For each translation job, we adhere to the following procedures:

Job allocation

Each person involved in a job for one of our clients undertakes a discrete role. Each of the following jobs is assigned to a different person:

  • Translation
  • Editing + Creation and maintenance of glossaries
  • DTP + HTML authoring
  • Proofreading

The same person may work both as a translator and a reviewer or both as a DTP specialist and proofreader, but never on the same job. This way we ensure that each stage is processed by at least two different persons, adhering to all relevant guidelines with no risk for deviations.


The first important step is the selection of an appropriate translator, depending on the language combination and the particular needs of each translation.

Even for the smallest and seemingly trivial translation, we begin with a search on a variety of sources, regarding the subject matter and most appropriate terminology.

After the actual translation, this is always edited by a second translator, who is also well familiar with the subject matter and the languages.

We pay particular attention to the special needs of our customers who certainly know their products and services better than anybody, so there is a final stage of implementing the client’s remarks, when needed, at no extra charge.

Detailed instructions

We maintain and use a complete series of instructions covering the following topics:

Language guidelines and conventions:

  • Instructions on the correct usage of Greek according to standard grammar and syntax rules
  • Common language mistakes and how to avoid them
  • Words with ambiguous spelling and which version to prefer for technical documents
  • Deviations from these particular conventions for certain large-volume clients

Correct usage of software

  • Rules for correct configuration of software for minimal intervention in clients’ files (preservation of formatting, correct font substitution, barring unwanted features)
  • Tips and tricks for more productive usage of software/utilisation of several features
  • Specific guidelines for handling ‘tagged’ files
  • Guidelines for usage of Internet related software (for file uploads/downloads, e-mail, etc.)

Job monitoring

A number of forms are being completed by all people working on a project.

The translators and reviewers fill out a form with points such as Grammar and Style, Localisation issues, Adherence to project glossary, Completeness of translation, Adherence to specific project guidelines, etc. The DTP specialists-HTML coders and proofreaders fill out a form with points such as adherence to layout guidelines, Localisation issues, etc.

The forms used by reviewers and proofreaders also contain a section on problems found during editing/proofreading. These serve as a measure of project quality and help us in identifying problems and solving them.


Where possible, all people involved in a project are trained in the use of the relevant product/software. This is a step that precedes all localisation activities. This way, they can better understand the concepts they are translating about, feel more familiar with all relevant components and tasks and have a better idea of the User Interface when it comes to translating its components.

Constant on-the-job training is offered to both in-house personnel and freelance contractors.

In addition, we hold regular training sessions for all software tools we use for their optimal utilisation by all people involved.

Glossaries and translation memories

We create and maintain our own glossaries for each job and each client. These help us both in finding proper terms and in meeting each client’s specific requirements.

In addition, when this is justified by the volume and regularity of jobs by each customer, we also maintain relevant translation memories.

Thanks to our appropriate maintenance and usage of glossaries and memories, our clients enjoy:

  • Consistent use of their approved terminology
  • Easy reference to previous translations of the same client and location of context in the case of updates
  • Easy updates of new versions of documentation and other types of texts
  • Internal consistency and consistency between jobs
  • Increased quality thanks to easier terminology searches, enabling us to focus on translation work


We treat even the smallest job professionally and seriously. You do not have to specifically request that your material is regarded confidential, this is always the case. In addition, all people participating in a given project sign a standard NDA (Non-disclosure agreement) provided by Glossa or by our customers, to secure confidentiality of the project and that the use of any tools provided for the project will be made strictly for the project. Finally, we make specific agreements with our clients, as requested, and ask our associates to sign corresponding agreements


As of the moment we are assigned each job, we are in constant contact with our clients, updating them on the progress of the job, while interacting with them for the resolution of terminology issues. Depending on the size of each job, we address terminology and relevant issues, in various ways. For example:

  • We agree on the use of particular established standards or glossaries
  • We prepare a glossary and submit to the client for approval, before the translation stage.
  • When this is approved or amended, we proceed with translation.
  • We schedule meetings with the customer at various stages of the assigned job, discussing with the client’s personnel terminology issues, approved translations for advertisements and other important texts, etc.
  • We make field trips to the client’s facilities so as to get familiar with their products and services.

Whenever there is any issue, we ask for the client’s opinion and final decisions.