4 Apr 2025

Spring and deadlines: Planning summer translations in good time

Guide from Språkbolaget on how to plan translations. Young woman with glasses sitting in front of a computer screen. Holding a piece of paper in her hand which she is reading

Now that spring is here, many companies are looking ahead to the summer’s business activities. For seasonal businesses, this often means a great many translation projects – product catalogues, marketing materials and campaigns all need to be finalised before summer gets underway. Having a clear timetable for when translations should be carried out can save time, reduce stress and make sure everything is ready in good time. In this post, we share practical tips and strategies to help you manage deadlines and streamline your summer translation work.

Tip 1. Take stock of your upcoming translation needs

In order to prioritise and plan the work effectively, it’s crucial to gain an early overview of the texts that must be translated before the summer and those which can wait until after your holidays. Analysing the volume and complexity of the material – everything from campaigns and launches to internal documents – will allow you to structure your forward planning. This will make it easier to secure the right resources, set reasonable deadlines and avoid bottlenecks further down the line.

Checklist: Create a strategic overview

Identify which texts are business-critical before the summer and those that can wait until you’re back from your holidays
Analyse the complexity, scope and language pairs for the material
Identify recurring content that can be planned in advance
Establish a clear overview for effective prioritisation and resource planning
Assess the need for specialist expertise in subject areas or formats

Tip 2. Set realistic deadlines

Once you have a clear picture of your translation needs, you can begin scheduling. Start by identifying the most time-critical projects and when they must be completed. This involves thinking a few steps ahead: will some texts require additional proofreading? Are there any other projects that might involve your resources during the same period? Ideally, check with your translation agency to get a feel for what a realistic deadline might be, both for you and for the translators.

By building in margins and setting aside time for quality checks, you’ll avoid having to rush toward the end. A detailed schedule also helps to identify bottlenecks in advance, allowing you to spread the workload. It’s also a good idea to keep an eye on occasions when multiple projects overlap, so you can prepare certain parts in advance and make sure everyone involved knows what’s expected of them.

Checklist: Set realistic deadlines

Set internal deadlines for each document and project
Add extra time for quality control and possible changes
Spread projects with overlapping deadlines to avoid bottlenecks
Prepare certain parts in advance as necessary
Make sure everyone involved is aware of the schedule and their own roles

The Language Company's guide to translation planning. Desk, hands holding a pen and mobile phone. — Maintaining control over text scheduling and planning realistic deadlines will allow you to manage your translation projects more effectively, assure their quality and meet your deadlines.

Tip 3. Submit finalised texts for translation

A well-prepared text is the key to a smoother translation process. Before sending your documents to the translator, make sure all material is finalised, proofread and structured. If you submit texts that are half-finished or still subject to change, the risk of misunderstandings, inconsistencies and extra work will increase. It’s also advisable to leave a bit of ”white space” in the layout in case the translation takes up more space than the original (text expansion).

Submitting a finalised document right from the outset will save you time and money, and reduce the risk of errors that could affect the end result. It’s also best to provide the translator with information about the desired tone, brand guidelines, terminology and context right from the start. For example, If you have a TikTok video that needs translating, the translator will happily watch the footage. The more background material translators have, the easier it is for them to deliver translations that meet your expectations.

Checklist: Prepare your texts before submitting them

Make sure all texts are finalised before submitting them for translation
Provide the context in which the text will be used together with any reference material, terminology and brand guidelines
Structure the text and make sure it’s clear and easy to follow
Double check to ensure no changes are planned after the deadline
For a neater end result, make sure there is space in the layout in case the translation takes up more space than the original

Tip 4. Choose the right partner

Choosing the right translation partner can be crucial for the success of the entire project. It’s a matter of finding a partner who’s not only experienced in your subject area, but also has the technical resources and established working methods to meet your specific needs. Your translation agency needs to know about the file formats you use to enable the project to run smoothly without creating extra work.

A qualified partner will help you coordinate the project, assure quality and provide advice on how best to optimise the process. By working with an agency that has clear procedures for project management, quality control and communication, you can be confident that your translations will not only be accurate, but also delivered on time and in the right format.

Checklist: Choose the right partner

Check the agency's experience in your subject area
Check that they can handle your file formats and technical requirements.
Ask for references and customer reviews.
Find out if they offer project management and quality assurance.
Make sure they can provide support and guidance throughout the process

Hands typing on a laptop. Red mug in the background. — With clear project management and quality control procedures, a reliable translation agency can make sure your translations are delivered in the right format, on time and with the highest possible quality.

Tip 5. Be flexible and prepared to make changes

Despite careful planning, things can change. Because a product description may need to be altered quickly or a last-minute correction made, it’s important to have a plan that can cope with minor hiccups.

If you set aside a little extra time in your schedule and inform your translation agency about potential changes from the outset, you can minimise stress and manage the unexpected without compromising on quality. An experienced agency can help you quickly change course if necessary while making sure you do not risk missing important deadlines. This also enables you to feel confident knowing you have support even when things don’t go entirely according to plan.

Checklist: Build in flexibility and be prepared to make changes

Add a few days' margin for unforeseen changes.
Inform your translation partner of potential adjustments in advance.
Have a designated point of contact in your organisation who can make quick decisions.
Document all changes clearly to avoid confusion.

Tip 6. Work smarter and use AI tools for planning

When multiple texts have to be translated before the summer, it’s important to have a good overview and a clear structure. Smart AI project planning tools can help you manage internal deadlines, allocate tasks and ensure everything runs smoothly – all without stress. The right digital tools will provide better control over your translation projects, especially when multiple teams in different countries are involved.

✔️Notion AI is a great tool for gathering all documents, checklists, calendars and notes in one unified workspace
✔️Trello and AI automation, enable you to can create visual timelines and reminders to keep a project on track
✔️ChatGPT and similar language models can be used to draft emails, templates or text summaries efficiently, which you can then tailor to suit your company's tone

Checklist: How to use AI tools when planning this summer's translation projects

Choose an AI-based tool for high-level planning (Notion, Trello, etc.)
Use automation to handle recurring tasks and deadlines.
Test language models to speed up internal wording and checklists.
Make sure everyone on the team has access to the planning tool.
Bear in mind data protection – choose AI solutions that process sensitive information responsibly

Regardless of the tool you choose, AI scheduling is a smart way to save time, increase accuracy and reduce the risk of missed deadlines during busy periods.

How Språkbolaget can help

Språkbolaget has 20 years’ experience in helping companies and organisations manage their translation needs. Our team of experienced project managers and language specialists works with various types of texts from technical documentation and annual reports to creative marketing campaigns. Regardless of the industry or language pair, we can provide you with the expertise required to make sure your translations are of the highest quality and always delivered on time.