For each project, we have much to do from accepting a project to the final delivery, such as quotation, project details and requirements for delivery. Sometimes we just contact directly with our client. However, it becomes confused what our responsibilities are.

Our company does not have a job standard for PMs. Therefore, if a sales person gives us some material for analyzing, it usually takes a lot of time especially when we are very busy and have no time for such work.

What’s more, if he has the special tool for analyzing, he is also capable for such works. So in order to clear tasks, our company developed the PM Operation Manual Guide to regulate our behavior.

What’s more, we will know what our responsibilities are and what are not. Last week I read about the PM Operation Manual Guide and learned our responsibilities about PM jobs.

It detailed our job responsibilities into several points, such as email specifications, quotation specifications and methods, word count specifications, delivery date specifications, project confirmation specifications, file preparation specifications and some basic knowledge about DTP and so on.

Regarding to client inquiry, we added a requirement, that is, give reply within 15 to half an hour. If the files are too complicated or if we are not sure we can give the reply within a specified time, we can give a simple rely, such as “dear xx. Thank you for your request. I am analyzing these files, I will let you know as soon as possible.”

By replying as soon as we saw the email, we could leave a good impression to our client, because they would feel they were valued by us, even when we had different time zone, this can help us earn more projects and trusts.

In addition, when we are not sure the meaning of a client’s purpose, we can send emails to ask for clarification. For example, if I received an email, it said the client wanted to translate the attached file from English to CH.

We could not find any more information about the target language. As CH can both be CHS (which represents Chinese simplified) and CHT (which can both be HK Chinese traditional and Taiwan Chinese traditional).

In order not to do a wrong language, we must write to the client for clarification, whether it is Chinese simplified or Chinese traditional. Then we can get started although it will waste some time. But be sure we do the right job.

Sometimes, if a client does not contact you for a long time, then, it is time for you to make a greeting. You can close your distance by saying weather, holidays, families or friends. They will feel comfortable as they are remembered by you. This is what I have benefitted from it.

As to the quotation, we usually count by words and pieces. This depends on the number of words, file format and language pairs. We usually count words by reading it straightly on word or by analyzing through Trados.