It’s a common challenge: you’ve invested in a translation provider, but quality issues are cropping up, and costs aren’t aligning with your expectations. Despite a longstanding relationship, performance and reliability may have slipped, leaving you wondering if it’s time to explore new options.
But where to begin? Changing translation providers can feel daunting, especially if your current provider controls valuable assets like your Translation Memory. At 360 Smart Lingo, we call this a *Translation Hostage Situation*—and while it’s a tough spot, there are practical steps to regain control.
1. Review Your Contract Terms and Cancellation Clauses
– Start by reviewing your existing agreement, specifically any cancellation terms or clauses, to understand your rights and obligations. This step ensures a smooth transition process and sets the stage for requesting essential resources from your current provider.
- Secure Key Linguistic Assets
– Ask your provider for your Translation Memory (TM) and Terminology Glossary in an industry-standard format (such as XLIFF). These assets represent a substantial investment, and securing them ensures continuity and cost-efficiency with your new provider.
- Verify Compatibility with Your New Provider
– Once obtained, have your new provider validate the files to confirm they’re compatible with their translation system. This proactive step can help avoid potential setbacks.
- Outline Past Challenges and Set Clear Expectations
– Reflect on any issues experienced with your previous provider and outline your specific needs with your new one. Setting clear expectations around quality standards, timelines, and communication protocols will pave the way for a productive working relationship.
5. Establish a Service Agreement
– Collaboratively create a Service Agreement that defines roles, responsibilities, and costs, ensuring mutual accountability and transparency.
6. Conduct a Transition Kick-Off Meeting
– A dedicated kick-off meeting allows you to discuss the transition timeline and allocate responsibilities between both providers. Use this time to confirm milestones, expected outcomes, and channels for regular communication.
7. Notify Your Current Provider
– Notify your current provider via email and phone about the impending transition. Sharing the official handover date and setting clear expectations for ongoing support until that date is essential for a smooth handover.
8. Implement the Change
– With planning in place, you can make the change confidently, knowing you’ve taken the steps to protect and optimize your investment.
Transitioning translation providers doesn’t have to be a roadblock. By following these steps, you’ll navigate the shift efficiently, preserving the linguistic assets you’ve invested in along the way. *360 Smart Lingo* stands ready to support you through the process, even if your new provider isn’t us. We believe in the power of fair, client-centered service to uphold the standards of our industry.
