Part II: HANDLING ROUTINE MESSAGES

Make Instructions Clearer

Failures in communication can be blamed on anyone, but supervisors have a particular obligation to ensure workers understand what they should do.  Translation specialists with The Marketing Analysts Translation Services argue that the person who is disseminating the information and facts must have a clear understanding of the business’s overall needs and objectives as well as an understanding of the reason behind a specific message. That’s the point when the person can completely understand the communicator’s position.

Howard Burns, an Italian Translator in New York City believes that this problem is also associated with a lack of follow-through. To ensure everyone is on the same page and to provide feedback, managers should keep in touch with staff members throughout the duration of the project. Team members also have an obligation to get clarification when it is required.

Designate Accountability

Follow-through and suggestions are beneficial; micro managing is not. A supervisor needs to have faith in his workers to do their designated work. Think about the amount of the business’s time that is squandered when a supervisor senses the desire to rework every message in his fashion.

Prepare and Educate Communicators

Nearly all Houston translation companies learn early on that the ability to hold a pencil doesn’t necessarily make a person a good writer; a person who has a desirable voice doesn’t necessarily mean they can explain something to an audience eloquently. In reality, even authors and presenters with extraordinary talent require advice and practice to become really good.

A business would be encouraged to offer in-house training, instruction and coaching in communication skills for those who communicate on its behalf. Clearly, this kind of instruction should include the company’s style preferences and communication beliefs so that everyone can communicate with one voice or as close to one voice as possible. Writers and presenters may also need to polish their skills.

One of the nice things about such training is the sense of pride and professionalism that it creates in those who go through the program. They do their jobs with confidence, so the organization operates more smoothly.

An Introduction To Proposals For Professional Language Translators

A proposal is an offer to do something or a suggestion for action. To many Denver translation workers, the general purpose of a proposal is to persuade readers to improve conditions, authorize work on a project, accept a service or product (for payment), or otherwise support a plan for solving a problem or doing a job.  Frequently, translation workers are asked to assist in writing and translating sales proposals by their clients.

As a translation service worker, your own proposal may be a letter to a San Francisco Translation company to suggest collaboration on a project; it may be a memo to your translation company’s director to request funding for a training program for new employees; or it may be a proposal to translate a 1000-page document for a United Natons community development program in an African country. You might write the proposal alone or as part of a team. It might take hours or months.

Whether in business, science, industry, government, or education, proposals are written for decision makers: managers, executives, directors, clients, trustees, board members, community leaders, and the like. Inside or outside your certified translation company, these are the people who decide if your suggestions are worthwhile, if your project will work, and if your service or product is useful. In fact, if your job depends on funding from outside sources, proposals might well be your most important writing activity. To be successful, a proposal must be convincing.

THE PROPOSAL PROCESS

The basic proposal process can be summarized simply: Someone offers a plan for something that needs to be done. In business and government, this process has three phases:

I. Client X needs a service or product.

2. Firms A, B, C, and so on, propose ways to meet the need.

3. Client X awards the job to the firm offering the best proposal.

The complexity of events within each phase will of course depend on the situation.

Writing Summaries For International Business

A summary is a short version of a longer message.  The summary provides your international readers with a concise and accurate view of the entire original.  An economical way to communicate, summaries save time, space and energy.

Purpose of Summaries

On the job, mangers involved in international business have to write confidently about their work.  Perhaps as a Houston Translation worker, you will translate minutes of a meeting; summarize a lecture, news article or report: or describe your client’s progress on a matter related to the petroleum industry.  Or you might write proposals for new project, bids for contracts or summaries of your research.  Also you will include summaries and abstracts with your long reports.  A routine assignment for a new employee in many organizations is to provide decision-making superiors with summaries for the latest literature in the field.

Overseas executives who receive large numbers of reports and proposals often complain about the lack of effective summaries that their co-workers give them.  They need to identify the major ideas and significant concepts quickly so that their Washington D.C. Translation workers can act on them.  They simply do not have time to peruse each report thoroughly.  After all, some reports and proposals can run to a hundred pages or more.  Similarly, reports reach many people within an organization who have different informational needs.  Without an effective summary, they must waste time poring over a report to see whether it’s a value to them.

Whether you summarize someone else’s information or your own, your job is to communicate the essential message—to represent the full scope and detail of important material accurately in the fewest words.  The principal is simple: Include what your readers need; omit what they don’t.  The essential message in a well-written piece is easy enough to identify.