Translating a textbook is an undertaking that requires planning, experience and extensive oversight. The goal is for the translated text to feel like it was originally written in the target language. That’s not all—it should feel like it was written by a single author. How is that even possible, if an entire team of translators will be working on the text? By knowing how to manage a textbook translation, you can make it happen.

In this article, we outline the most important concepts to keep in mind, whether as a publisher or an agency.

Key Principles for How to Manage a Textbook Translation

Textbooks require accuracy and consistency. To achieve this, you must first recruit and retain the right translators. Then, clearly define the project parameters before work begins. Then, verify compliance with the parameters and not be afraid to remove problematic translators who repeatedly show inferior quality.

Below is a detailed explanation of the entire process. It includes a description of the recruitment process and a detailed look at the parameters you should set.

Step 1: Recruit the Right Linguists

Selecting the right linguists is one of the most critical steps in managing a successful textbook translation project. Recruiting is more than just finding a suitable candidate on a website or directory. After all, projects like these last months and you will be working with them on a continuous basis.

Translators must have demonstrable expertise in the subject matter and the target language. That is why after you have reviewed their profile or opened a tender, they must first undergo testing.

• Testing: All recruits should undergo a rigorous test to verify their expertise and their ability to follow instructions. Ideally, you would administer the test in the same computer assisted translation (CAT) tool that they would be using for the project. That way, you can verify that they have a working license for that tool (or a compatible one) and know how to use it. In many cases, it is impossible to review the tests in house, as your project managers either are unfamiliar with the subject matter or are not native speakers of the target language. In that case, I recommend hiring an expert proofreader to proofread and grade the tests. Budget note: Don’t be cheap here, pay the proofreader a premium rate if need be, as this is a one-time and pivotal investment in the translation’s quality.
• Video Calls: Project managers should have a video call with every translator. In this call, the PM can make sure that the translator uses the correct CAT tools, is familiar with the mandatory quality assurance (QA) checks (which we discuss below) and can get a realistic sense of the time commitment the translator is willing and able to make to the project. It is also the perfect opportunity to negotiate rates.

In the Case of Machine Translation Post-Editing

If you are managing a machine translation post-editing (MTPE) project, you must make sure the the linguists are trained in MTPE. Not all linguists can handle post-editing machine translations, as MTPE requires specific skills and training to do it effectively. Here’s why:

1. Understanding MT Limitations: Linguists trained in MTPE understand the MT engine’s strengths and common errors, allowing them to quickly identify and correct errors that a less experienced translator might overlook.
2. Expertise in CAT Tools: Computer-Assisted Translation (CAT) tools, such as Trados, memoQ and Smartcat, are essential for managing MTPE projects efficiently. These tools integrate machine translation engines and enable linguists to streamline the post-editing process.
3. Terminology Management: In specialized fields like education, medicine or engineering, textbook translations demand precise use of terminology. This is where linguists’ glossary management knowledge comes into play.
4. QA Processes: Trained MTPE linguists know how to conduct in-depth quality assurance (QA) checks to ensure that the translation is culturally appropriate, contextually accurate and aligned with the glossary.
5. Speed Without Compromising Quality: MTPE requires a balance of speed and precision. Trained linguists are able to quickly navigate through machine-generated text, making necessary corrections without sacrificing quality.

This is why that video call is so important. In it, you can discuss all of these issues and confirm that they have the required experience.

Step 2: Define Project Parameters

Before any translation work starts, it is essential to establish a set of guiding principles—project parameters—that will shape the translation’s approach. Defining these parameters early on provides clarity for all stakeholders and prevents costly or time-consuming revisions later. The conventions in these documents are approved by the client and must be followed. These parameters include:

• Style and Formatting Guide: The style and formatting guide serves as a reference tool for maintaining consistency, coherence and professionalism. It clears up doubts on a wide range of linguistic issues, including abbreviations, acronyms, tone, date and number formatting, grammar, punctuation and writing conventions. It provides guidelines for consistent language use, spelling preferences and capitalization rules. Even though this document is, above all, a copywriting manual, it should also define the target audience and provide instruction on how to culturally adapt certain topics, as social norms can change from country to country. Fully understanding this guide as a PM is one of the key requirements of knowing how to manage a textbook translation.
• Client-Approved Glossary: Creating a glossary (also called a termbase) of key terms is labor intensive and time consuming, but it is one of the most important tools in your toolbelt. It ensures that translators use consistent terminology throughout the text and speeds up the translation process immensely. Budget note: If you are setting up a translation team, offering a robust glossary is a big factor when negotiating the price you pay per word. It is also one of the simplest things to check after the translation is done. The glossary should be created in consultation with subject-matter experts and, when possible, approved by the client.
• Translation Memory: A translation memory (TM) is a database that stores previously translated segments of text, allowing translators to reference them and reuse them throughout a project. By referencing the TM, translators can ensure that identical terms are translated consistently, avoiding discrepancies that could confuse students or undermine the textbook’s educational integrity. Additionally, TM reduces the likelihood of errors, speeds up the translation process (see the bargaining chip argument above) by eliminating repetitive work, and provides a reference point for future updates or revisions, making it an invaluable tool for large-scale projects.
• Pre-Programmed QA checks: Many CAT tools allow users to upload pre-programmed QA checks that automatically flag issues such as inconsistencies, terminology errors, formatting errors, untranslated segments or deviations from the style guide. By helping translators check their work before they submit it, this saves the QA specialists a lot of time on the back end.

Step 3: Verify Compliance

Once the parameters are set, closely monitor them throughout the translation. Keeping linguists compliant is essential in knowing how to manage a textbook translation.

One way to do this is through periodic reviews of the translated sections, where you can verify that the terminology, style and structure align with the agreed-upon parameters. Peer reviews by other translators or subject-matter experts are particularly valuable for spotting inconsistencies or errors early in the process. Without a doubt, however, your biggest ally will be the QA checks you can run through your CAT tool or through third-party software like XBench. Important things to review in the QA check include the following:

• Terminology Consistency: CAT tools can automatically check that specific terminology from the project glossary is consistently used throughout the translation. This is particularly useful for textbooks, where technical terms and subject-specific language must remain uniform to ensure clarity for students.
• Untranslated Segments: An essential QA feature is the detection of untranslated segments. CAT tools can flag any sentence or phrase that has been skipped or left in the source language, preventing incomplete translations from being submitted.
• Formatting and Tagging: Textbook formatting, including bold, italics, or numbered lists, must match between the source and translated texts. CAT tools can compare the formatting tags between the two versions, ensuring that these elements are consistently applied in the final translation.
• Inconsistencies in Repeated Text: CAT tools can automatically flag inconsistencies when identical sentences or phrases are translated differently in various sections of the text. This ensures that repeated text, common in textbooks, is translated uniformly across chapters.
• Grammar and Spelling: Many CAT tools are integrated with spelling and grammar checkers specific to the target language. This helps catch typographical errors and basic grammatical mistakes, reducing the workload for proofreaders and improving the initial quality of the translation.

At Boutique Translations, we write custom QA scripts that incorporate these and much more. By leveraging these QA checks, project managers can ensure that the translation aligns with the project’s standards, resulting in a more efficient process and a higher-quality final product. They can also help enforce responsibility among translators. This leads us to…

Step 4: Fire Problematic Translators

Firing a linguist is never an easy decision, but it is an essential concept in knowing how to manage a textbook translation. Mistakes happen, of course, and you must give the team leeway as they get accustomed to the project. You must set limits, though, as allowing linguists to continue despite ongoing issues can have serious repercussions. If you did the recruitment process right, problematic linguists should stick out like a sore thumb once the work begins. Their quality issues will create extra work for proofreaders and project managers, who must spend valuable time correcting avoidable mistakes. They also create serious issues with the client, who may generalize by thinking that all of the linguists have equally poor quality.

Paramaters are contracts

Project Parameters also serve as contracts. In a textbook translation project, resources such as the glossary, style guide, TM and pre-programmed QA checks serve as clearly defined contracts between the project managers and the translators. If a translator deviates from these standards—whether by ignoring the glossary or failing to maintain stylistic consistency—managers can hold them accountable for carelessness or mistakes. Thus, this structured approach not only maintains quality control but also enforces responsibility.

Step 5: Update the Parameters as Needed

Parameters may need updating as the translation progresses. Certain unforeseen challenges or contextual changes may arise, requiring flexibility in the project’s management. Examples of when and why parameters may need updating include:

• New Terminology or Concepts: As the translator delves deeper into the textbook, they may encounter new or complex terms that were not initially included in the glossary. In such cases, the glossary should be updated. This should be done in consultation with experts to ensure that new terminology is translated consistently across the text.
• Changes in Educational Standards or Curricula: Sometimes, the educational framework for which the textbook is being translated may evolve mid-project. For instance, a shift in curriculum standards or pedagogical approaches may require changes in the translation to stay relevant to the new framework. The project parameters should be adapted to reflect these shifts.
• Feedback from Early Users: If early reviews from teachers, students, or pilot testing in classrooms reveal any shortcomings in the translation—whether in tone, difficulty, or cultural appropriateness—the parameters may need revision to address these issues. Continuous feedback loops with users can provide valuable insights that help improve the final product.
• Advances in Translation Technology: If new tools or techniques become available during the project (such as improved machine translation algorithms or updated translation software), incorporating these advances might require adjusting workflows, but can improve both the speed and quality of the project.

Conclusion: Make Your Life Easier by Defining Paramaters

Agencies who know how to manage a textbook translation project effectively “handcuff” the translators. Almost nothing remains up for interpretation, as the style guides and robust glossaries box them in. Meanwhile, the PMs run programmed electronic checks on every single sentence. Then, they send the linguists feedback and remove translators who do not adhere to the instructions.

If you are interested in learning more about textbook translation, please feel free to contact Boutique Translations for a no-obligation conversation and quote.