Behind every high-quality translation stands a great deal of unseen work. What often looks like a straightforward task is, in reality, a carefully structured and sometimes demanding collaboration between our project management team, translators, reviewers, and clients. At NN Translations, we know that precision, consistency, and compliance are non-negotiable in the medical device industry – that’s why our relationships with our translators are built on trust, clarity, and professionalism. 

Because we work in many languages and highly specialized fields, we maintain a broad network of linguists. But for each language combination and subject area, we rely on a small group of preferred translators. These are experts we know, who have proven experience in exactly the type of content we receive – regulatory documentation, labeling, IFUs, clinical evaluation reports, or patient-facing materials. We also take into account each translator’s availability, workload, and comfort with specific subfields before assigning a task. 

Before we send any material for review, we first make sure confidentiality is fully safeguarded. Every translator we work with signs both a Non-Disclosure Agreement (NDA) and a Translation Agreement. These documents define strict confidentiality rules, outline the vendor’s responsibilities, and clarify our quality expectations and payment terms. Only after everything is agreed in writing do we share the client’s source files and reference materials. 

Next, we look closely at the translator’s background – their CV, professional memberships, references, and previous experience. For highly regulated areas like medical devices, we also use a specialized subfield experience quiz to identify their expertise in specific product categories. So if a project is related to infusion systems, for example, we can immediately select the most suitable linguist from our database – someone who has already worked in that exact area. 

Why is good planning essential?

Good planning is essential for smooth delivery and consistent quality. We start by estimating when we will receive the final files from the client (which is not always predictable), and then we contact the right translators, reviewers, proofreaders, QA specialists, and DTP experts to confirm both their availability and their familiarity with the topic. Once everyone is on board, we create a realistic project timeline and communicate it to the client. 

Of course, timelines sometimes shift. A client may confirm a project two or three days later – or even two weeks later. When that happens, we often need to go back and contact everyone again, because some of the originally selected linguists may now be on holiday, unavailable, or busy with another project. This extra coordination is time-consuming, but it’s necessary to protect quality and deadlines. 

Before any translator starts working, our internal team prepares the essential project resources. We create and validate a glossary, finalize style guidelines, prepare and gather all relevant references, and compile all available client translation memories. These materials are shared with the linguists together with clear project instructions that outline the scope, formatting rules, and client-specific requirements. This way, every translator knows exactly what to follow and can organize their work properly. 

All of these steps – planning, selection, preparation, and quality control often remain invisible. But they are precisely what ensures that the final translation is consistent, compliant, and aligned with the client’s expectations and regulatory requirements. 

At NN Translations, we believe that success in medical device translation is not only about linguistic excellence. It’s also about systems, processes, and long-term relationships – between us, our vendors, and our clients

Would you like us to cover a specific topic next time? 
We’re always interested in what matters most to medical device manufacturers and their partners. Whether you want to know more about translation workflows, terminology management, linguistic validation, or regulatory documentation, tell us what you’d like to read about in our upcoming newsletters. 

 Write to us at info@nntranslations.com 

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