In long jobs change is unavoidable: the source text is updated, the scope widens, priorities shift. The problem is not the change itself but its being accepted without being managed. Requests that look small add up and silently upset the plan.
Types of change
A change to the source text, a widening of scope and a shift of priority are different types. Each has a different effect. The distinction is made.
Source text update
If the text is updated while the job is in progress, the completed sections are gone over again. This means additional time and effort. The effect is calculated.
Changes arriving marked
The updated text is requested with the changes marked. An unmarked text has to be compared from the beginning. The request is made.
Extracting the differences
The difference between the two versions is extracted with a tool and a list is drawn up. The list becomes the basis of the scope. The method is defined.
Identifying the sections affected
Whichever sections the change affects are marked. Unaffected sections are not reworked. The scope is narrowed.
Widening of scope
Adding a new document or section is a change of scope and requires a fresh agreement. It is not accepted silently. The process is followed.
Written approval
Every change is approved in writing and recorded. A verbal acceptance is disputed later. Approval is mandatory.
Effect on turnaround and cost
The effect of the change on the plan is calculated and reported to the client. Behaving as if there were no effect produces delay. Transparency is kept.
Accumulation of small changes
Requests that look insignificant on their own add up and upset the plan. Each one is recorded. The total effect is made visible.
Change record
What changed when, and who approved it, is recorded. The record later serves as a basis. Order is maintained.
Version numbering
Every change produces a new version, which is numbered. Files circulating under the same name get mixed up. The rule is applied.
Announcing it to the team
The change is reported to the whole team and work on the old version is stopped. If the notice is late, effort is wasted. The announcement is made quickly.
Effect on term decisions
Some changes affect term decisions too. The list is updated. A retrospective scan is carried out.
Freeze point
It is agreed at the outset that no change will be accepted after a certain stage. A door left open until the last moment makes delivery impossible. The point is written down.
Requests after the freeze
Requests that arrive after this point are assessed as a separate job. The current delivery is protected. The method is explained at the outset.
Urgent changes
Some changes are mandatory and are applied quickly. In this case the calendar is rebuilt. The decision is made together.
Summary of changes at delivery
The delivery letter summarises which changes have been applied. The summary allows the client to verify them. The record is closed.
What the frequency of changes means
A document being updated frequently while the job is in progress shows that the document has not yet settled. In such cases, waiting for the text to be finalised before starting the translation may shorten the total turnaround. This assessment is shared openly with the client.
The next step
Once the text has become stable, the review stage begins. A text that keeps changing cannot be reviewed. The order is kept.