Performing analyses and controlling the company

In the case of translation services, a quality management system is one of the most important elements for ensuring regular and successful co-operation with clients. XTRF™ is the only translation office management system available on the market that supports quality standards (ISO 9001 and EN15038).

When seeking ways of improving the process of obtaining quality standard certification, it is worth answering the following questions:

•  How much time on average does it take to elaborate all of the documents required for an audit and to gather the necessary information? Is the audit an ordinary workday, or is it associated with stress and difficult questions posed by the auditor? 
• How is the documentation required pursuant to the quality standards created and maintained? Is it available for all the employees? Can it be utilised remotely, when you are outside the company? 
• How frequently does the company assess the efficiency of its processes? How time-consuming is the efficiency assessment? 
• How does the company manage complaints lodged by clients? Who is responsible for corrective and preventive measures? Is the company able to analyse all the claims in a given period? How does the company keep the pertinent records in order to learn from its own mistakes? 
• Does the company have a system for assessing the work of subcontractors? Are all of the projects that are executed by translators assessed?

Selected advantages of the XTRF™ systems regarding the analyses of the company’s work and quality control:

• ISO 9001 module: Direct access to a few dozen analyses based on current company data. The module ensures the necessary comfort of work, while maintaining conformity with the ISO 9001 and EN 15038 standards. The system naturally guarantees the fulfilment of the standard requirements and, in consequence, the audit proceeds rapidly, with the majority of the auditor’s questions being met with the response: "The appropriate provision may be found in our company management system". The time required to prepare data and reports is reduced to a dozen or so minutes, while the ISO standards cease to be a bureaucratic hindrance and evolve into an actual company management system.

• Storage of documentation: Nearly all of the documentation that is connected with certification and quality standards is stored in the XTRF™ system. In consequence, it is well ordered, and can be accessed at any time by the duly authorised employees.

• Verification of the quality of work of subcontractors: XTRF™ makes it possible to assess each item of work that is supplied by a subcontractor. The system provides for two assessment methods that are dependent on user preferences: a basic assessment based on a scale of 1 to 10 and an advanced assessment that is created in accordance with the LISA QA standard.

• Claims management: Claims lodged by clients are entered directly in the project concerned, and are subsequently stored in the database for future analysis. Archived documents make it possible to efficiently assess all the processes in the company, including project managers or subcontractors’ work.