Rating: 4.9. Number of organizations: 157

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Operating system: Windows, Android, macOS
Group of programs: Business automation

Software USU

Spreadsheets for a translator services

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Spreadsheets for translation services can be both simple and part of a more complex system. Simple spreadsheets are usually used in small organizations whose management believes that a specialized program is expensive and unnecessary. In such companies, one general spreadsheet is most often created, where it is supposed to enter all the content on translator services. In practice, work with it goes in one of the following directions.

First direction. All employees honestly try to enter their data into it. Furthermore, each of them has his own idea of what and in what format should be recorded there. To make entries that will be convenient and understandable for different people, additional fields are added to the spreadsheet. After some time, the info ceases to be visible, and the use of automatic search does not allow different spellings of the same data. Since this info is necessary for work, each employee begins to maintain their own spreadsheet document, partially duplicating records from the main spreadsheet.

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In the second case, translators actually ignore the general spreadsheet in order to save time and create individual spreadsheets. Often locally, on your own computers, laptops, or tablets. Management requires regular reporting seeing the overall picture of service delivery. And employees try to avoid writing them so as not to waste additional time.

Let's see how this situation develops on the example of a small company. It has two regular employees and a secretary. If there is a large order, freelancers are involved. Requests for translator services are made through different channels and to different employees. The bulk goes to the secretary by phone or e-mail. Another part of the customers, usually on the recommendations of regular customers contact the translators directly using, in addition to mail and phone, social networks. The secretary immediately registers the application in a spreadsheet and then forwards them to the performers. Translators enter info when it suits them. This can happen at the moment of receiving the order, at the moment when the work of the translator has already begun, or even when the task is already ready and payment needs to be made.

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Therefore, the secretary never knows exactly how many services applications were received, how many are at the stage of execution, and how many have actually been completed, but not yet issued. Several times this led to the fact when orders were accepted and were not provided with work resources. The staff members performed assignments that were privately obtained and not reflected in the general spreadsheet. Sometimes you have to hire freelancers at a higher rate for urgency, or refuse to perform already accepted translator works. Management usually tries to solve the problem by requiring translators to report daily on the status of their services. The owner and director of the agency received info that is irrelevant and provided with a great delay. It was impossible to make effective decisions based on it. The longer the agency existed, the more problems arose associated with the inability to receive full info in a timely manner. As a result, it was decided to abandon the use of simple spreadsheets and implement a specialized system. In it, spreadsheets for translator services were linked into a single complex. Thus, the problem was resolved.

A common database is created, where all the necessary contacts and other important parameters are entered. All staff members of the enterprise the up-to-date info necessary to carry out their functions. Tasks are completed and accounted for automatically.

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Spreadsheets for a translator services