How to Handle Rush Translation Projects

It’s not realistic to expect that a translator can do their very best work when they’re put under pressure, and by this we mean the pressure of time constraints.

It’s not realistic to expect that a translator can do their very best work when they’re put under pressure, and by this we mean the pressure of time constraints. However, translators do work in an industry whereby often the deadlines can be very tight. So how can a translator ensure that their output as good as it can possibly be when one of their major clients call with a rush job?

• Perhaps the first thing to acknowledge is that there’s a big difference between an impossible deadline and a rush deadline, and every translators’ interpretation of this will be different. Whatever your distinction is between a rush translation and an impossible translation, you need to be very clear with your client when what they’re asking is impossible. You have the right to refuse work if the client is expecting too much, and of course, once you convey this to the client there’s every reason to believe that they’ll understand your explanation and extend the deadline.
• Be very clear with your client that rushed translation work is not going to be your best quality work. Perhaps you could use the terms ‘for informational use’ or ‘draft quality’ when describing the finished quality of work that’s rushed. It’s very important that the client understands that publication-ready translation work demands several rounds of proofing and a reasonable deadline.
• Get rid of all distractions. You’re on a rush job, so the last thing you need is other distractions. These will come by way of your personal email, your home phone, and your feed reader. It’s a simple matter of disabling these distractions until you’ve completed the rush job. If you work from home and you have a family, ask them to give you space and privacy in order to complete this work. If you’re going to do this rush job, then you need to do it to the best of your ability.
• Before commencing the translation, have a quick look at the document. There’s nothing more annoying than working hard in the first couple of hours, only to find out that the last few pages of the document are a translation of the first few pages, or that there’s already an existing translation of what you were rushing to translate.
• You’ll still need to do some sort of quality assurance on your translation. Because time is of the essence, at the very minimum you can check for spelling errors and ensure that the document is complete. For example, make sure that there are the correct number of subheadings under each heading and you have the correct number of bullet points on the list.

Probably every translator out there has been asked at some time to do a rush job and there’s no doubt that this kind of work can be very stressful. In addition, you don’t get to produce the high-quality translations that you’re used to producing. However, if you can prove that you’re able to work under stressful conditions, like time constraints, it’s highly likely that you’ll be asked to do rush jobs in the future, and also that the work you do under pressure will improve in quality as time goes by.

Charging for Rush Translations

It’s interesting to note the variety of ways in which different translators handle rush jobs.

It’s interesting to note the variety of ways in which different translators handle rush jobs: some people don’t charge anything extra, while some translators double their price. Some translators waive rush charges for their loyal clients, while others apply rush charges to everyone. Some people charge rush rates for translations due in less than 24 hours, while others consider a rush job to be a project requiring the translation of more than 2500 words per day.

What Constitutes a Rush Translation?

So, what constitutes a rush translation? Is it one where the translator is required to rearrange their schedule in order to meet the client’s deadline; or is it an assignment whereby the translator is required to translate more than a certain number of words per day - and how many words are we talking about? Perhaps a rush assignment is a project that must be turned around in less than 24 hours?

The Difference between Rush and Overtime

So then the question arises: What’s the difference between rush and overtime? Are we really translating faster when we’re asked to complete a rush assignment, or are we simply working longer hours? And what sort of levy should translators charge for a rush project? Should it be a 10% levy due to the inconvenience, or 100%? And what about workers who are paid by the hour: if they receive time-and-a-half for overtime, then why don’t translators? What portion of the project should the rush charge be applied to – the whole project, or just the portion which requires extra work on behalf the translator?

Obviously, there are no hard and fast answers to these questions, but it is interesting how translators have determined their own pricing methods. Most translators will admit that subjective factors, such as the desperate tone in their client’s voice, can enter into the rush charge equation.

Suggestions for Beginner Translators

If you’re a beginner translator and you’re still trying to work this issue out for yourself, our suggestion is that, if it’s a short translation you’re being asked to do for a regular client or a client you’d love to have as a regular client, then try to fit it in without charging extra. However, if a new or infrequent client asks you to complete a big translation project on a rush basis, then perhaps one-and-a-half-times your regular rate would be appropriate – or, to put it in perspective, you could refer to it as time and a half!

Many translators dislike rush work because you’re required to answer the call to action immediately with a yes or no answer and a firm quote, and there’s a definite pressure to omit quality assurance steps in order to get the translation back on time. That being said, there will always be rush jobs, so maintain your quality control as much as possible and ensure that you’re adequately compensated for the extra hours you work by rewarding yourself the following day with time off.