Spring and deadlines: How to plan your summer translations on time

Now that spring is here, many companies are starting to look ahead to summer business activities. For seasonal businesses, this often means a high volume of translation projects – product catalogues, marketing materials and campaigns need to be finalised before summer gets underway. Having a clear plan for how translations are to be carried out can save time, reduce stress and ensure that everything is ready well in advance. In this post, we share practical tips and strategies for managing deadlines and streamlining the work involved in summer translations.

Tips 1. Make an inventory of upcoming translation needs

To be able to prioritise correctly and work proactively, it is crucial to gain a clear overview early on of which texts need to be translated before the summer and which translations can wait until you are back from holiday. By analysing both the volume and complexity of the material being planned – from campaigns and launches to internal documents – you can create a structured foundation for further planning. This makes 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 ahead of the summer and which texts can wait until you are back from your holiday.
• Analyse the complexity, scope and language combinations of the material.
• Map out recurring content that can be planned in advance.
• Assess the need for specialist expertise in subject areas or formats.
• Establish a clear overview for effective prioritisation and resource planning.

Tip 2. Plan and set realistic deadlines

Once you have a picture of your translation needs, you can start planning the timing. Begin by identifying the most time-critical projects. When do they need to be finished? This is also about thinking a few steps ahead: will certain texts require further proofreading? Are there other projects that might affect your resources at the same time? Feel free to check with your translation agency to get an idea of what is a realistic deadline, both for you and for those who will be carrying out the translation.

By building in margins and reserving time for quality checks, you avoid having to rush in the final stages. A detailed schedule also helps to identify bottlenecks in advance, making it possible to spread out the workload. It is also wise to keep an eye on periods when multiple projects overlap, so that you can prepare certain parts in advance and ensure that everyone involved knows what is expected of them.

Checklist: Plan and set realistic deadlines

• Set internal deadlines for each document and project.
• Add extra time for quality control and any changes.
• Stagger projects with overlapping deadlines to avoid bottlenecks.
• Prepare certain parts in advance if needed.
• Make sure everyone involved is aware of the schedule and their roles.

Tip 3. Send ready-made texts for translation

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

By delivering a finished product right from the start, you save time and money, and you reduce the risk of errors that could affect the final result. It is also advantageous 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 gladly want access to the footage. The better the background material the translator has, the easier it will be for them to deliver a translation that meets your expectations.

Checklist: Prepare your texts before sending them

• Check that all texts are complete before sending them for translation.
• Please advise on the context in which the text is to be used and provide any reference material, terminology and brand guidelines.
• Structure the text so that it is clear and easy to follow.
• Double check that you are not planning any changes after the deadline.
• For a neater end result – make sure there is space in the layout in case the translation takes up more room than the source language.

Tips 4. Choose the right partner

Choosing the right translation partner can be crucial to the success of the entire project. Here, it is a matter of finding a partner who is not only experienced in your subject area, but who also has the technical resources and established working methods to handle your specific needs. Your translation agency needs to have knowledge of the file formats you use so that the work runs smoothly without creating extra additional work.

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

Checklist: Choose the right partner

• Examine the agency's experience within 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.
• Ensure that they can provide support and guidance throughout the entire process.

Tip 5. Be flexible and prepared for adjustments

Despite careful planning, things can change. Perhaps a product description needs to be altered quickly or a last-minute correction made. Therefore, it is important to have a plan that can cope with minor deviations.

If you set aside a little extra time in your schedule and inform your translation agency about potential changes right from the start, you can minimise stress and handle unexpected needs without compromising on quality. An experienced agency can help you quickly change course if necessary, ensuring you do not risk missing important deadlines. It also gives you, the customer, the opportunity to feel confident that you have support even when things do not go entirely according to plan.

Checklist: Build in flexibility and be prepared for change

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

Tip 6. Work smarter with AI tools for planning

When many texts need to be translated ahead of the summer, it is important to have a good overview and a clear structure. Smart AI tools for project planning can help you internally to manage deadlines, allocate tasks and ensure that everything runs smoothly – without stress. With the right digital tools, you get better control over your translation projects, especially if 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.
✔️With Trello and AI automation, you can create visual timelines and reminders that keep the project on track.
✔️ChatGPT and similar language models can be used to efficiently draft emails, templates, or text summaries – which you then adapt to suit your company's tone.

Checklist: How to use AI tools in 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 phrasing and checklists.
• Make sure everyone on the team has access to the planning tool.
• Consider data protection – choose AI solutions that handle sensitive information responsibly.

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

How Språkbolaget can help

At Språkbolaget, we have over 20 years of experience in helping companies and organisations manage their translation needs. Our team of experienced project managers and language specialists work with various types of texts – from technical documentation and annual reports to creative marketing campaigns. Regardless of industry or language combination, we can provide you with the expertise required to ensure your translations are of the highest quality and delivered on time.