Trust fosters good relationships between LSPs and their clients, and that trust is built through the successful execution of projects. Project managers at LSPs work with their clients to set up timelines that everyone follows, and in turn the translation team gets translated text completed on time and delivered where it needs to be with the highest possible quality. Clients pay for this service in a timely manner, and trust grows.
But what if an unforeseen need arises and there is more or different text required by the client within the same time frame, or a quicker turnaround becomes essential? It certainly happens, and while sometimes an LSP can fit the extra work into its schedule without taking extraordinary measures, often enough there are urgent alterations required, so “rush fees” are common and necessary.
The rush fees that are usually charged in such cases might more accurately be called “inconvenience fees,” because what they compensate for is the rearrangement of schedules and plans. Rush fees aren’t surcharges tacked on to take advantage of heightened need; in fact they don’t result in extra profits for translators, but rather they’re an attempt by language service providers to recoup extra costs incurred.
This is because there are many elements involved with any translation job. When you ask for, say, overnight turnaround of 15,000 words from English into Chinese, you are not asking for something along the lines of an increased number of people to pack more boxes. The whole “LSP machine” has to be adjusted, and that machine is quite complex.
For instance, LSPs might have to ask their individual translators to process a stressful number of words per day (1,500 – 2,000 is considered an average per day output, sometimes lower, sometimes higher), and the likely scenario is that to do so, those individuals will have to work over weekends or late into the night. Specialists and translators may have to be kept on-call and paid retainer fees if it’s uncertain how many people will be needed to properly process the work on time. And translation jobs always consist of steps that must be completed in order.
Additionally, the “rush job” often interrupts other jobs in the queue and borrows resources that were supposed to be available for other clients (such as computer systems and automations). In other words, the organization required for the smooth and orderly processing of translation is shoved off to the side, and an “emergency room” type structure is put in place – for you.
Rush jobs probably shouldn’t be a regular occurrence, and if a company finds that they frequently have something Due Right Now that they haven’t arranged to have done, it would be wise to take a look at internal organization. It could be that strict, early deadlines for those departments creating content will save a lot of hassle and cash at the translation/localization phase. Other times problems arise because of last minute additions or changes by the client’s client, and that conflict might best be dealt with by educating those clients about the processes involved and the kind of obstacles and costs that untimely changes create.
Whatever the situation, potential delays that can cause rush requests should be watched for and communicated to your LSP. Sometimes a heads-up, warning them that part of the job might need to be rushed, will allow them to prepare in a way that doesn’t require emergency measures.
Workers in any other industry get overtime to compensate for such excess demands, so if a client is interested in building a trust-based relationship with their LSP, rush fees should be expected for quick turnaround requests. Translation is an intellectually demanding process that simply takes the time that it takes, and for high quality professionals, sacrificing quality through shortcuts isn’t an option.
Skrivanek’s project managers are the cream of the crop worldwide, and they’re acutely aware that rush jobs must be handled with the same attention and accuracy that any scheduled translation job receives. Procedures and alternate workflow structures have been developed to meet every scenario the global marketplace can generate.
For more details, please refer to our website: www.skrivanek.com.