How our project managers ensure the perfect balance between client expectations and quality in medical translation

At Novalins, our project managers play an essential role in ensuring that every translation project meets the high standards our clients expect. Managing multiple elements at once, from deadlines and quality control to communication between clients and translators, is part of their everyday routine. However, what makes their work stand out is the way they consistently deliver results on time, without compromising the quality that defines our services. Let’s take a closer look at how our project managers navigate these complex processes to ensure the best outcomes for both our clients and translators.

Tight deadlines, without compromising quality

Medical translation projects often come with tight deadlines that leave no room for delays. Our project managers are experienced in breaking down larger projects into smaller, manageable sections, sometimes assigning multiple teams to ensure timely delivery. This way, we can meet client deadlines without ever sacrificing quality or consistency.

A common challenge we face is adhering to the five-day deadline set by health authorities like the European Medicines Agency (EMA). When updates to product information are required after regulatory actions—such as the approval of a variation or a renewal—marketing authorization holders must submit these changes within this strict timeframe. To manage this, our project managers initiate a preparation phase well before the project kick-off, ensuring that everything is in place to complete all translations within the five-day window.

What happens behind the scenes is meticulous coordination. This attention to detail allows us to maintain consistency, even when different translators work simultaneously on multiple languages or sections of the project. By preparing early and assigning the right resources, we ensure that even under tight deadlines, our clients receive high-quality, compliant translations on time.

Working with multiple tools and technologies

Another key aspect of our project managers’ work is their ability to adapt to various technological environments. Our clients often have their own Translation Management Systems (TMS), and we frequently work within those platforms to streamline the process. Our project managers are comfortable using different tools—whether they are clients’ proprietary systems, our own CAT tools, or new AI technologies that help improve productivity.

Additionally, when required, our team reviews translations directly within our clients’ systems. This adaptability allows us to integrate seamlessly into each client’s workflow, saving them time and ensuring that the final product is aligned with their internal processes.

Strict quality processes

At Novalins, quality is never negotiable. All our projects, regardless of size or complexity, are carried out according to strict quality standards, including those outlined by the ISO certifications we hold. Our project managers play a crucial role in ensuring that these processes are followed at every stage of the project.

From initial client consultations to the final delivery, they ensure that translations are carefully reviewed, not only for linguistic accuracy but also for technical consistency and regulatory compliance. This commitment to quality is essential, especially in the medical field where the smallest errors can have significant consequences.

Selecting the most suited translators for each project

The right translator can make or break a project. That’s why our project managers take extra care to select linguists with the most relevant expertise for each assignment. In the field of medical translation, there are many subcategories — such as medical devices, pharmaceuticals, and MedTech — each requiring translators with specialised skills and experience. An excellent pharmaceutical translator may not be the best fit to translate a medical device manual or a patient’s medical record, and vice versa.

Our project managers carefully evaluate the specific requirements of each project, considering both the medical specialisation involved and the target market. They assign translators who not only have proven experience in the relevant medical field but also a deep understanding of the regulatory and technical nuances of that particular subcategory. By selecting the most suited linguists for each type of project, we ensure that our translations meet the highest standards of accuracy and compliance, tailored to the unique needs of our clients.

Collaboration across teams

Effective collaboration is at the heart of every successful translation project. Our project managers are not only in constant communication with the client, but they also serve as a bridge between the sales team, translators, and quality assurance team. This ensures that everyone involved in the project is aligned with the client’s needs from the outset.

Through this collaboration, our project managers ensure that client expectations are clearly understood, communicated, and delivered. By working closely with both internal teams and the client, they create an environment where all parties can focus on producing the best possible result.

Flexibility and adaptability: a must-have skill for our project managers

Medical translation suppliers must recognize that clients come with a variety of needs, requirements, and technical demands. Applying the same process or workflow to every project is not an option. The key is to understand how each client operates and find ways to adapt strict quality processes to fit within their workflow. This ensures that the translation provider becomes a real partner, seamlessly integrating into the client’s operations while still meeting the industry’s rigorous quality standards.

At the heart of this flexibility are the project managers, who play a critical role in listening to the client’s needs and adapting processes accordingly. It’s their responsibility to make sure that every aspect of the project aligns with the client’s expectations, whether it involves working with specific technologies, adjusting to tight deadlines, or ensuring compliance with unique regulatory requirements or stylistic preferences.

Project managers must be prepared to tailor their approach to each client, demonstrating the flexibility and adaptability necessary to meet evolving demands while always maintaining the high standards of quality and accuracy required in the medical translation industry.

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In conclusion, the skills and dedication of our project managers are essential to the success of every translation project at Novalins. Whether it’s managing tight deadlines, adapting to client-specific workflows and technologies, or ensuring the highest quality standards, they consistently deliver results that meet our clients‘ needs. Their ability to balance multiple tasks while maintaining clear communication, flexibility, and adaptability is what makes them—and Novalins—stand out as trusted partners in the world of medical translation.