1. Language, Technical or Business related academic credentials of at least a University level degree with at least 3 years of experience in the Multi-Lingual Vendor Translation Industry, or
2. At least 5 years of experience in the Translation Industry with at least 3 years work in Multi-Lingual Vendor project management, dealing with various translation companies
3. Very good communication skills spoken and written in English
4. Business minded with managerial skills and a good understanding of economics
5. Very good in cost, quality, time and people management as well as in change and crisis handling
6. Friendly, professional, reliable, punctual with leading skills but also a good team player with a let’s do it attitude and results oriented
7. Very familiar and at ease with technology and with up-to-date, high performance HW, SW, Internet, telecommunication and office infrastructure
8. Advanced user of at least a CAT tool, regular user of at least a few other and very familiar with the CAT technologies
9. Knowledgeable on the industry, tools and processes used and keen to learn and use more
The project manager is responsible for the smooth running of the projects. To that effect he/she has to:
1. Receive Potential Project Info. Interact with Sales and Client and collect all project related information before a project arrives such as:
a. Client Information - Products, contact information, previous projects, etc.
b. Project Information - Domain, product, volumes, file types, schedules, tools, language resources etc.
c. Other information - public domain information, 3rd party Information, Internal Information etc.
2. Receive project hand off from Client and:
a. Examine received files for any potential issues e.g. corrupt zip archives, corrupt files, incorrect source language, file type etc.
b. Check received files against client received Bill of Materials, PO, Analysis, info on expected volume etc. to make sure the received material is received as expected and in good order.
c. Perform the required checks to verify that the project volume and costs are in accordance with the project specifications. For example, carry out an analysis using the appropriate translation tool, files and TM to verify that the client PO or Sales quoted volume and cost is correct; count the pages of documents that have to OCR’d to make sure that match the PO etc.
d. Communicate with client for any missing files, discrepancies, conflicting documents or information as well as for any requests, instructions, and guidelines etc. that are not clear.
3. Plan the project execution. As soon as a project is cleared examine the schedule and plan the project in a way that the project will always be completed in time, the result will always be of high quality and in full compliance with all the other project specifications and that it will be carried out in such a way as to minimize costs for all involved. Keep in mind that a successful project is a project that the client the company and the vendors are equally satisfied. In more detail the PM will have to carry out the following actions for planning the project execution:
a. Decide on tools based on availability, file types, language resources, know-how etc.
i. Examine files and find out if: Volume can be reduced - matching increased, productivity increased etc.
ii. Time reduced - schedule optimized, set priorities, batches, etc.
iii. Quality improved – protect tags, trade/product names, tokens/variables etc.
iv. Revenue can be increased – additional work for fixing files etc.
b. Examine existing language resources and find out if:
i. Volume can be reduced – TM, MT, Locked segments
ii. Productivity increased – Glossary, Autosuggest, Variables, Autotext etc.
iii. Quality improved – Glossary, QA Tests, file and element protection etc.
iv. Revenue can be increased – additional work for glossary, TM clean up etc.
c. Examine existing human resources and find out if:
i. Number of people can be reduced – Inlancers, dedicated teams, pay by the hour, etc.
ii. Time reduced – aim for high quality translations, proactive QA, parallel processes, training, etc.
iii. Quality improved – Expertise, Experience, High quality reviewers, language leads etc.
d. Examine schedule and find out if it can be optimized in terms of:
i. Time – Parallel, overlapping or partial processes, staggered deliveries, etc.
ii. Spare Time - start as early as possible, allocate sufficient resources, plan to finish early, have a contingency plan, some spare time at the end etc.
iii. Cost – early revenue accumulation, even cash-flow distribution, late payments to 3rd parties etc. iv. Resources – Even distribution of human and other resources over time with minimal peaks, just in time availability, early release etc.
e. Examine planed project execution and monitoring and find out if it can be optimized in terms of Time, Quality and Cost by:
i. Tools - automations, special software for PM, VM, Quality etc.
ii. People - knowledge, know how, training etc.
iii. Processes and Procedures – monitoring, evaluation, QA, risk reduction etc.
4. Monitor and Evaluate Execution
a. Monitor and manage information and communications. Make sure that:
i. All transfer of information is recorded – keep and pass around minutes, provide summary mails after discussions or non-written communications etc.
ii. The right people have all the needed information in time – protect and remove sensitive, or unnecessary information, write clear and concise instructions, cc in mails all concerned, create aliases etc.
iii. The information needed is prioritized, easily accessible, easy to find and safely stored
b. Monitor and evaluate project progress on a daily basis against planed
i. Monitor progress – volume completed, remaining, per work type, part of project etc.
ii. Monitor productivity – volume of work per hour, day etc.
iii. Monitor hours spend on tasks per resource and work type
iv. Create forecasts based on productivity trends to better manage time and resources
v. Evaluate progress against planed and take preventive actions to make sure that there will be no delays or underutilization of resources
c. Monitor and evaluate quality on a daily basis against specifications
i. Make sure that quality related information is received as early as possible in the project – LQIs, automated and linguist based QAs, parallel partial review etc.
ii. Monitor quality – per translator, work type, project part etc.
iii. Evaluate quality and take all needed actions to resolve issues (provide feedback, instructions, change resources, do full review etc.) or minimize cost.
d. Monitor and evaluate cost
i. Monitor project cost per activity against planned and paid by the customer
ii. Evaluate financial impact of progress, productivity and quality issues and try to minimize loss and maximize gain - release or engage expensive resources, renegotiate rate with the client, add extra paid tasks etc.
iii. Monitor and forecast payments and collaborate with sales and accounting by providing cash flow and expected payment information as well as receiving financial information that might have an impact on the project – project delays, cost increases, payment delays etc.
e. Monitor and evaluate resource performance
i. Monitor and evaluate human resource performance – time spent on project, productivity, quality, cost, availability, attitude etc.
ii. Organize, coordinate, allocate responsibilities and work, inspire and guide the project teams
iii. Add, subtract and reassign people as needed to cover the project needs, identify weaknesses and strengths and optimize their use
iv. Monitor and evaluate the use of tools, resolve tool related issues and find ways to maximize productivity, quality and gain through their use
v. Evaluate and monitor correct use of procedures and methodologies, identify and resolve issues and improve whenever possible
f. Monitor and evaluate risks and opportunities – Manage change
i. Identify potential problems or opportunities and take the appropriate actions to minimize risks, improve quality, productivity and project schedule and maximize
ii. Update schedule with the needed actions, add, remove or modify tasks
iii. Change resources, tools and/or processes as needed
iv. Solve resource related and other problems
v. Proactively improve Time, Cost and Quality issues
5. Close project
a. Check and ship deliverables
b. Update schedule
c. Update admin and financial info
d. Update and cleanup language resources
e. Update procedures and processes
f. Evaluate project team and vendors
g. Evaluate client and client team
h. Evaluate project - what went right what went wrong
i. Write-up post mortem