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System Change as Opportunity

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It’s been working fine for years, but all of a sudden your ‘old’ system is too old, too cumbersome, too expensive – we’ve all been there. Not only do you need your system daily for your company, also all your relevant business data is safely stored there! Choosing a new system can be quite a challenge! Although you know all your stuff by heart, do you have it documented? And in a way that a software company can make you a comprehensive offer? Your IT experts will be able to tell you which system will fit into your existing hardware landscape and what suits your security requirements best. But what about your process and business requirements? In this presentation, we will show you how to proceed when looking for new core software for your business and how to use this as opportunity to ‘clean-up’ your internal processes. After all: replacing an important piece of software should not tear your business heart out, but it should make it beat stronger!

Event: EUATC Conference 2017, Berlin

Published in: Business
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System Change as Opportunity

  1. 1. 1 Next! System Change as Opportunity ‘Nowadays, translating is not just a matter of finding the right word, but also of using the right technology.‘ Karl-Johan Lönnroth, Ex-Directorate-General for Translation, European Commission
  2. 2. • Over ten years of system expertise and client experience • Enable clients to create and translate content efficiently • Independent of software and translation suppliers • Select the best process and system solutions for our clients
  3. 3. Next! System Change as Opportunity Kerstin Berns
  4. 4. 4 Why oh Why...? Not up-to-date and not reasonably updateable Cumbersome to use, slow and complicated No or only limited access to data needed Management data not available or too hard to get
  5. 5. 5 New System – New Cry We don’t have the time, money or people for this! This is going to hurt! How do we know, a new system can do all that? Our data is our capital, what if we loose it on the way? But it took forever to make the system do what we need!
  6. 6. 6 Evaluating System Change – Risk, Cost and Gain - Cost of maintenance - Unflexible, slow - Cost of lost business Gain from Invest – Cost of Invest Cost of Invest - Cost of system - Leaner, faster - Gain from new business Not Changing - Missing chances - Loosing clients - Loosing business Changing - Loosing data - Low client satisfaction - High internal workload Losses * probabilities
  7. 7. 7 “Obviously there is risks when changing system, but it’s important to know and address them. Also, it’s very important to know that my ROI is going to be positive. But what other gains are there?”
  8. 8. 8 Gain within System Change = Making Things Better on the Way CorporatePerformance Time GAP What we have to do to close the gap Where we aim to be Where we will end up if we do nothing Dreaded State Where we are now
  9. 9. 9 Action Plan to get to the Desired State Draw-up current state  Focus on important aspects  Focus on finding weaknesses and strengths Design desired state  Loose superfluous steps and add useful steps  Deduct system requirements and prioritize Check and select future system  Deduct criteria for system selection  Reality check: cost and effort versus usefulness Ask all relevant people the right questions – and listen well!  How do they currently work, what is good/not so good?  What do they need to be more successful?
  10. 10. 10 termcorrections Clients Translation translation package • languages • schema • workflow quality check Translation Management System Statistics • cost calculation • agency selection Questions to agency Translation Memory (TM) Translator D Translator C Translator B Translator A jobtoagency File exchange Manual Check System Check OK Linguistic checkTerm suggestion Term Validation (workflow) Terminology Management System OK Terminology DB In Country Review Term Localization Agency A OK Export term data Export term data targetsource translation job (system) translation job (manual) manual data export dataexport People System structure Quality Tool Administration rules People System People System Current State and Scope of Analysis
  11. 11. 11 termcorrections Clients Translation translation package • languages • schema • workflow quality check Translation Management System Statistics • cost calculation • agency selection Questions to agency Translation Memory (TM) Translator D Translator C Translator B Translator A jobtoagency File exchange Manual Check System Check OK Linguistic checkTerm suggestion Term Validation (workflow) Terminology Management System OK Terminology DB In Country Review Term Localization Agency A OK Export term data Export term data targetsource translation job (system) translation job (manual) manual data export dataexport People System structure Quality Tool Administration rules People System People System From Current Weaknesses to Future Requirements No APIs for process control - no country support - no SLAs no process defined no feedback process defined - no generic interface - no standardized format no synch with term db/tms bad data quality no volume planning no KPIs, no SLAs for QM high maintenance, low efficiency REQ1 We need a quality management with KPIs, Dashboard... REQ2 We need to make changes faster (languages, systems...) REQ3 We need SLAs as well as system and process documentation no process for secure translations no process for new languages
  12. 12. 12 From Requirements to desired state SYS QM-Process and Dashboard SYS Documented API INT On-boarding-process for new languages INT SLAs with stake holders INT Process / System documentation
  13. 13. 13 From Desired State to Specific Criteria for RFQ... General Criteria Process and System Specific Criteria ...to intelligent system selection and change.... and better processes! System and Process Documentation
  14. 14. 14 Conclusions Challenges  How to choose the right system  Analyze your (real) requirements Chances  Seeing your needs clearly  External consultation for unbiased view  Analysis is time-consuming  Analysis prevents repetition of old mistakes  Convincing the people to change  Change management from the start
  15. 15. 15 Last Words ‘It is not only the technology that changes. Human behavior, thought and creativity also change in an increasingly connected world.’ Chris Wendt, MT lead, Microsoft
  16. 16. http://www.berns-language-consulting.de/en @blcTeam Vielen Dank! Thank you! Kerstin Berns +49 211 22 06 77 22 berns@berns-language-consulting.de

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