Choosing HR Translation Services: What to Consider and Why

Discover why incorporating Human Resources translation services could be a game-changer for your company and how it could enhance your global workforce management.

The world is getting smaller — at least in the business world. Teams are more global than ever, with folks collaborating across borders and bringing their unique talents to the table. While this is great for diversity and innovation, it throws a curveball at a department that thrives on clear communication: Human Resources (HR).

Here’s the thing: not everyone speaks English as a first language. This can create a communication gap when it comes to important HR documents such as employee handbooks, company policies, and those oh-so-fun (but critical) labor law posters.

Topics covered in this article:

HR Translation Benefits
When HR Should Consider Translating Policies
Translating Employee Handbooks (and other important documents)
Multilingual Workforce Labor Law Poster Requirements
General Best Practices for Translating HR Documents
Localizing Content for International Employees
Finding the Right Professional HR Translation Service Provider

HR Translation Benefits

HR translation ensures everyone understands company policies and procedures. But there are a few main benefits the company will experience when translating critical employment documents:

Reduced Legal Risk: A clear and accurate translation of your essential documents ensures all employees understand their rights and responsibilities, potentially reducing the number and severity of legal disputes.
Boosted Employee Morale: Feeling valued and included through accessible company documents means happier and more engaged employees.
Empowered Employees: Accessible documents foster a sense of belonging and increase employee satisfaction.
Enhanced Compliance: Multilingual posters demonstrate your commitment to fairness and compliance (even they’re if not mandatory).
Improved Talent Acquisition: Translating recruitment materials and job postings helps attract a diverse pool of candidates, ensuring that top talent from various linguistic backgrounds can understand and engage with your company’s opportunities.

From translating safety courses, to fostering an inclusive culture, to meeting Language Access requirements, investing in Human Resource translation services is a step in the right direction.

When HR Should Consider Translating Policies

We hear this question often: at what percentage of employees who speak another language should you consider translating policies?

Let’s face it: waiting until everyone’s struggling to understand the latest company policy isn’t ideal. A good rule of thumb is to consider translation when your workforce hits 10% non-native English speakers. But it’s also a good idea to be aware of legal compliance requirements for your company’s industry, state, federal, and global customers.

Example: The state of California requires a company to translate its policies if 10% or more of its workforce speaks a language other than English.

At the time of this writing, Arizona, California, Connecticut, Washington, D.C., Illinois, New Jersey, New Mexico, New York, and Tennessee also have language regulations. However, regardless of the state, it’s important to confirm with legal counsel and your compliance team if a language requirement applies to your organization.

Employee Surveys for Discovering Internal Language Barriers

Proactive planning ensures everyone’s on the same page from the get-go. Here’s a cool trick: conduct a quick survey to gauge employees’ preferred languages and languages spoken at home. This will allow you to focus your resources on the languages that matter most to your people.

Think of it like this: clear communication keeps your company running smoothly. By translating things early on, you’re making sure everyone is on the same page and can do their best work!

Translating Employee Handbooks (and other important documents)

Employee handbooks are rulebooks for your team, outlining expectations, rights, and responsibilities. If a significant portion of your workforce can’t understand the handbook, that’s a problem. Translating employee handbooks is critical for multinational companies. Here is our complete guide to translating employee handbooks.

The employee handbook is a crucial document, but it’s not the only one that benefits from translation. Here are some additional documents you might consider translating for a multilingual workforce:

Onboarding Materials: New employee orientation documents and training materials should also be translated for a smooth onboarding experience and to ensure all employees understand expectations from the start.
Performance Reviews: Translated performance review forms ensure clear and fair evaluations for all employees, regardless of their native languages.
Company Policies: Translate anti-discrimination, harassment, and other company policies to foster a safe and inclusive work environment. Understanding their rights and responsibilities creates a level playing field and promotes a more positive work experience for all.
Talent Acquisition Materials: Translating job descriptions, engagement surveys, and internal intranet site content ensures all potential and current employees have access to crucial information, helping to attract a diverse talent pool and foster an inclusive workplace.

Read the Ultimate Guide to Translation for Human Resources for a complete list of documents to consider translating.

Multilingual Workforce Labor Law Poster Requirements

What about those labor law posters hanging around the break room?

The U.S. Department of Labor (DOL) does offer various labor law posters that employers must display (https://www.dol.gov/general/topics/posters), but most are only available in English.

There is no Federal requirement to provide labor law posters in languages other than English. However, again, it’s important to be aware of and compliant with other governing bodies that apply to your state and industry.

This article indicates that there are at least 43 states that encourage and publish bilingual Labor Law posters, which indicates a strong recommendation for multilingual HR documents.

Exceptions to Multilingual Labor Law Posters

While Federal regulations generally don’t require translating labor law posters, there’s an exception for the Family and Medical Leave Act (FMLA). The FMLA requires employers with a significant portion of non-English speaking workers to provide the general notice in a language their employees understand (https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-C/part-825). This regulation offers a clear standard for FMLA posters in multilingual workplaces.

State and Local Laws: Check Your Corners

Federal rules might be a bit relaxed on multilingual posters, but that doesn’t mean your state or city doesn’t have stricter guidelines. It’s always best to double-check what your local laws say about labor law posters and languages. The DOL’s Wage and Hour Division is a good starting point to find relevant state-specific information (https://www.dol.gov/agencies/whd).

General Best Practices for Translating HR Documents

Here’s the bottom line: even if the law doesn’t require it, creating an inclusive workplace in which all employees feel informed and empowered is a best practice. It shows you care about clear communication and compliance.

Finding a qualified translation service is crucial for accurate and effective HR document translation. Here are some general best practices to follow when you begin considering translating HR documents:

Provide Labor Law Posters in Multiple Languages: The DOL actually offers downloadable versions of their posters in various languages (https://www.dol.gov/general/topics/posters). While not mandatory, it’s a simple and effective way to make sure all employees have access to the information they need.
Think Beyond Text: Pictures are worth a thousand words, or at least they can help bridge the language gap. Consider using pictograms or other visual aids on your posters to make the information easier to understand.
Audio and Digital Options: Maybe some employees prefer to learn by listening or reading on a screen. Explore providing the information in audio or digital formats, and make sure these are available in multiple languages as well.
Industry Expertise: Look for a service with experience translating HR documents and familiar with your industry’s specific terminology. This ensures accurate translations that capture the nuances of your company policies and procedures.
Cultural Nuances: A good translation service understands the importance of cultural sensitivity. It will consider cultural differences when translating the handbook and other HR documents to avoid misunderstandings. This will help ensure the message resonates with your employees.
Confidentiality: Critical considerations would be:
1. Does the translation company offer a Non-Disclosure Agreement (NDA) to keep your information private?
2. Is the company using public AI translation services that might share or repurpose your proprietary information beyond translation?

Localizing Content for International Employees

It’s not just about swapping words. A joke that cracks you up might fall flat with your colleagues in Tokyo. The same goes for work documents. HR translation goes beyond basic translation—it’s about localization. This means adapting your content to your target audience’s specific cultural context and linguistic nuances. For example, translating a harassment policy for a team in France might require considering legal differences and cultural norms compared to the U.S.

Okay, so how do you actually tackle finding the right HR translation services for your company?

Here are some best practices to keep in mind when searching for a translation service:

Work with a professional HR translation service: They will have the expertise and resources to handle the complexities of legal and HR terminology. For example, Interpro only works with experienced translators who are native speakers of the target language to ensure the best localization of your content. Interpro holds two ISO certifications that demonstrate our commitment to quality translation and customer service.
Maintain consistency: Use the same translation partner and style guide for all your HR documents. This ensures a clear and consistent voice across your communications. We recommend this with an HR multilingual glossary to keep HR-specific terminology standard across documents and languages.

Prioritize accuracy: Make sure your translation service will double-check everything to avoid any misunderstandings or mistakes. The Interpro methodology involves a translation process with several layers of quality assurance, even offering certified HR translations if needed.

Fostering a Language-Inclusive Workplace

Let’s be honest, translation can be tricky. There are legal terms to navigate, confidentiality concerns to understand, and cultural sensitivities to consider. But by working with a professional service and following these tips, you can minimize potential risks and ensure your workplace communications are accurate and clear in all the languages your team speaks.

Investing in HR translation services isn’t just about compliance, it’s about creating a more inclusive and welcoming work environment for your entire team. Happy employees are productive employees, and clear communication is key to employee happiness.

In summary, navigating a multilingual workforce requires clear communication. Qualified HR translation services bridge the language gap, ensuring everyone understands company policies, handbooks, and even labor law posters.

Ready to take action?

Survey employees and identify the most spoken languages in your workplace.
Partner with a qualified translation service experienced in HR and cultural nuances. Interpro offers complimentary localization consultations if you’re ready to start translating but don’t know where to begin.

Investing in HR translation isn’t just about checking a box; it’s about creating a truly inclusive work environment in which everyone feels valued and empowered to succeed.