Translation project management is usually very dynamic. Each project has its unique challenges. It's not uncommon for things to start a bit rocky, so making any necessary adjustments to achieve the best possible outcome is essential.
Mistakes are a natural part of the process; responding to each project’s ups and downs is crucial. Literature is abundant on this topic. The most well-known publication is the PMBOK (Project Management Body of Knowledge) by the Project Management Institute (PMI). This publication complies best practices made and shared by a group of project managers. The book classifies the mistakes typically shared by project managers and describes the most important topics to be considered when managing a project.
In the first part of this article, we summarize the seven keys to PM success.
1 – Identify all people involved
A project’s success depends on the efforts of everyone involved and everyone’s best interests. Failing to identify stakeholders and their interests can result in adverse outcomes. It is crucial to consider everyone, from team members to external partners.
2 - State requirements clearly
Projects, including translation projects, are about turning ideas into reality. A project can only be accomplished if its requirements are clear from the onset. Also, attention to detail and clear expectations must be set to ensure success.
3 - Have a risk management plan
Every project has risks, and preparation for them is essential. A risk management plan should be created on a project-by-project basis, outlining possible hurdles and actions to take if a risk does arise. Identifying potential risks can prevent major issues and keep the project on track.
4 - Learn from lessons
As a project team works through the schedule, tasks, scope, and budget, informal discussions will arise as new processes are learned throughout the project.
Unfortunately, many PMs neglect to document these insights into lessons learned. Typically, these are left until the end of the project when it’s just too late to remember all details. Keeping track of lessons learned throughout the project can be invaluable, incorporating them in real-time so all team members can learn from the process.
5 - Invest in the best team
Recruitment is typically based on resumes and referrals, but there is more to it than meets the eye. Apart from an applicant’s background and training, recruiters should inquire about how candidates cope with teamwork and their ability to meet deadlines.
Building a team with the right skills and personalities is essential to the project's success. Take time to get to know all team members and ensure they are engaged and committed to the project idea and purpose.
6 – Handle information effectively
The bad news is typically minimized - Don’t shoot the messenger!
People tend to think that “if it’s just a small problem, it is not worth worrying everybody” While this may seem logical when you work alone on a small project, this approach falls short with multiple team members with a common goal and desired outcome.
Team members tend to their tasks and work in silos, assuming everything is going according to plan. That “small problem” may significantly impact another team member. All problems, big or small, should be communicated transparently to the team.
7. Maintain optimal communication
The six strategies described above boil down to communication. Without it, bad news goes unreported, the optimal team does not come together, lessons may not be learned, risk is not managed, requirements aren’t precise, or stakeholders may be out of the loop. All these problems can be avoided if you’re a good communicator.
The benefit of being a good communicator is that you can continually learn and improve. Prioritize communication, learn from mistakes, and learn how to work more efficiently.
* Fun fact: PM Julio is also a hockey player and wears the no. 7 jersey. Not only is seven his lucky number, but it also represents July, the month when he was born.
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