can save time and money and allow you to concentrate on the audit process rather than finding suitable interpreters, verifying their references and work permits and negotiating terms.

At RWS Language Solutions, we work daily with interpreters across Europe, Russia, the US and Asia. We understand the questions to ask and the pitfalls to avoid. In addition, we can provide accurate costings, arrange travel and accommodation, prepare and brief the interpreters in advance of each site visit and review their performance afterwards.

During a recent project, we led a series of source data verification audits across 19 sites in Russia and Eastern Europe delivering the selection, planning and logistics for the whole team of interpreters to time and on budget.

We have spent many years building up our extensive experience and network of resources, so do feel free to contact us, we are happy to share this knowledge.

 

Top Five Ways RWS Supports Manufacturing Companies

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RWS has vast experience within the industrial and manufacturing sectors.

Here, we look at the Top 5 ways in which our translation and interpreting solutions support the manufacturing industry

  1. Developing a global strategy

There are at least 4 dimensions to being a global company; globalisation of market presence, supply chain, capital base and the corporate mind set.

In recent years, the manufacturing industry has seen rising production growth on a global scale, covering multiple countries, locations and languages. With instant communications across the world, it would be easy to assume nations and peoples are becoming more alike. However, access to multilingual revenue streams and global brand recognition require a consistent and focused multilingual communication strategy. If you cannot communicate with your investors, customers, partners, staff and suppliers, you will miss out on opportunities.

Eclipse offers a fully managed service to global companies that are faced with an increasing content volume in a growing number of languages. We work in over 150 languages, including all the major world languages and we allow the capability to communicate to the whole business in a timely and effective manner.

  1. Meeting regulatory requirements and making safety everyone’s business

Manufacturing companies must keep up with international and local regulatory requirements in all markets. Accurate translation helps to ensure staff understand safety concerns.

Communications around employment and other crucial issues are translated correctly to ensure manufacturing and logistics site colleagues work safely.

We translate documents for on-boarding and induction of new colleagues (contracts of employment, policies, induction training and tests), training materials and business communications. We also provide telephone interpreting and face-to-face interpreting solutions to complex matters between a company and colleagues where the language level is not at a sufficient level for accurate understanding.

  1. Driving workforce engagement

In the UK only an estimated 16% of employees are engaged. Increased digitisation of instructions leads to the use of more illustrations and animations; and also more videos, less documents. We have seen a substantial increase in the use of video communication for storytelling and capturing leads. Video is also a powerful tool in typical HR areas such as new employee training and professional development.

The benefits of localising your audio and video content include

  1. Leveraging of your investment in video communications to overcome language barriers and reach a broader audience. Only 6% of people in the world speak English as a first language after all.
  2. Better understanding and higher engagement. Customisation of content via translation, localisation and the consideration of cultural nuances tailors the communication specifically for the target audience, enhancing the viewer’s experience and understanding considerably.
  1. Implementing Lean processes

Quality and consistency are essential in the global manufacturing industry. But it is also true that businesses win by changing faster than everybody else!

We pride ourselves on the calibre and professionalism of our translators, editors and proof-readers. This is a prerequisite as manufacturing documents are full of industry-specific terms, and the content must comply with international and local standards and regulations. Translation memory tools and terminology management allow us to enhance consistency and overall quality of content, achieve faster turnarounds and decrease translation budgets as it recognises repeat content that has been translated previously, ensuring only the new parts of a document have to be charged at the full rate.

An important milestone for a global market launch is the availability of technical documentation and marketing materials in the requisite languages. Agile translation management can significantly reduce the Time-To-Market. Besides the faster turnaround of translations, flexible translation management opens up additional time frames for implementing quality assurance measures such as in-country reviews or preliminary preparation of terminology.

  1. Supporting Industry 4.0
Language support for digital transformation

The internet of things, big data and augmented reality require intelligent communication across multiple languages. Industry 4.0 is part of a bigger digital transformation. Increasingly, we are working with clients on delivering these transformation projects by localising global software systems (e.g SAP, Oracle and Workday), training materials and global compliance activities.

Through the application of industry best practices and using our ability to leverage economies of scale, we create efficiencies in deploying advanced technologies, including encrypted portal solutions, video and telephone interpreting facilities, translation TM and client review functionality.

These technologies are deployed with the aim of increasing productivity and defending against cyberattacks through enhanced security of data and intellectual property.

2015 – A Bridge to Success

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As we look back on a most eventful 2015 we are truly encouraged by the growth of the languages services market.

A recent survey of its members by the Association of Translation Companies concluded that the UK market for language service requirements is in excess of one billion pounds a year making it one of the largest users of language services alongside Japan, Germany and the US.

This is reinforced by a report from Common Sense Advisory which showed that the worldwide market for outsourced language services and supporting technology is $38.16 billion and growing at an annual rate of 6.46%.

So, it has been a spectacular year for RWS Alnwick and the wider company.

There were two stand-out moments that we will remember for a long time.

In November we carried off the Golden Bridge Trade & Export Awards 2015.

The awards are an initiative of the Belgium Luxembourg Chamber of Commerce and the British Chamber of Commerce in Belgium to celebrate the very best of Benelux and British business.

In winning the medium-sized company category, judges were highly impressed by our approach to developing the Benelux market and the level of business generated.

Hearty congratulations to my colleagues Ester Stevers and Dave Van Looy who worked so hard on our award entry and presentation to the judges.

In May we celebrated our place on the international stage as RWS gained the Queen’s Award for Enterprise – for the fifth time – the UK’s highest accolade for business success.

The awards are made annually by HM The Queen and are only given for the highest levels of excellence.

So, it has been a truly memorable year and we look forward with great anticipation to further success for in 2016 and, most of all, to assisting our clients fulfil their own goals and ambitions.

Quality is a Top Priority!

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Resource Manager, Janine Dunn, discusses the team’s dedication to quality management systems

Having worked at RWS Alnwick for 18 years, I have witnessed firsthand how we have developed a team that prioritises providing excellent quality of service. Consequently, I’m delighted to share the news that we have, once again, met the highest industry standard for quality and retained our ISO9001 accreditation.

This is a certified quality management system (QMS) which allows us to show our ability to consistently provide products and services that meet the needs of their customers.

Every three years our accreditation is reassessed and we are measured on five key areas of the business: facilities, people, training, services and equipment.  I am a member of the internal audit team and we are ever vigilant to ensure that all quality procedures are aligned with these five areas, not just in the run up to the audit but as a matter of routine.

For example, we use our monthly internal meetings to report on how our procedures are running and to relay important customer feedback to the team. It’s a great opportunity to make staff aware of positive comments and also to discuss different ways we can do things.

The period leading up to the assessment necessitates additional work but it’s definitely worth it as the long-term benefit is that we increase customer satisfaction levels and improve productivity. We also believe the fact that we actively look to achieve ISO9001 without contractual obligation, underlines our commitment to quality.

By maintaining and following the ISO accreditation we are developing a system that works effectively for us so that we can come together as a team and share best practices.

A big well done to all involved in ensuring that our accreditation has been reissued!

Top Tips for Choosing Your EWC Venue

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Although we are currently thinking of summer holidays, before we know it, conference season will be upon us and it will be time to plan the next European Works Council.

A well thought out meeting venue will ensure not only that your discussions run smoothly but that your delegates enjoy the event and take away a positive image of the company. As Interpreting Projects Managers we have worked in a huge variety of venues across Europe, some excellent and some with challenges. Here are our top tips when considering a venue for your EWC:

1. Firstly, consider the geographical location. Is the venue easily accessible by public transport from all the participating countries? Increasingly, we are seeing companies are choosing to hold their meetings in hotels near a major airport so that delegates can arrive directly at the meeting and avoid long and costly journeys into city centres. For more local delegates, these hotels can often also provide reasonably priced parking.

Another solution clients are increasingly investigating is using their own meeting rooms; as an added bonus it means that attendees from other countries can see facilities and meet the wider team in the host country. Unlike hotels though, these building are not purpose built for large meetings so it’s even more important to check that it’s suitable for purpose. A good venue should certainly be able to offer you a site visit and/or detailed floorplans. Make sure these clearly show fire escapes, pillars etc so there are no surprises on the day.

2. Once you’ve decided on the city, you need to look at how practical the venues on your short- list are. Remember the larger the meeting the more time and space you will need.  Is there enough room to fit all your booths and set the room up for participants in your preferred style? Can all the booths clearly view the presenters and participants?

Large meetings require a lot of technical kit so make sure when you are booking the room that there is adequate time to build up and test all the booths prior to the start of the meeting and there is sufficient time to de-rig before the next event.  For large meetings you may well need to book the room for the day or evening before which has implications for your budget.  It’s also worth checking you have exclusive use of the room, if the hotel books out the ballroom you are using for another evening event, you don’t want to have to take down and build up the booths each day. It’s possible but it will add extra expense.

Talking of practicalities, you also need to make sure there is an adequate loading bay. Remember to double check any time restrictions, some cities only allow unloading at certain times of the day. If the room is not on the ground floor, is there a suitable service lift.

3. Finally you might just want to check on any extras, for instance does the meeting room provide screens, projectors, wi-fi, sound system. Are they extra or included in the price? Is there enough accommodation at or near the venue? If you have a formal dinner is there a nice restaurant on-site or within reasonable distance?

If this is all sounding a bit much, remember a good project manager will be happy to help and act as a liaison between your venue and the interpreting and technical teams. Although many companies organise an EWC once a year, we are doing it every week so we are used to planning in advance and spotting any potential hiccups!