Prepare the brief
Specify source and target languages, purpose, volume, timing and receiving requirements. Start with a redacted sample if appropriate, then agree how complete files will be received.
Explore this topicGive queries, changes and review comments a clear route
Coordination often centres on unfinished source material, comments from several departments and new uses introduced during the project. Business project leads, institutional coordinators and individual clients can use a decision record to distinguish confirmed instructions from outstanding questions, keeping discussions connected to the actual files.
Use a query list for unresolved content
When an attachment is missing, an abbreviation is unexplained or an image conflicts with the text, each query should identify the file, page or passage and the decision needed. Nominate someone who can confirm the subject facts, alongside any contact who forwards messages. Responses should retain the original question and state where the decision applies, including whether it governs the same term in other files. Agree whether unresolved content should remain marked, await additional material or be held for confirmation.
Describe source updates as identifiable changes
When replacing a source during the project, supply the new file, identify the version it replaces and describe deletions, rewrites, additions and attachment changes. A new filename alone does not establish what changed, and even a short edit may affect contents lists, terminology and other languages. Review the impact on completed work before agreeing the next action. Passages awaiting final approval can be marked separately to prevent successive drafts from being mixed into the same work batch.
Consolidate comments into actionable feedback
Reviewers can annotate the agreed version with locations, proposed wording and reasons, after which the project contact consolidates duplicate or conflicting comments. Distinguish factual corrections, wording preferences and added content; edits from different versions should not simply be combined. State whether approved names and style choices apply to later files. When a change affects a document set, list the files concerned so the revised text, tables and attachments remain aligned.
Confirm scope and review
List the main text, attachments, layout and supporting work; agree contacts, references and questions requiring confirmation, distinguishing language review from subject judgments.
Explore this topicDeliver, review and update
Identify versions, delivery lists, feedback channels and the revision scope. Reconfirm workload and scheduling when source files change or new content is added.
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Confirm the project details
Can we discuss a project before all source material is final?
A file list, representative sample and description of expected changes can support an initial assessment. Identify approved material, content still subject to change and the person responsible for issuing the final version. Whether work can begin in batches depends on content dependencies, review arrangements and the impact of updates.
How should we respond when reviewers disagree?
First establish which internal reviewer has decision authority, then issue a consolidated conclusion. Alternative views can remain available for discussion, but distinguish proposals from approved instructions. For disputed subject facts, provide the supporting reference before the wording is finalised.