One of the best parts of working in a translation company is when we have an opportunity to tangibly help someone out. We recently had clients who had accidents in other countries resulting in severe injuries. All of these medical documents were in Portuguese and Japanese, and they needed to be translated so that they could be sent to their insurance companies.

Medical records often come in hard copy. When we make a quote, we count the total amount of words and base the quote on this number. Hard copy makes counting the words more complicated, so we must do our best to accurately count and calculate by hand; we might even do this process two or three times to ensure that our quote will be as accurate as possible.

These projects had several different types and lengths of documents, including handwritten doctor’s notes, medical histories, diagnosis information, receipts, itemized bills, and information sheets. We bundled these by type and had them translated in different batches, to make sure the translator wasn’t overburdened and could focus on one type at a time based on their specialization. This helped us produce high quality translations and stay organized.

This also helped us notice patterns in the documents, and come up with ideas that would make translation easier and quicker. For example, several of the documents were nearly identical, with just a few words or sentences being different. Rather than having the same content translated multiple times, we translated one of the documents. Then for all the others, we identified every piece that was different, translated these “strings,” and inserted them where they belonged. This saved our client a bunch and also helped us stick closer to the budget.

The volume of medical records is usually heavy especially for severe injuries. It requires a team to complete managing and translating all sorts of documents, and the tasks involved include selecting translators who have relevant experience and qualifications, organizing all of our files, keeping track of the status of the project, clarifying unclear parts with experts, reviewing the translations for completeness and accuracy, and preparing the files for final delivery to the client.

We work to have a supportive environment where our team members can cover for each other’s backs, so no one is overloaded. When improvements are needed, we are willing to talk about them and improve them rather than brush them under the rug. After all, accuracy and completeness are the utmost goal of our work. We enjoy medical records translation projects, because it gives us a great sense of helping our clients and also because there is always something challenging us to put in the extra effort!

We would like to share some interesting experiences we encountered while handling large translation projects. For example, we recently finished a 330-page Japanese to English translation of medical records, which posed some interesting challenges due to its sheer size and the highly specialized medical content.

When working on a large project, we have to be organized in our thoughts, in our workflow, and in both our physical and digital space. Every step or the must be clear-cut, and everything must be organized logically and efficiently. This includes labeling all of our files and folders clearly and consistently. When we organize our project documentation, the question we ask ourselves is, “Would the next person working on this project be able to jump in and find everything without any trouble?” This helps us make sure that everything is crystal clear to all of the team members involved, which in turn means that everyone will be able to work effectively. We also create spreadsheets with relevant and up-to-date project information, we keep our files organized in a location we can all access, and we make sure to update each other regularly on what we’ve done and what remains. Ultimately, having clear and understandable organization is the foundation of our work.

We organize the different phases of the project in a way that will help us meet the deadline. In addition to the actual translation, which can take a week or more, there needs to be editing and review, quality assurance, etc. We need to make sure that there is enough time for all of these phases, which are all necessary steps in producing an accurate, high quality translation. For example, in the Japanese-English medical records translation, we received work back from the translators several days before the official due date. We were then able to review the translations and communicate with the translators to settle any possible mistakes or issues. One way we approach this, for example, is to make comments in the delivered file regarding even the tiniest potential inconsistency, and send it back to the translator for clarification.

Another strategy we used, in addition to recruiting multiple translators who had demonstrated experience working in the medical field, was to also include an expert to help us identify less legible doctor’s notes. Part of the source files were handwritten doctor’s notes (which are notoriously difficult to read) so we made sure to find a professional who could help decipher these notes.

Finally, as with any project, there can be unexpected setbacks. We have to be prepared for anything and ready to do what it takes to get the job done, no matter what happens. For example, when one of our team members had an unexpected emergency and couldn’t complete certain parts of the review process that he was going to do, our other team members coordinated to make sure that it would get done.

While these challenges of large projects can take a lot of energy and time, it helps us to remember our end goal: delivering a great translation, and ultimately helping our client. These challenges are much easier to manage when we think about our clients and how they are depending on us to do our best. Our passion for helping people gives us the energy and drive we need to do our best and ensure that we deliver high quality translations!

People face challenges in every work environment, and the language services industry is no different. How do we break through them? We work in a fast-paced environment, often with a lot of requests coming in on a daily basis. How do we juggle many things at once without dropping the ball? How do we handle stressful challenges?

Keeping open channels of communication is of utmost importance. To ensure smooth communication, we are sure to leave notes and give explanations. We also have our process documented and written down. When we don’t know how to handle something, we can look to see if there is a relevant guide already written. If there is not, we can write one so that the next person with a similar problem will have more resources at their fingertips. Emails, text messaging, voice messages, and phone calls are ways to communicate and we choose our method depending on the urgency of the task at hand.

There are things that a single person can’t or doesn’t know how to handle alone. This is why we make it a point to always ask for help when we need it. This way, more challenging problems are dealt with sooner rather than putting them off or sweeping them under the rug. For example, we had to figure out our new tax responsibilities. Taxes are usually complex to deal with, but with several people working with different sources, we were able to check our information against each other. This led to clarity. During the process, we found different opinions, but it was that confusion that helped us identify the problem areas and showed us where we needed to focus and research in order to find the right answer.

Teamwork is important when there is too much work for one person, but that is not the only time teamwork matters. Another key aspect of effective teamwork is understanding everyone’s different roles and their strengths as an individual. Recently, for one graphic design project, we asked one of our team members who hadn’t worked on the project at all to read our instructions. A fresh pair of eyes on the project was needed to make sure that the instructions were clear and understandable to someone who hadn’t seen it before.

We always try to keep a positive attitude. Having the right state of mind can help turn a hectic, stressful day into a learning opportunity and a chance to solve new problems. For example, when we work with certain communities such as blind and deaf/ hard of hearing people, there are extra considerations we must think about. We must make sure that our work is compliant with the American with Disabilities Act. We needed to do some research on it, and took this as an opportunity to learn more about our legal system and about how to help different communities that we want to serve.

Staying positive can keep us energized, productive, and satisfied at work. Having a positive attitude also makes it a pleasure to work with our coworkers and clients, and that helps us build teamwork and respect, which in turn makes tackling challenges easier and more interesting. Last but not least, having passion for the projects encourages us to face challenges energetically. At Monterey Language Services, we know that no problem is insurmountable thanks to our energy, teamwork, and passion for our jobs.

At Monterey Language Services we always encourage everyone to think energetically and positively. We recently came across two articles about the power of thought and the brain, which can makes us happier and more energetic people at work and in life.

The first article, published in Scientific American, discusses how our expectations and associations can change our mind and body. It describes several studies that suggest that expectancies and learned associations can have a physiological effect on people. In one study, participants were told they’d be taking a test. They did better on the test when they thought the answers were flashed on their computer screen before taking the test (although they weren’t). If our minds can change us, maybe we can actually choose our best mindset to help us improve our abilities.

The second article, published in Psychology Today, tells us about the effects that thinking positively can have on us. Neuroscientists have found that more cheerful, optimistic people generally have higher activity occurring in certain areas of their brains. Behavioral scientists have also observed that optimistic people tend to have better moods, persevere more, and be healthier. These findings suggest that you can train your mind to be more positive and optimistic, starting with thinking good thoughts, looking for the positives in any situation, and refocusing your thoughts when negativity creeps in.

We wholeheartedly agree that thinking energetically and positively can have many beneficial effects on our minds and bodies. We will continue to practice that, and we hope you will too!

One characteristic of our Monterey Language Services team is that we are high-energy. We are motivated individuals, but motivation is not the only source of our energy. We are energized by the interactions we have with our clients, with our colleagues, and simply from the passion that we have for languages.

Energy from Colleagues

In a language services company, every day is quite busy, and we must balance between different translation and interpretations projects and our constant development work. No matter what the day looks like, we collaborate and communicate with our colleagues to figure out the work to be done. Our colleagues are clear minded, organized in their thinking and their actions, and handle things efficiently and effectively. This pace and rhythm gives us more energy.

Energy from Projects

When it comes to translation and interpretation projects, we have strategies to help us keep our energy up. If there is any confusion, we clear it up right away. By not letting things sit and wait, we keep our momentum and our energy going. This also frees up more time and energy to focus on important new requests that come in every day.

We also take our time to capture important details of new projects. This helps us decide how to proceed, and let us create a comprehensive plan, and foresee any potential issues before they occur.

Thinking energetically gives us a clear outline, which in turn gives us the energy we need to move things forward. This energy helps us deliver high quality translations and interpretations.

Energy from Clients

Our clients also energize us. We respond to all of our client requests with enthusiasm, whether we receive the request a several weeks or a single day in advance. We often receive last-minute requests from clients. When we do, we work quickly to figure out what needs to be done and who can do it. For example, when we received a request for an interpreter at 11am for an event happing that same afternoon, we immediately began reaching out to a very large pool of interpreters and selected one who is most suitable for the job. It makes us happy to be able to help our clients who are in a bit of a pinch, and the desire to help people in turn helps us stay energized and excited about completing rush projects. When a client is understanding and a pleasure to work with, that gives us even more energy.

Ultimately, passion is the driving factor behind our energy. All of our team members have a deep personal interest and passion for languages and communication; we all speak at least one additional language and understand the power that language can transmit. We love to help people communicate with others in all situations, so we feel a great sense of satisfaction every time we complete a project. When you work with your passion like we do, it is refreshing and easy to stay energized!

It might sounds obvious, but words truly are the foundation of good communication. We might have the best idea in the world, but what good is a great idea if we can’t communicate it clearly to other people?
Even worse, imagine if we use the wrong words (intentionally or unintentionally), we can leave people feeling confused, annoyed, or even offended.

With the right words, we can share ideas with depth and precision. People are much more likely to understand and empathize with us if we use the appropriate words. The ability to choose our words well can affect our personal relationships and professional success. It can even make the difference between increasing our client base or declining client loyalty.

Here at Monterey Language Services, we know how important words can be. Ideas are great, but words are what make them really come to life. This is especially true when it comes to translation and interpretation. Professional translators and interpreters always make sure that they are using the proper words that will communicate clients’ ideas exactly as they are communicated in the original language.

Many people don’t realize the level of thought that a translator puts into selecting the perfect word, or the research that an interpreter does to create a personal well of words that they can draw from at a moment’s notice. We work with translators and interpreters who are passionate about finding the perfect word that will best express the ideas of the client. For example, Monterey Language Services specializes in medical translation and interpretation; we recently worked on a translation project going from English into Spanish, Simplified Chinese, and Punjabi. It was intended to help pregnant women manage their prenatal health. This translation included the term “dull pressure,” which is a tricky term to define in English, let alone another language. Our translators had to discuss with each other in order to bring out the true meaning of this term using words that expectant mothers can understand completely.

In a broader sense, translators and interpreters use words to facilitate interactions and bring different groups together. It is important for all people to be able to listen and be heard, whether it is during a doctor appointment, a loved one’s graduation, or a public meeting. This is why language services like translation and interpretation are crucial when it comes to helping non-native speakers, low-English proficiency (LEP) and hearing- or vision-impaired communities. Facilitating communication is one way that language service providers bring people, communities, and worlds together.

Eloquence in multiple languages is a key characteristic of translators and interpreters. As a language company, we also strive for eloquence. We must demonstrate to our clients that we appreciate the impact that words can have. When a client came to us with some concerns, we communicated with her in a way that was clear and professional but also understanding, and she ended up being excited and pleased to work with us. We enjoy it very much when everyone is communicating at the same eloquence level, and this attitude encourages our clients and our translators and interpreters to continue working with us. We think about the importance of words in all aspects of our work and communication; it keeps us going every day and we are doing great!

Here at Monterey Languages Services we have a unique work environment. We like to think of our work as a solar system. Each team member is a planet that follows its own path, but each planet is going in the same direction, and all orbit a giant star which is our client base. Each employee is able to work both independently and in unison with the whole team to meet a wide variety of tasks ranging from scheduling interpreters to developing mobile apps.

Our team is spread throughout the country and operates in different time zones. Like the sun, our workflow moves from east to west, so being in different time zones gives us more opportunity to serve our client. We have several systems in place to help us work together effectively, so despite being in different locations we always come together to complete large (and small) projects.

Our orbits are dynamic and energetic because our team members are professional and proactive. We recently completed a 17k-word EnglishàSpanish translation project in just 48 hours. Because this project’s scope was challenging with a tight deadline, it required a lot of coordination. We collaborated with 10 translators, consistently communicating with them as well as our internal team members to make sure everything was getting done while making sure multiple people weren’t working on the same thing. It was intense, but all of our planets aligned for this project; our team worked hard, communicated effectively, and produced a 17k-word translation that we are proud of.

We value our individual creativity and spirit. Everybody has a different and important role to play, but we all have to figure out solutions to problems, work out details, and collaborate with each other. Our work requires energy and creativity, and perhaps most importantly, passion. We aim to provide our team members with the tools and flexibility needed for them to work as effectively as possible and to grow as employees; we want our employees to innovate and create their own effective routine at work. This individual-driven approach challenges our employees to think energetically at work and makes coming to work exciting.

At Monterey Language Services, we are always learning and adapting our methods to the growing needs of the language services industry. Our focus on both individuality and collaboration helps us excel in meeting the needs and requests of our clientele.

A day at our work as a translation and interpretation company can be compared to creating a piece of music. We often manage our work in a way that cultivates a rhythm and flow that feels like a melody.

Creating a good flow or melody every day at work can really enhance our work experience and help us remain motivated. We’ve all worked on projects where we were “in the groove.” It feels great, almost like the stars aligned to make that project perfect. Imagine if all of your projects were like that!

A good flow means that you have a sense of moving forward and making progress. Being able to understand the essence of your task and differentiate what is the key to complete the task is essential. For example, when scheduling interpreters, we make sure that the information on the date, time, and location for each assignment is precisely passed to the interpreter assigned. More importantly, when assigning an interpreter, we make sure to match subject expertise, qualifications, and whether it is for simultaneous interpretation or consecutive interpretation.

Paying attention to little things is a necessary part of maintaining an unbroken flow at work. For example, if you need to scan many documents for a translation project, be sure to check that you’ve scanned everything you need to. Adding this check as part of your natural workflow will greatly reduce the possibility of making a mistake, and lead to successful completion of translation under a deadline.

Be sure to keep our mind clear and with intention when we work, so that we can do everything right the first time. Mistakes and errors can usually be fixed, but the time spent on fixing them will cause the flow to be broken and the melody interrupted.

Every day at work will be a different rhythm. Some days, there will be urgent projects that need to be addressed immediately. For instance, perhaps there will be late-minute additions to projects you’ve been working on. Be sure to conclude it on the same day, so to keep up a productive flow. Putting things off surely decreases work momentum or makes you feel like doing the same thing over and over. So let’s avoid that.

Responding quickly to clients and bringing them along with you in your flow can really create a good rapport and that can help you feeling great! Also ask yourself: how you deal with issues, how you approach problems, how you contribute to work environment, how you move things forward and support your co-workers, or how you manage balance and variety at work. These answers and activities compose your music every day! Every day should a great time at work!

Language services such as translation and interpretation can be compared to the work of angels. Angels are described as always present and caring beings that watch over you and help you make the right choices. Translators and interpreters do the same by working with you to help you communicate with those around you. A “language angel” sits on your shoulder bridging the world’s different languages for you. Like angels, interpreters come in all shapes and sizes. They speak multiple languages, ready to interpret any question or concern you may have.
When you need help, your language angel will be there no matter the situation. When an Oaxacan man was lying in an American hospital bed, he was in dire need of a language angel. He had come by himself to the United States from the mountains of Mexico, and could not communicate with the American medical staff. He needed an interpreter for his native language, a rare indigenous language of Mexico. It was critical that he was able to fully understand his doctor; his illness was severe, and they needed to discuss his wishes regarding whether or not to resuscitate him if he took a turn for the worse. They reached out to Monterey Language Services, and we were able to find him an interpreter in four hours. We knew how important it was to this man to communicate once again in his own language before his passing.
This case reminded us that we as language service providers are not the only angels out there. Our clients are angels too. They inspire us to do everything we can to connect people in need to our own network of language angels. Seeing the impact that we can make in people’s lives encourages us to continue striving for peace and harmony through communication. We greatly appreciate our client angels because they motivate us to help anyone at any time in any way we can.
In today’s world, translators and interpreters continue to grow their reach through the use of modern technologies. They can now help a client thousands of miles away communicate with another client in a completely different region. These language angels know no bounds; the world is their client.

The translation and interpretation industry is a typical example of how technology has been moving us towards tomorrow’s world. Monterey Language Services recently posed a question about automation in the workplace to people who are interested in working with us in the office. We found that the answers are interesting and representative, and therefore we did a further analysis; here is the report we would like to share.

A total of 63 people responded to our question, and these 63 responses amount to a total of 4,708 words. Of these 4,708 words, 192 relate to machine/technology/automation/social media/internet, while only 133 relate to humans/people/individuals^[1]. Two thirds (42) were in favor of technology. No one was against technology or had a completely negative outlook on the effects of technological automation^[2].

Some concerns or reservations with technology and automation had to do with humans losing jobs to machines and losing face-to-face interaction. However, 48 respondents (76%) mentioned humans having a role in the automated workplace. Of these 48 respondents, 7 elaborated that automation may replace jobs involving repetitive tasks, but will free up humans to do more important work: customer follow-ups, creative and critical thinking, and research and innovation. On the other hand, nine respondents did not mention humans/people/individuals in their responses, whereas all respondents mentioned technology or automation in one form or another. Moreover, only 19 respondents (30%) mentioned a need for human-to-human interaction.

Five respondents expressed their concerns with automating translation and interpretation services. Four of these five respondents believed that humans should still have a role in providing these services. For example, people will still need to correct the mistakes made by machine translation. Specialized translations and reviews of culturally-related work will require human intervention due to the complexity of human language, thought, and emotion. The overall sentiment was that translators and interpreters will not be replaced by technology, but by translators and interpreters who utilize technology to the best of its capabilities. One of the five respondents expressed concern that pay rates for human translators may decrease, since speed and ease of review may increase significantly through the use of technology.

Overall, more than three fourths of respondents mentioned humans having a role in automated workplaces, including in the translation and interpretation industry. In general, respondents had a positive outlook on the effects of technological automation^[3].

Monterey Language Services is committed to bridging the world’s languages by providing quality, professional and efficient translation & interpretation services in over 175 languages. Please feel free to request a quote from us.

^[1] These statistics were determined through word searches for human*/people/person/individual, and for machine/technolog*/automat*/social media/internet and related words.

^[2] These statistics were determined by categorizing whether a response was generally in favor of technology, and whether it had a positive or negative outlook on the effects of technological automation.

^[3] All other statistics were derived from statements made in the responses.