Beyond barriers: best practice tips for translating emergency information

When emergencies strike, clear communication saves lives. Yet, accessing critical information remains challenging for many culturally and linguistically diverse communities.

My Churchill Fellowship took me to Switzerland, the USA, Japan and New Zealand, where I discovered simple yet powerful ways of translating emergency information - because no one should miss out on life-saving knowledge when it matters most.

In an emergency, equipping people with the right information at the right time can save lives by helping them make informed decisions to stay safe.

Effective translation models

While translation is not common practice globally, the most effective models balance quality, speed and cultural relevance.

New York City, USA: Template-based approach

New York City Emergency Management provides warnings in 12 languages plus sign language through their NotifyNYC app. Their approach includes:

• Over 2,000 professionally translated templates;
• Simplified English versions created before translation;
• Community testing and regular refinement.

"We learned that we had to simplify the English version first, then send it to the translators," one NYC representative explained during my visit, pointing out that sometimes, the complex language used in warning products makes translation challenging.

Santa Barbara, USA: Message assembly and cultural brokers

Santa Barbara County uses a simple but effective spreadsheet-based Message Assembly Generator that helps quickly construct translated emergency messages. One of the distinguishing features of their approach is the integration of cultural expertise:

• A translation working group reviews terminology;
• "Cultural brokers" from local organisations ensure messages resonate culturally;
• Audio versions are created for Indigenous languages without written forms.

Boston, USA: Policy-driven framework

Boston's Language and Communications Access Ordinance mandates translating of public information into any language spoken by at least 5% of the population or 1,000 individuals, whichever is less. This comprehensive framework includes annual surveys, public listening sessions and transparent reporting through a public dashboard.

Getting started: practical steps

Building translation capability doesn't require massive resources. It requires a willingness to be resourceful and take small steps in the right direction. Here's how to start:

1. Start simple: Identify your most used messages, or message components.
2. Build a foundation: Arrange professional translation of standard warning levels and terminology, focusing initially on two or three key languages.
3. Verify accuracy: Have translations checked by native speakers.
4. Create templates: Develop basic templates for common scenarios.
5. Establish relationships: Connect with translation services before emergencies occur.
6. Leverage internal resources: Identify multilingual staff who could assist with reviews.

Best practices for quality

Throughout my research, several key practices emerged that consistently led to higher quality translations in emergency contexts:

• Simplify before translating: First, create plain-language versions in your country's official language or languages.
• Consider cultural context: Work with cultural advisors to ensure cultural relevance and appropriateness.
• Test with target communities: Seek regular feedback to refine translations.
• Develop quality control processes: Establish clear protocols for review of translations before they are used in active emergencies.

Beyond technology: the human element

While machine translation advances rapidly, technology alone cannot solve emergency translation challenges. Effective translation requires both technical capability and human connection.

Practitioners in Switzerland discovered this when testing automated translations. In one case, evacuation advice was mistranslated, directing people toward danger rather than away from it - a potentially deadly error that human oversight would have caught.

The most successful approaches combine technology with:

• Community partnerships: Working through established cultural networks.
• Cultural expertise: Engaging advisors who understand nuances machines cannot detect.
• Multiple communication pathways: Ensuring redundancy when technology fails.

In New Zealand, emergency communicators told me that technological solutions alone cannot meet the needs of all communities, particularly in areas with poor connectivity. Their approach emphasises relationship-building with community groups, recognising that human connections often prove more reliable during emergencies.

These partnerships provide critical advantages during emergencies:

• Trusted voices: Messages delivered by respected community leaders often carry more weight and credibility than unknown government sources.
• Cultural context: Community partners understand specific concerns, cultural sensitivities and communication preferences.
• Operational resilience: When technology fails during disasters, these human networks often remain functional, ensuring critical information still reaches vulnerable communities.
• Two-way communication: Partners provide valuable feedback about community needs and information gaps that official channels might miss.

Translating emergency information can seem daunting - it's natural to worry about getting it wrong. But with the right checks, safeguards and steady improvements, it's possible to do it well. The perfect tech solution might be years away, but small, steady improvements can make a life-saving difference right now.

View the Beyond Barriers report

Anni Fordham is a 2023 Churchill Fellow and emergency communications specialist from Western Australia. She chairs the AFAC Public Information and Warnings Group - Australia's peak group of emergency information practitioners. Her Churchill Fellowship explored approaches to making emergency information more effective and accessible during disasters. The full report "Beyond Barriers: The Bob and June Prickett Churchill Fellowship to investigate the provision of highly accessible information to people impacted by emergencies" can be downloaded from the Churchill Trust website.

Connect with Anni on LinkedIn to continue the conversation.