Case Study: How to get involved with an ongoing project shortly

One of our clients has decided to add us into their resource pool for an on-going account. They are concerned if we could get involved with the project shortly.

Our client has spent too much time on an existing vendor by having communications, offering trainings, giving feedbacks, etc. It seems to be a disaster to replace the vendor even low-quality is continuously delivered and there’s no sign to improve. Our client is concerned introducing a new vendor to this project might need the same efforts to get all things run smoothly.

There’s a big package for newincomers, which include:

  • General Style Guide for all products
  • Style Guide for specific products
  • Tooling information
  • Internet access accounts and passwords
  • Training materials on products and the localization project
  • Meeting minutes
  • Historical feedbacks
  • LQA reports
  • Translation memories
  • Glossaries
  • Query info
  • Tips and best practices

Ms. Robin Liu is one of our most experienced PM’s, who worked for IBM for years before her joining EN-SC. And now she was assigned the role of PM for this account.

Ms. Robin Liu, PM of EN-SC

She knew we had to learn all of the above information and incorporate it to our knowledge base (internalization) and roll out to our team allowing us to deliver qualified work (externalization).

But it didn’t seem to be a good idea to simply forward all of the materials to each team member, as they are too complex and confusing.

Robin sorted out all the documents into several categories as follows:

  • General guides
    • Style guides
    • Tooling information
  • Training materials
    • Training materials
    • Internet access credentials
    • Query Info
    • Tips & best practices
  • History documents
    • Feedbacks
    • Meeting minutes
    • LQA reports
  • References at runtime
    • Glossaries
    • Translation Memories

Next, she made an index file for all the materials in order to offer a clear structure of them.

And after that, she did more to facilitate usage of the materials. She highlighted the key parts of the style guides and training materilas which she think are obviously different from ones for other accounts, so that the team members don’t have to go through all the files.

She also read the history documents and made a summary, putting all important points together.

For glossaries and translation memories, she converted them to some formats easy to search and reference.

Now all the materials were in a good order.

So the next thing was to distribute all the information to our team members.

Robin had already built a team of translators, reviewers, and engineers. And she held the 1st kick-off meeting for the incoming account, showing the guides and training materials. Then she asked the team members to do a homework – to review the history documents and raise questions at the next meeting.

By this way, when the 2nd kick-off meeting started, all the team members had got an intuitive expression on the project.

To further familiarize the team members with the project, Robin ran some virtual translation drops with the help of historic documents. All the translators and reviewers were required to work on a hands-on drop, from translation, editting, proofreading through delivery. Then the trial drops were checked and validated against the guides and training materials.

Only one week later, when the team was requested to do a sample translation, they could deliver a qualified result to the client. And it astonished our client!


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