Tips and Tools to Help You Manage Remote Teams From Home More Efficiently
According to Global Workplace Analytics, the number of people working remotely has gone up by 173% since 2005. Research has also shown that working from home can have significant advantages for everyone involved. Employees can achieve a better work-life balance which in turn leads to higher employee-retention for companies.
Nowhere is this more prevalent than in the translation industry, where technology has effectively eliminated the need for physical offices. If you are making plans to spend more time working from home the following tools will help you organize your workflow more efficiently wherever in the world you may be located.
Keep Your Workflow in Check With a Cloud-Based Translation Management System (TMS)
Do you need to work with two, three, or more outsourcers, across a number of time zones, on different file formats or even different languages?
Cloud-Based TMSs Can Handle Any Workflow
Collaboration between translators and proof-readers becomes seamless, technical glitches are solved in a timely manner thanks to real-time support by developers, end clients can review terminology or accept invoices, while PMs oversee the entire process.
Cloud-based TMSs, like Memsource, take the guesswork out of project management so you can focus on the task at hand. You can even monitor progress instantly to decide whether you want to bring more outsourcers on board or ask the client for an extension.
A Truly Global Platform for Seamless Cooperation
Cloud-based platforms can be accessed from any device with an internet connection around the world and are available 24/7 with a 99% uptime. No more idle waiting for files to be delivered to the correct outsourcer, while you are left wondering which file version is the most updated one. Translation memories, glossaries, and projects are shared in real-time without causing disruption to the workflow and any changes to them are immediately visible to every user.
Computer glitches and outages spell doom for the successful completion of a project but with cloud-based CAT tools, information is stored in one central location. This ensures that your client’s data is automatically backed-up and adhering to all cybersecurity and GDPR regulations at all times.
With a cloud-based TMS there is no need for updates – this is taken care of by the developers, saving you even more time. Moreover, it is possible to streamline your workflow even more by connecting to dozens of third-party software from Google Drive and WordPress to Drupal and HubSpot.
5 More Tools to Power-Up Your Productivity at Home
Dropbox, a popular file-sharing and storage tool, is a one-stop shop for all your file needs. Sync your Dropbox folders, files, and projects with your cloud-based CAT tool and invite your team members to access, share, and translate content with accuracy and speed. Outsourcers can download large source files and upload target files directly to the Dropbox repository. You can assign different levels of user authorization, depending on who you want to see what and even employ security measures like two-step verification.
Slack is a favorite communication tool amongst remote teams. You can create as many channels -whether public or private- as you want bringing all your communication together in one safe place. You can also share files, PDFs, spreadsheets as easily as dragging and dropping them from your desktop to the correct channel. You can add comments or send direct messages to get the conversation going and everything is easily searchable within the app. What’s more, Slack syncs with a great number of tools from Dropbox and Zoom to Mailchimp and Twitter for an even more streamlined workflow.
A project manager’s best friend, Trello is great at simplifying a multitude of tasks. Say goodbye to open text file mayhem on your desktop. You can now keep your team members organized and motivated thanks to Trello’s visually appealing interface. Use Cards to create tasks where you can add information from comments and project due dates to attachments, checklists and anything else that helps the project’s workflow. Cards are updated in real-time and are visible to all assigned team members.
World Time Buddy
You want to schedule an online training for your outsourcers around the world but don’t know which time will work for everyone? That’s where World Time Buddy -time converter, world clock and online scheduler in one- comes in. Just add the locations of your teammates, drag the slider and select a good time for the entire team.
Forget frozen video and technical glitches. Zoom makes your video conference experience as smooth as it can get. You can share screens, documents and cloud content, record sessions, and even create transcripts. Depending on your needs, the gallery view is a handy feature which allows you to see everyone on the chat at once. For 100% remote companies, this is a great way to bring the whole team together – even if virtually.
Create an Office Routine You’ll Really Enjoy
If you are going to spend more time working from home, it’s important to create an office environment you really enjoy working in. Start the day with a healthy breakfast. It may sound like an obvious thing to do but it is very easy to brush aside if you don’t make time for it. Get out of those pajamas and get properly dressed. Some people find it helps them to wear clothes they would normally wear to work.
Set up your office where distractions are minimal. Create a daily schedule to make the most of your time and don’t forget that you can now squeeze even more into your working schedule by taking advantage of all that saved commute time. This, in turn, should allow you to take a longer break around noon to have proper lunch or take a walk to clear your mind and refocus. Regular exercise prevents stress and makes you more productive, so don’t underestimate its benefits.
Put Yourself First
Take good care of yourself. In light of recent events, it is recommended that you minimise unnecessary travel and social contact. You should therefore take every precaution possible to stay safe and healthy at home, while this pandemic lasts.
Try not to overwork yourself. It’s very easy to suffer burnout when you don’t have your colleagues around you to remind you it’s time to clock out. Decide on a time you’ll finish work and stick to it. Your self will thank you for it.