The answer to the question of where a job stands should not depend on the person doing it. Information kept in personal notes becomes inaccessible when that person is on leave. A shared tracking system both removes this dependency and makes the process itself visible.
Rationale for the system
Job information is tied to the system, not to a person. Personal notes are lost at the moment of handover. The dependency is removed.
Status definitions
The status of every job is chosen from a predefined list. Free-text statuses cannot be compared. The list is fixed.
Tracking by stage
Translation, revision and proofreading are tracked as separate statuses. A single "in progress" status gives no information. The distinction is preserved.
Assigning an owner
A responsible person is assigned for every job and stage. A job without an owner does not move forward. Assignment is mandatory.
Date fields
Start, target and actual dates are recorded. These three dates make up the planning data. The fields are filled in.
File links
The job record is linked to the relevant files, and searching becomes easier. Scattered files cannot be found. The link is made.
Correspondence record
Correspondence with the client is attached to the job record. Information left in a personal mailbox cannot be shared. The record is centralised.
Records of decisions and questions
Decisions taken and questions asked are kept in the same record. In this way the job history reads as a whole. Context is preserved.
Visibility of capacity
How loaded each person is can be seen from the system. Invisible capacity leads to wrong commitments. The data feeds planning.
Delay alerts
An alert is generated for jobs whose target date is approaching. The alert allows an early response. The threshold is defined.
Ease of handover
When a person leaves the job, the handover is made from the record. A complete record speeds up the handover. Continuity is secured.
Search and filtering
Past jobs can be searched by client, date and document type. Without search, an archive has no function. The fields are filled in regularly.
Reporting
Periodic reports are drawn from the system and feed process measurement. Raw data supports decisions. The report is drawn regularly.
Access authorisation
The system falls within the scope of confidentiality, and access is authorised. Not everyone needs to see every job. The restriction is applied.
Protecting client information
The records contain client and document information, and this data is protected. System security is part of process security. Measures are taken.
Record discipline
The system is useful only if it is updated regularly. An incomplete record produces a false picture. Discipline is supported by the process.
Truthfulness
Statuses are not shown as better than they are. An untrue record postpones the problem. Honesty is fundamental.
Simplicity of the system
The more complex a tracking system is, the less likely it is to be updated, and a system full of empty fields produces a false picture. The number of mandatory fields is kept to a minimum and only information that is really used is requested. Unused fields are cleared out over time.
The next step
The records that build up in the system are kept as process records and analysed. The data gains value over time. The sequence is kept.