By Konstantinos Menyktas
One of the most challenging aspects of being a professional translator and interpreter is educating clients about the nuances and complexities of the job. Unlike tangible products, translation and interpreting services are often misunderstood; with many clients assuming that the process is a piece of cake, thanks to AI and automated tools. However, these misconceptions don’t take into account critical elements like expertise, cultural nuances, domain-specific knowledge, research, and the time and effort required to deliver quality results. Here’s a guide to effectively educating clients and businesses, particularly in a B2C context:
- Understand the Client’s Cultural Background
Respectful Communication: Always begin by asking clients how they prefer to be addressed, including their preferred pronouns, where culturally appropriate.
For example:
United States, Canada, Australia and UK: A direct and relaxed approach is often appreciated, including questions about pronouns, which show respect for diversity.
France and Spain: Formality is essential, and questions about pronouns are preferable, depending on the case.
Russia: Formality is essential, and gender-related pronouns or casual communication may not be widely accepted in professional settings.
Video Call Etiquette: Tailor your approach to the client’s cultural norms during virtual meetings. Regardless of the country, professionalism and politeness are universal standards.
- Offer a Consultation Call
Initial Discussion: Offer a brief consultation to understand the client’s needs, answer questions, and provide clarity about your services.
Provide details about the services: Determine if they require a full translation, a review, or perhaps a summary, as some clients may not be aware of alternative or more cost-effective options.
Project Scope: Discuss deadlines, scope, and any additional services they might be needed, ensuring they have a clear understanding of the process.
- Provide a Clear Quote
Detailed Breakdown: Include a clear breakdown of services, costs, deadlines, and payment terms in the quote.
For instance:
- Explain why a 30-40% advance payment is necessary for larger projects.
- Clearly outline when payments are due, including milestones for larger projects.
- If you have a website, direct clients to the terms of service, ensuring they agree to the conditions.
- Maintain Open Communication
Project Updates: Stay in touch with the client throughout the project, addressing questions promptly and requesting deadline extensions when necessary, with clear reasoning. For example, when it comes to specialized fields, like legal or medical translations, gather questions and consult with clients to ensure accuracy (if they are doctors or lawyers) or consult with an expert. This demonstrates professionalism and dedication to delivering high-quality results.
- Address Pricing and Negotiations
Explain Value: If clients attempt to negotiate prices, provide a clear explanation of your rates, emphasizing the expertise and time involved.
Offer Alternatives: When possible, suggest adjustments to reduce costs, such as limiting the scope or opting for summaries instead of full translations.
Feel free to offer a small discount as an incentive for first-time clients or provide occasional small discounts on large projects to strengthen the relationship with your client. However, this tip is not always necessary, as it depends on your profit, expenses and relations you have built with your client.
- Foster Trust and Long-Term Relationships
Personalized Service: Tailor your approach to each client’s needs while maintaining professionalism. This builds trust and confidence in your services.
Mutual Respect: Show clients that you value their business, just as you expect them to respect your expertise and effort.
Educating clients is a vital part of a translator and interpreter’s role. By taking the time to explain the complexities of the profession and maintaining open, respectful communication, you can build strong, long-lasting relationships with clients. This not only enhances their understanding of your work but also establishes your reputation as a reliable, professional partner.
A few words about the author…
Konstantinos Menyktas is a freelance translator, proofreader, and interpreter with expertise in law, economics, article translation & writing, and subtitling. He runs his own freelance business, partnering with individual clients and medium-sized companies in Greece. Outside of work, Konstantinos enjoys attending theater plays, watching films, and staying active through regular workouts. He is also a dedicated volunteer with the Panhellenic Association of Professional Translators Graduates of the Ionian University (PEEMPIP).
