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Indicating which parts should be translated
The first thing a client should do is to examine the site and determine which parts should be translated. This might sound all too ordinary, but some parts might be unique to certain market but not significant in the other. Translating those portions would be a waste of money to the client. Clearly indicating which part of the web site/page would benefit both the client and translator.
Recent trend is to use Adobe Flash, .gif and other graphic contents in web site development. These graphic data cannot simply be localized and require special attention, which result in extra cost.
Therefore, ideally, rather than dumping the whole existing contents for localization to translators’ hands, prior examinations and modifications to see if it might be suitable for the intended purpose, market and country could save both client and translator a lot of time and cost, and ultimately make the localized contents more useful.
Since web pages aren't static, it is a good idea to keep track of which version of the original a certain translation refers to, and to use this information to check which pages have changed since the last translation. This information should be embedded at the top of the document
Review of web site design and layout
Next, the layout of the web site should be re-examined. A web site in one language might look good but when translated into another language, it might alter the whole "feel" of the site. This is caused mainly by the difference in the length of text between two languages.
For example, translating English pages into Japanese might result in alteration of the original layout and changes in positioning of graphics etc, which would give a different feeling from the one in the original. Depending on the contents, this might be very detrimental. The same can be said in aforementioned translation of Flash and .gif graphics etc.
Preparation of graphic data
As mentioned above, proper attentions should be paid to the translation involving graphics, which is often forgotten. For example, if client wants tabs and .gif data etc to be translated, it has to be in a editable format. .gif data may have to be converted to jpeg for example. Capable translator can do this but it is not usually in their scope. Converting graphic data to an editable format normally involves time-consuming process and increase the cost considerably if translator should do it.
Therefore, it is important that client make a detailed review of the web site, identify which graphic data to be translated and convert it to editable form prior to the submission to translator.
Screening of terminologies and guidelines
Now, we are getting into the actual translation phase.
Any prepared glossary of special terminologies or industry jargons would be very helpful for translators and contribute to minimizing error or misuse of terminologies etc. If client intends to update the site frequently, then it is highly desirable to prepare a glossary, which should not take much time to assemble.
But the most critical thing in this phase is the clear definition of "key words" which will be used by search engines. The use of key words is extremely critical and determines the usefulness of the whole web site. Client should clearly indicate which are the key words and why etc. Then the translator can come up with the best suitable translated words, which could most likely be picked up by various search engines. If the translator is not conscious of the use of key words, h/she may use wrong, unsuitable or uncommon words.
It would be highly desirable, but not always available, that the client prepares a specialized glossary that indicates which specific target word should be used for which source word. But the preparation of this is not always possible unless the client has been going through repeated cycles of modifications or updating.
Also, if at all possible, the preparation of a "style guide" would be very important.
A style guide or style manual is a set of standards for design and writing of documents, either for general use or for a specific publication or organization. Ideally, if the client has prepared a style guide for writing general documents, it will contribute greatly to the consistency of the writing style and formatting, particularly when more than one translators are involved for translating large volume of documents. It usually specifies things like fonts to be used, writing style, use of period, comma, space, compound rule, colon and semi-colon etc. Translation agencies often have their own style guides and they can be customized and be applied to the translation of the client's web site.
Translation work
Once a glossary and a style guide have been prepared, translator (s) can set about the translation work.
The most important thing in translating any document is "expression", but not necessarily the grammatically correct word-by-word translation. In fact, a capable translator would read the entire document first, grasp the context and translate sentences by its meaning but not necessarily the words themselves.
Incorrect or missing translations, or misspelling are out of question, but if the translated expressions would be difficult to understand, or poor, that would be the enough reason for the audience to leave the site immediately. For this reason, the client and translator should maintain close communications so that translator fully understands the intended meaning of the documents, while the client should use clear, concise and comprehensible sentences and expressions.
Localization of HTML
If the translator is required to convert the translated texts into HTML, then some special considerations should be taken into account.
Depending on the degree of conversion the client might want, proper text encoding will become necessary.
Particular attentions are required to some Asian languages, such as Japanese etc, which are double byte.
Some modifications might also be required to convert menu bars created by JavaScript.
Preparation and consideration for future updating and renewal
Web pages are frequently updated or renewed in order to keep the interest of audience and the access level.
It would be very important to indicate to the translator which part would be subject to future updates. This might minimize chaotic, inconsistent, and costly updates.
Frequent and random updates to entire site would be costly, while the update of parts generally designated for updating would minimize the cost and time for updating.
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