Translation Workflow Integration

What this engagement delivers

Recurring documents translated consistently, with the right words every time

Your terminology, applied

The terminology base is constructed from your own existing documents — the terms your organisation actually uses, in both languages, consistently applied across every translation the system produces.

Human review where it matters

Customer-facing documents, contracts, and anything with legal weight go through a defined human review stage. That boundary is agreed in writing at the start and does not shift.

Integrated into your routine

The workflow fits into how documents currently move through your organisation. Your team does not need a new system — the translation step is added to what already exists.

The situation this addresses

Translation that absorbs more time than the task warrants

Organisations that work across languages often have a steady stream of documents that need translating — internal reports, supplier correspondence, technical specifications, policy updates. These are not high-stakes literary texts, but they still require accuracy and, in your field, they need the right vocabulary.

The usual path is to have a bilingual staff member handle these alongside their primary role, or to send them to an external service. Either approach tends to be slower than it needs to be, and neither naturally carries your organisation's specific terminology from one document to the next.

Where the friction tends to appear

Inconsistent vocabulary

The same term is translated differently by different people at different times, creating inconsistency in documents that go to the same reader.

Bottleneck on one person

When translation depends on one bilingual employee, documents queue when that person is occupied elsewhere. Throughput is constrained by one schedule.

Unclear review boundaries

Without a defined category list, the decision about whether a document needs careful human review is made freshly each time, which is slow and inconsistent.

The approach

Terminology first, then workflow, then review

The engagement starts by building a terminology base from your existing documents — previous translations, internal glossaries, product materials, and correspondence. This gives the system a foundation in the language your organisation already uses, rather than generic equivalents.

At the same time, we produce a category list: a clear written division between document types that can proceed with light review and those that must go through a full human check before leaving the organisation. This list is agreed with your team before the system is set up.

The translation workflow is then integrated into your current document handling. Your team learns where the human review stage sits and what the reviewer is checking for.

Boundary diagram

What the workflow handles and what remains with your reviewers:

Assisted translation handles

Draft translation of recurring documents using the terminology base

Flagging terms not yet in the terminology base for reviewer attention

Routing documents to the appropriate review level by category

Human reviewers retain

Final check on all customer-facing and contractual documents

Adding new terms to the terminology base when they arise

Decisions requiring cultural or contextual judgement the system cannot supply

How the seven weeks proceed

Built around your documents, not a generic template

Weeks 1–2

Terminology base construction

We work through your existing documents to extract terms, build equivalences, and produce a base your team can review before it is used.

Week 3

Category list agreed

A written list of document types by review level — light check, full review, or must not proceed without sign-off. Agreed with your team before any routing is configured.

Weeks 4–6

Workflow integration and sampling

The workflow is connected to your document routine. A sample of translations is reviewed by your team to check for accuracy and terminology gaps.

Week 7

Reviewer training and handover

The people who will review translated documents are walked through what to check, how to add terms, and how to flag anything that needs adjustment.

Investment

¥32,000

Fixed price for the full seven-week engagement. Includes terminology base construction, category list development, workflow integration, quality sampling, and reviewer training.

If your existing document volume is significantly larger than a typical case, or if the language pairs involved differ from Japanese–English, we discuss that before confirming the scope.

What is included

Terminology base constructed from your existing materials and reviewed by your team

Category list defining which documents require which level of human review

Integration into your current document handling routine

Quality sampling with your team to verify accuracy and surface terminology gaps

Reviewer training so your team knows exactly what to check and how to maintain the base

How quality is tracked

What the quality sampling covers

Terminology accuracy

A reviewer checks a sample of translated documents against the terminology base. Any term rendered outside the base is noted and, if the base term was correct, the system's handling is adjusted.

Review stage compliance

We verify that documents are being routed to the correct review level according to the category list. Any document reaching the wrong stage is flagged and the routing is corrected.

Base growth rate

We track how often reviewers need to add new terms to the base. A high rate in the first weeks is normal; a declining rate over the engagement suggests the base is becoming comprehensive for your document types.

Translation quality depends on the volume and consistency of your existing source materials, the complexity of the subject matter, and how clearly the human review stage is applied. The engagement is scoped for organisations with a steady, recurring volume of business documents — not for literary, highly specialised technical, or legal translation where assisted approaches carry different risk profiles.

Our commitment

The category list does not change without your agreement

The boundary between documents that require full human review and those that do not is agreed at the start and remains fixed for the life of the engagement. We do not adjust the review requirements downward during the project — that is a decision your organisation makes, in writing, if circumstances change.

If the quality sampling identifies systematic errors in the draft translations, we investigate and adjust the workflow before the handover. You do not receive a system that is still producing known errors.

Initial conversation

If you have a regular volume of documents that move between Japanese and another language, and you are uncertain whether an assisted approach would suit your situation, we are glad to discuss it before any decision is made.

The conversation helps establish whether your document types and review capacity are a reasonable match for the service. There is no cost and no commitment attached to that discussion.

Arrange a conversation

Getting started

What happens after you get in touch

Step 1

You send a note

A brief description of the document types involved, the language pairs, and a rough sense of the volume your organisation handles each month.

Step 2

We respond within two days

An initial response on whether the situation sounds like a reasonable fit, and a suggested time for a short call if it does.

Step 3

Scope is confirmed

A written statement covering the document types in scope, the languages, and the engagement timeline. No obligation until this is agreed.

Step 4

Terminology work begins

We collect existing documents and begin the terminology base in week one. Access to your previous translations makes the base more accurate.

Translation Workflow Integration — ¥32,000

If recurring translation takes more time than the documents warrant

We are happy to discuss whether an assisted approach suits your document types and review capacity. The conversation carries no obligation.

Get in touch

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Automated scheduling built around your actual constraints — shift rules, skill coverage, individual preferences — with a parallel comparison period. Ten weeks.

View service

Service 03 — ¥29,000

Back-Office Task Review

A department-level census of recurring administrative tasks — frequency, duration, variability, and the judgement each requires — producing an honest picture of what automation could and could not affect. Four weeks.