The very nature of the translation and localization industry means you regularly communicate with clients and vendors based around the world. In a sense, this has never been easier. Today, we have a plethora of business communication options to aid remote working. Telephone, email, instant messaging services like Slack, and work management tools such as Asana. But having such a variety of choices can cause problems of its own.
The impact on business continuity
Firstly, discussing matters across several channels can cause confusion. If your project managers need to check multiple places for updates and messages, it means they are working inefficiently, and important details can easily be missed. Secondly, relying on individual emails or messaging accounts means that when members of your team are ill or away, it can be difficult or even impossible for their colleagues to take over the reins. Not great when it comes to business continuity.
What’s more, without one single source of information about a project, including conversation history, it’s harder for team leaders or senior management to get an overview of how things are going. Imagine you have a client complaining they haven’t received what they asked for. Or a vendor claiming they didn’t receive certain instructions or files. Multiple communication channels make checking these things and putting the wrongs right, much more difficult.
Security risks posed
And lastly, some of these forms of communication pose potential security and confidentiality risks. Not all platforms meet both the stringent regulatory requirements and client demands of today’s privacy-conscious world. Breaching GDPR or an NDA is the last thing your business needs.
But XTRF can help. It meets all relevant data security requirements and guidelines, with high-grade encryption protocols, offsite backups, regular penetration audits, and security risk assessments. And our three integrated portals: Home Portal, Client Portal, and Vendor Portal, bring together all the essential information about a project that each audience needs to see.
In the Client Portal, your clients can see the details of their project, its status, and communications to and fro. In the Vendor Portal, your vendors can access the files they need and see all the project details, including the agreed cost. Meanwhile, Home Portal allows your team to see all the project details and files, and relevant communication with vendors, clients, and other team members. As an added bonus, by giving your team access to the best tools to do their job, you’ll also ensure a happier staff.
XTRF’s three portals act as a single source of information for each of the above three audiences. They offer secure, easy-to-use, streamlined communications to ensure efficiency, business continuity, and reduce the risk of missed messages.
Last but not least, if you are looking for an even more advanced means of communicating with your clients, you can consider using the XTRF Platform’s API. The wide range of REST-API commands available in XTRF gives you the ability to integrate with your clients’ platforms, portals, Content Management Systems or CAT tools. This may be a good investment when thinking of streamlining communication with your strategic clients. It can be particularly beneficial for high volume, high-frequency requests.