The Project Flowchart – the key to a structured way of working

The Project Flowchart – the key to a structured way of working

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Used internally for new hires, this rather simplistic flowchart exemplifies the key stepts, resources and processes within a standard translation project at Penini Translations, from customer request to final delivery and feedback. This is also the base for our Value Steam Mapping, where we go even more into detail looking at duration of each step, idle time, reaction time, repetitive actions, unnecessary actions for continuous improvement purposes.

! Please note that in case of more complex translations requests (i.e marketing campaigns) additional steps/processes are required as to include localization/transcreation, desktop publishing etc.

Explaining the flow:

Translation Requests

When  Penini Translations receives a translation project, it is asigned to the Dedicated Project Manager of the customer sending the request.

The files are analyzed by the Project Manager  for pricing, timelines, potential problem areas and any special client instructions. Following client approval, the Project Manager then selects a translator and a proofreader, establishes a timeline for each delivery and sends  the team all relevant project details, source material for translation and any special (customer specific) instructions.

The Project Manager will monitor the entire process as to be aware of any technical issues or any other aspects as to foresee and take timely measures  to avoid risks and make sure the project is to be delivered on time and on budget.


Under no circumstance are any open source machine translation tools – such as
Google, Bing, ChatGPT – permitted for use during the translation process.

Translator will make use strictly of his/her own acquired knowledge, terminology material, reference material or Translation Memories created by Penini Translations from past projects for the same customer.
Once finalized, the translation will be handed to the proofreader.


All translations handled by Penini Translations are proofread. Unless otherwise agreed, this
involves a direct collaborative effort between translator and proofreader to resolve any
questions or differences of opinion concerning the translation. After reviewing suggested
proofreader changes, the translator submits the final version together with the ‘redline’

(also known as ‘track changes’) files as evidence of proofreading to the QA team.

Final Quality Review

All translations are subject to a final in-house quality check by Penini Translations to control
– Missing translations (e.g. header/footer information)
– Errors and omissions (dates, numbers etc.)
– Correct layout
– Adherence to any special instructions

Translation Delivery

After all stages have been completed the final version of the translation is received by the Project Manager and sent to the customer.


Upon delivery, the Dedicated Project Manager and the customer will agree on a timeslot for a short feedback session. Feedback will be related to overall quality of the translation and terminology, how specific instructions were respected, but also related to communication, speed of response and speed of delivery.

The collected feedback is then analyzed in a recurrent internal meeting and used as guidance for further improvements.