The challenge

Managing a complex, evolving and large-scale translation project

The project involved a large request for proposal spanning nearly a year, with frequent weekly updates, successive validation rounds and the integration of existing content. Internal communication and translation teams did not have the capacity to absorb such a workload without disrupting their day-to-day operations.

Significant coordination challenges also had to be addressed: multiple source languages, contributions from technical writers, approval cycles, rigorous version management and the need to ensure full content equivalence across the three final languages.

Our solution

A tailor-made setup, acting as an extension of the client’s team

DTS set up a dedicated team consisting of a single project coordinator and eight translators. Working closely with the client’s internal Project Manager and technical experts, a secure collaborative SharePoint environment was deployed to centralise documents, streamline communication and ensure strict version control.

Specialised tools were also implemented to track changes, maintain terminological consistency and perform quality checks. The DTS coordinator played a pivotal role as a trilingual single point of contact, consolidating questions, coordinating responses, monitoring progress and ensuring smooth communication between all stakeholders.

This operating model included a weekly follow-up meeting focusing on delivered documents, outstanding questions and new updates, as well as a dashboard providing clear, real-time visibility into the project’s status.

In practical terms, the client had only one action to perform: uploading new documents or updated versions to SharePoint. DTS then took full ownership of the entire downstream process.

The result

A consistent RFP, delivered on time and without internal overload

The RFP was successfully finalised and published in the three languages – French, Dutch and English – with fully aligned content, validated linguistic quality and deadlines fully met. Throughout the project, internal teams were able to continue their usual activities without being burdened by the operational management of multilingual translation and coordination.

By taking charge of both coordination and translation, DTS enabled this public-sector organisation to secure the publication of its RFP through a turnkey, flexible and structured approach.