At the heart of our agency's success lies a meticulously designed workflow that ensures every project we undertake is managed with the utmost efficiency and attention to detail. Understanding the workflow of a language services agency is crucial for both the agency and its clients, as it ensures a smooth, transparent, and efficient process from start to finish. Here's an overview of our five-phase workflow process, designed to guide you through each step of our collaboration.
Phase 1: Agreement
The Agreement phase lays the foundational stone for a successful partnership. It begins when clients award us the project, potentially securing it with escrow funding for added assurance. Our team then engages in thorough requirements gathering to understand every detail of the project's needs. Together, we establish deadlines, possibly breaking the project into manageable milestones for smoother execution. If confidentiality is a concern, signing an NDA or any additional agreements ensures all parties are protected. This initial phase is crucial for setting clear expectations and building trust, ensuring a seamless transition to the next steps of our collaboration.
Key activities:
- [Client] Awarding the project on online work marketplace like Upwork (if applicable)
- [Client] Funding of escrow (desired, but not required and not always possible)
- [Agency] Requirements gathering
- [Client] [Agency] Setting the deadline
- [Client] [Agency] Breaking the project into multiple milestones (if necessary)
- [Agency]Signing of the NDA (if required)
- [Client] [Agency] Signing of additional agreements (if any)
Phase 2: Project Setup
In the Project Setup phase, we lay the groundwork for the project's execution. This involves defining the project's settings, including selecting the appropriate tools and platforms (such as CAT Tools, office suite, etc.) to suit the project's specific needs. We also establish a communication plan, agreeing on the frequency of updates to keep all stakeholders informed. Additionally, we define what "done" looks like for the project, ensuring that the final deliverables will meet the client's expectations. This phase is about creating a solid plan that guides the project towards its successful completion.
Key activities:
- [Client] [Agency] Defining the project setting (CAT Tools, Google Docs, Microsoft Office, etc.)
- [Client] [Agency] Agreement on the frequency of updates (daily, weekly, etc.)
- [Client] [Agency] Agreement on the definition of "done"
Phase 3: Processing
The Processing phase is where the project comes to life. Our project manager takes the helm, ensuring that the project progresses smoothly according to the established plan. Regular updates are provided to the client at the agreed intervals, maintaining transparency and allowing for any necessary adjustments along the way. This phase is characterized by meticulous attention to detail and a focus on efficiency, as our team works diligently to bring the project closer to its final form, ready for the client's review.
Key activities:
- [Agency] Project manager updates client at agreed intervals.
Phase 4: Client Review
During the Client Review phase, the completed project is submitted to the client for their feedback. This critical stage allows clients to review the work and provide their input, ensuring the final product aligns perfectly with their expectations. Our team is committed to incorporating the client's feedback, offering an unlimited number of revisions until all agreed-upon criteria are met. This phase underscores our dedication to client satisfaction, emphasizing the collaborative nature of our process to achieve the best possible outcomes.
Key activities:
- [Agency] The project is submitted to the client for feedback.
- [Client] Client provides feedback on the project.
- [Agency] An unlimited number of revisions are made until the agreed criteria are met.
Phase 5: Payment and Project Closure
The Payment and Project Closure phase marks the successful completion of the project. Clients release the payment, signifying their approval of the work. In cases involving escrow, this step formalizes the client's satisfaction with the project delivery. Clients are encouraged to close the project formally and provide feedback on the online work marketplace, offering insights into their experience working with us. This final phase not only concludes the project but also strengthens the relationship for potential future collaborations, reflecting on the mutual success and satisfaction derived from the project.
Key activities:
- [Client] Payment is released (in case of escrow) or made by the client.
- [Client] Client closes the project and leaves feedback on the online work marketplace (if applicable)
Got questions? Contact us
Ready to start your project or have questions about our workflow? Contact us today, and let's embark on a journey to success together. Our team is here to provide personalized assistance and ensure your content creation or translation project exceeds your expectations.
