Is Working Remotely Your New Normal?

XTRF was designed to help you manage your translation
and localization business from anywhere

Remote, or ‘work at home’, has gone from an option to a necessity for many of us recently. While we hope this is a temporary situation, we know it is uncertain and many people will be adjusting to working away from the office and its support systems. But for language professionals and project managers, this transition can be seamless with XTRF’s cloud-based platform.

Translation has always been a remote business

In many language service provider (LSP) organizations and translation departments, managing vendors remotely has been the norm. It is fairly rare these days for companies to have in house or on-site translators. With translation projects often encompassing multiple languages and cultures, finding and utilizing native-speaking translators has required remote management. This was often handled via email, which can create issues around version management and context.

Vendor management has been a core function of XTRF from the beginning. We knew this required creating an application with interfaces for a variety of roles including clients, project managers, finance managers, and vendors. This architecture has been critical to providing our users and customers (not all users are customers) with a unified experience, similar to working in a shared space. But there has always been a significant difference: the requirement to limit access to relevant aspects of the process for each kind of user.

This requirement for different views into XTRF made designing as a cloud or hosted application critical. And now, with advent of a health crisis requiring many to work remotely, it uniquely positions XTRF as the ideal remote management platform.

Anywhere, anytime connected management

With your XTRF account, your users at every level can keep your business running, regardless of location. For example, a localization manager can log in at home, open a project, create a quote, manage vendors, send invoices, and review each step of the process. Sales and account management can communicate with prospects and existing customers, creating jobs and resolving issues. And senior management can view reports, including project flow, receivables and payables, and other top-level views into the daily operations of the business.

No special configuration requirements

In the event a majority of your team has to work outside of the office, whether it’s while attending a conference or responding to an emergency, your XTRF configurations for each type of user remain the same as they would under normal circumstances. The only difference is where they access the application.

When planning a remote workforce, we do recommend considering giving your remote employees a secure VPN or other more secure access points they can use while traveling or working in public places like cafes. We do not recommend using open, unsecure networks in these circumstances. Beyond these considerations, any translation and localization business or team using XTRF should be able to seamlessly transition to a remote workforce.

The human factor: adjusting to working out of the office

It is important to understand that moving to a remote work environment can cause cultural acceptance issues. It is important to provide guidance, including helping employees set up systems and home offices, putting in place communications channels like Slack or Skype, and providing some kind of work tracking reporting. XTRF’s extensive reporting capabilities offer the ability to build custom reports to track various actions.

Perhaps most important, XTRF offers users a familiar work and project management environment no different than what they would see in the workplace. They can literally log in and pick up where they left off, regardless of location.

Onboarding new remote employees and vendors

Training new people when an office environment is not available can be a challenge. The XTRF Academy was designed to help onboard new users and to help experienced users improve their XTRF skills. It is always available and offers self-directed training via videos and other instructional tools.

We are currently offering free access to the XTRF Academy for the first two months to help facilitate both the onboarding process and any required transitions to a remote working model. Please contact us for details and assistance with your remote training.

Because XTRF is an integrated application for the entire translation workflow, it makes it easy to add vendors and offer them training to get them up and running in your processes, regardless of their location. Your customers can also access tutorials to guide them through project creation, quoting, and process tracking.

In the new normal, XTRF offers a competitive advantage, including improved customer retention and new business

When you make your customer’s lives easier, especially in a crisis, it changes the relationship. Existing customers will be more loyal and new customers will demand solutions that automate every translation and localization interaction, on a single platform. The fact that your customers can access their accounts, order projects, and manage invoices, from their home office, offers you a competitive advantage over LSPs without integrated solutions.

We hope this ‘new normal’ is over soon and life can go back to ways we are familiar with; however, remote working is the way of the future, and it will be a growing factor for any business. For language businesses, XTRF positions you now for this new global reality.

Let’s talk.
Let us help you understand how XTRF can change the way you manage translation and localization. We can analyze your situation and design a customized implementation, training, and migration plan, or simply answer any questions you may have about moving to the XTRF Platform.

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Andrzej Nedoma
Andrzej Nedoma is the Co-founder and CEO of XTRF Management Systems, a global translation management platform provider for translation companies of every size, in-house corporate language departments, and public organizations. His company helped hundreds of translation and localization agencies in 30 countries to leverage their potential. Andrzej was awarded with the Polish Entrepreneur of the Year 2006 title in the category “Services”.
He has been building his translation industry expertise since 1996 as a business development manager and as a Managing Director for a leading Central European translation company LIDO-LANG Technical Translations which was eventually sold to Sepro Group from Spain.