Tomedes Translation Services,
Sheffield, England
http://www.tomedes.com
Part 2: Managing the work
It sounds so simple: you make a bid on a translation job, you are awarded the project, and www.Tomedes.com handles much of the paperwork. That part is simple; the complicated part is in getting that job, and all the others you have on your calendar, finished in a timely manner to your clients’ satisfaction.
Freelance translators frequently work on more than one job at once. And it’s not uncommon for those jobs to have a 24-hour turnaround. You can handle the workload in a couple of different ways. On the one hand, you can wing it, go without rest and food, and finish your tasks as best you can in an unstructured environment. Or, you can get a planner, establish regular hours for work, set up office space, and manage your time and your work efficiently.
Clearly, the second option is the better option. It’s up to you to decide how many projects you can juggle, given your own personal time constraints. There are a few translators who say they have never missed a deadline, but it happens more than you may think. And it’s not good. So be honest with yourself and your clients about your ability to deliver.
Chapter 2.1: Which job takes priority? Where should I start?
Most of the translators accept different jobs from more than one client, all with the same deadline. It takes time to learn how best to manage this scenario and decide which of your jobs takes priority. You will undoubtedly make a mistake or two along the way; as long as you develop a system in the process, you’ll be okay.
Two important insights we keep getting from translators we meet:
1. There is no good trouble – If you have trouble with too many translation jobs today and you do not handle it properly, you might find yourself with no translation jobs tomorrow.
2. Failing to plan is planning to fail – You must plan your tasks if you do not want to fail.
We believe that each translator should develop his own planning methods so we will not recommend any planning tool. Writing notes might be as good as using Microsoft Calendar or a Gantt chart (a type of bar chart that you can use to illustrate your schedule) to plan your tasks.
Prioritizing translation jobs is not an easy task. We are going to present you 3 common methods. They all have their pros and cons; we tend to think the third one is the best one for most translators.
1. FIFO – first in first out-
According to this method, the order you work on translation jobs will be based on the time you received them from the client; it is not dependent on the due date.
You will first work on the first job you get, then on the second one and so forth.
Translators that work with this method claim that it is the simplest method and if they work around the clock, they never miss a deadline.
2. LIFO – last in first out-
According to this method, the order you work on translation jobs will also be based on the time you received them from the client, only in this case, you will first work on the last translation job you received.
Very few translators that we know work with this method which requires many resources but might be efficient.
3. Early due date
According to this method, the order your work on translation jobs will be based only their due dates.
You will work first on the translation job you must deliver first (the one with the earliest due date).
This method is the most efficient one in today's dynamic world. It will ensure you finish all your translation jobs in time.
At www.Tomedes.com we believe that the early due date is the best method. The minute we offer you the job, we will make sure you know the time left to deliver it.
Chapter 2.2: How can I set realistic deadlines?
Deadline – the very word has an ominous ring to it. Actually, deadlines can be your friends if they are realistic and achievable. Your challenge is to set deadlines that you can meet and that meet your clients’ needs. Before you get started, distinguish between “hard” deadlines, those that you absolutely must meet, and “soft” deadlines that will motivate you to keep to a schedule without carrying dire consequences if you miss one.
Here are a few tips to help you set good deadlines:
- Pick deadlines for tasks that need them, but don’t get so excited about due dates that you create unnecessary stress for yourself. And setting a bunch of frivolous deadlines won’t help you manage your time on task.
- Be totally honest with yourself: if you know for a fact that a project will take you at least two days, don’t give yourself a deadline of tomorrow. On the other hand, if your client wants the job completed tomorrow, that must be your deciding factor; it’s a hard deadline.
- Set due dates that will come up in the near future. A deadline of two days from now will light a fire under you in a way that one next month just can’t do. If you’re working on a project that really is due in a month, break it into smaller parts and establish a series of deadlines that start as soon as tomorrow.
- Write your deadlines down in your planner. It’s fine to have them in your head, but you’ll find they have much more of a driving force when they’re looking back at you from a page in your calendar.
Many of your clients are going to specify a drop-dead date for the completion of their project, and that will help you map your time. If someone is vague on dates, don’t be shy about asking; it will save misunderstanding in the future.
Chapter 2.3: How can I keep on task and on time?
It is relatively easy to stay focused on your job when you go to someone else’s workplace every day. When you work for yourself, especially if your office is in your home, you may find it more difficult to spend time on task. Your business cannot flourish if you don’t devote yourself to it when you’re supposed to. One very simple way to stay focused on your work is to remove outside distractions. Cell phones, instant messages and personal email are interruptions that you don’t need during your working hours. Discipline yourself to read your email at the end of the day; don’t log on to your IM server while you’re working; turn off the cell phone and do your text messaging after-hours. Make an appointment with clients who want to use IM to discuss business during the day.
Begin each day by going over the tasks planned for the day. Keep them in your mind as you work through your day.
Schedule time in your day for personal tasks. Resist the urge to bake cookies or scrub the floor during working hours, especially if you work from an office in your home. Write those tasks in your planner, assign a priority to them and handle them as you do the rest of your projects.
You can avoid fatigue and “translator’s block” when working on a lengthy project if you look for good stopping places and set it aside every now and again throughout the day. Use the time to work on something else. Better yet, do some yoga or take a walk. You’ll return to work refreshed and reinvigorated.
Stay on top of your clients’ deadlines, but don’t panic if one is looming. Panic isn’t productive; relax, catch your breath, get a glass of water.
Chapter 2.4: How can I manage my time?
Unfortunately, most freelance translators don't know how to manage their time.
The majority of freelance translators have a steady flow of work, yet only a small percentage work a regular schedule. The majority work at least five or six days every week, juggling up to three projects at a time. When you register as a provider with www.Tomedes.com and manage your time wisely, you may quickly find yourself with a happy assortment of translation jobs.
At www.Tomedes.com we believe that you, as a translator should focus only on translation and not on other issues like managing negotiations and conversations with clients. We want to help you manage your time more efficiently.
Start keeping a planner; prioritize your projects; reduce distractions and you will have done much of what time management experts recommend. The trick now is to follow through.
Don’t let yourself be sidetracked by bells and whistles from tasks that are important. Use the tools you have put in place to manage your time, and be serious about it.
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