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Best practices in measuring the
productivity of PM and rewarding
system for PM
J. Absolon, ASAP-translation.com, Slovakia
Why this topic?
1. Theory
2. Comparison of general models
3. Case study from a small TSP
Stereoscopic view
Common Goal

Pay for Performance
How can graphite and diamond be so
different if they are both composed of
pure carbon
Diamonds were nothing more than
carbon, but diamonds are made
under pressure.
Who is PM? Model of typical PM
Sex: female
Age: 26 - 35
Previous job: translator
Education: Translation
Company size: 10+

Created by M. Reynaud,
photos by M. Jang,
source dailymail.co.uk.

CAT Proficiency: SDL advanced
5 projects per day
The most important responsibilities:
• Communication with customers
• Communication with translators
• Selection of suitable translator, reviser,
reviewer, proof-reader
• Project administration
• Delivering the final translation to a customer
The same staff work differently in
different environments
Ideal environment
• motivating for employees to work hard (Motivation)
• fair and reflect their actual performance in the
company (Fairness)
• transparent and clear to understand (Transparency)
• cover all important parts of PMs duties
(Comprehensiveness)
• in compliance with the company budget (Budget)
• connected to the company results, fostering team spirit
(Loyalty)
Job analysis
•
•
•
•
•

duties,
responsibilities,
necessary skills,
outcomes, and
work environment of a particular job

•
•
•
•

activity,
frequency,
volume,
impact,
Collection of the information
• reviewing the job responsibilities of current
employees,
• Internet research and viewing a sample job
description,
• sharing with other companies that have
similar jobs
Techniques
• Questionnaire
• Interview
• Final approval
Job description
Job Title
Job Function
Qualifications Required
Experience, Skills, Knowledge
Training
Anticipated Results
"If one does not know to which
port one is sailing, no wind is
favorable."
Lucius Annaeus Seneca
„If you can’t measure it, you can
neither manage it nor improve it.“
Quantity



No of projects
Volume (words, hours,...)

Quality



Complaints
Compliance with deadlines

Profitability


Gross profit margin
Salary components
Company
profit
share

Gross profit
margins (%)

Bonus on
number of
projects

Translations
(revisions)

Other
(success
fee)

Basic
salary
Fixed +
occassional
bonus

Fixed +
projects profit
share

Fixed +
No. of
projects

Fixed +
No. +
P. Margin
Fixed + occassional bonus
Motivation: ☻
Fairness:☻
Transparency: ☻☻
Comprehensiveness:☻
Budget:☻☻☻☻☻
Loyalty: ☻☻☻
Fixed + projects profit share
Motivation: ☻☻
Fairness:☻☻☻
Transparency: ☻☻☻
Comprehensiveness:☻☻
Budget:☻☻
Loyalty: ☻☻
Fixed + No. of projects
Motivation: ☻☻☻
Fairness:☻☻
Transparency: ☻☻☻☻
Comprehensiveness:☻☻
Budget:☻☻
Loyalty: ☻☻
Fixed + Profit margin + No. projects
Motivation: ☻☻☻☻☻
Fairness:☻☻☻☻
Transparency: ☻☻☻☻☻
Comprehens.:☻☻☻☻☻
Budget:☻☻☻☻☻
Loyalty: ☻☻☻☻☻
Straight scheme vs.
fixed bonus scheme
Example of fixed bonus
scheme:
If our goal is to approximate
45% for project profitability
• Maximum profit bonus is
set to EUR 450,
• Minimum acceptable
profit, 25%,

As soon as a predefined
level of performance is
achieved, the employee is
paid a lump-sum bonus.

25% = €50
30% = €100
35% = €200
40% = €350
45% and more = €450

Gross Profit Margin sample
Company’s main characteristics
•
•
•
•
•
•

10 years of operation
352 clients in 2012
5,339 projects in 2012
From 21 languages to 21 languages
87 language pairs
4 PMs 5 in-house translators, 461 translators
in 2012 (about 50 per month)
• 10 CAT tools
PM work load
Max. 150 projects per month
111 is an average = 5.5 projects per day
More than 1,000 received emails per month

More than 1,000 sent emails per month
500 – 1,500 files per months
1 entry in TMS has got 28 items
Evolution of pay structures
Fixed + No. of
projects
Fixed +
Occassional
bonus

work load
independence

Variation of
structure and
nature

lacked fairness
transparency

source: www.smithsonianmag.com

Fixed + Proj.
profit share

Fixed + No. projects +
Profit share

?
PM activities

Basic QA (consistency, gaps, tags)
Linguistic review
Revision
Keeping the deadline
TM management
Calculation of job
Calculation of project
Project analysis
Communicating queries
Writing email
Entering the project into TMS
Sending the translation to a client
Text editing
Writing email
Assessment of test translation
Making a quote
Sending a quote by email
Solving billing discrepancies with
translators
Downloading files
Dealing with complaints
Evaluation of CV
Prioritising, filtering
Job description
Developing of evaluation system

Salary components
Gross Profit margins (%)
Bonus on the volume of projects
Bonus on number of projects
Translations (revisions)

Salary components
Gross Profit margins (%)
Bonus on the volume of projects
Translations (revisions)
Simulation-based optimization
(based on records from previous years)
7 steps to tailored model
1.
2.
3.
4.
5.
6.
7.

Job analysis
Salary benchmark
Salary range setup
Alignment with the company’s strategy
Determination of measurable criteria
Simulation based on old data
Implementation – measurement –
adjustment
What we have achieved
•
•
•
•
•
•
•

Job description
Recruitment
Goals awareness
Motivation
Employee retention
Profit
Company success

Source: http://www.hrajhry.sk

Thank you!
absolon@asap-translation.com
www.asap-translation.com

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Productivity of PM in translation company

  • 1. Best practices in measuring the productivity of PM and rewarding system for PM J. Absolon, ASAP-translation.com, Slovakia
  • 2. Why this topic? 1. Theory 2. Comparison of general models 3. Case study from a small TSP
  • 4.
  • 5. How can graphite and diamond be so different if they are both composed of pure carbon Diamonds were nothing more than carbon, but diamonds are made under pressure.
  • 6. Who is PM? Model of typical PM Sex: female Age: 26 - 35 Previous job: translator Education: Translation Company size: 10+ Created by M. Reynaud, photos by M. Jang, source dailymail.co.uk. CAT Proficiency: SDL advanced 5 projects per day
  • 7. The most important responsibilities: • Communication with customers • Communication with translators • Selection of suitable translator, reviser, reviewer, proof-reader • Project administration • Delivering the final translation to a customer
  • 8. The same staff work differently in different environments
  • 9. Ideal environment • motivating for employees to work hard (Motivation) • fair and reflect their actual performance in the company (Fairness) • transparent and clear to understand (Transparency) • cover all important parts of PMs duties (Comprehensiveness) • in compliance with the company budget (Budget) • connected to the company results, fostering team spirit (Loyalty)
  • 10. Job analysis • • • • • duties, responsibilities, necessary skills, outcomes, and work environment of a particular job • • • • activity, frequency, volume, impact,
  • 11. Collection of the information • reviewing the job responsibilities of current employees, • Internet research and viewing a sample job description, • sharing with other companies that have similar jobs
  • 13. Job description Job Title Job Function Qualifications Required Experience, Skills, Knowledge Training Anticipated Results
  • 14. "If one does not know to which port one is sailing, no wind is favorable." Lucius Annaeus Seneca
  • 15. „If you can’t measure it, you can neither manage it nor improve it.“ Quantity   No of projects Volume (words, hours,...) Quality   Complaints Compliance with deadlines Profitability  Gross profit margin
  • 16. Salary components Company profit share Gross profit margins (%) Bonus on number of projects Translations (revisions) Other (success fee) Basic salary
  • 17.
  • 18. Fixed + occassional bonus Fixed + projects profit share Fixed + No. of projects Fixed + No. + P. Margin
  • 19.
  • 20. Fixed + occassional bonus Motivation: ☻ Fairness:☻ Transparency: ☻☻ Comprehensiveness:☻ Budget:☻☻☻☻☻ Loyalty: ☻☻☻
  • 21. Fixed + projects profit share Motivation: ☻☻ Fairness:☻☻☻ Transparency: ☻☻☻ Comprehensiveness:☻☻ Budget:☻☻ Loyalty: ☻☻
  • 22. Fixed + No. of projects Motivation: ☻☻☻ Fairness:☻☻ Transparency: ☻☻☻☻ Comprehensiveness:☻☻ Budget:☻☻ Loyalty: ☻☻
  • 23. Fixed + Profit margin + No. projects Motivation: ☻☻☻☻☻ Fairness:☻☻☻☻ Transparency: ☻☻☻☻☻ Comprehens.:☻☻☻☻☻ Budget:☻☻☻☻☻ Loyalty: ☻☻☻☻☻
  • 24. Straight scheme vs. fixed bonus scheme Example of fixed bonus scheme: If our goal is to approximate 45% for project profitability • Maximum profit bonus is set to EUR 450, • Minimum acceptable profit, 25%, As soon as a predefined level of performance is achieved, the employee is paid a lump-sum bonus. 25% = €50 30% = €100 35% = €200 40% = €350 45% and more = €450 Gross Profit Margin sample
  • 25. Company’s main characteristics • • • • • • 10 years of operation 352 clients in 2012 5,339 projects in 2012 From 21 languages to 21 languages 87 language pairs 4 PMs 5 in-house translators, 461 translators in 2012 (about 50 per month) • 10 CAT tools
  • 26. PM work load Max. 150 projects per month 111 is an average = 5.5 projects per day More than 1,000 received emails per month More than 1,000 sent emails per month 500 – 1,500 files per months 1 entry in TMS has got 28 items
  • 27. Evolution of pay structures Fixed + No. of projects Fixed + Occassional bonus work load independence Variation of structure and nature lacked fairness transparency source: www.smithsonianmag.com Fixed + Proj. profit share Fixed + No. projects + Profit share ?
  • 28. PM activities Basic QA (consistency, gaps, tags) Linguistic review Revision Keeping the deadline TM management Calculation of job Calculation of project Project analysis Communicating queries Writing email Entering the project into TMS Sending the translation to a client Text editing Writing email Assessment of test translation Making a quote Sending a quote by email Solving billing discrepancies with translators Downloading files Dealing with complaints Evaluation of CV
  • 31. Developing of evaluation system Salary components Gross Profit margins (%) Bonus on the volume of projects Bonus on number of projects Translations (revisions) Salary components Gross Profit margins (%) Bonus on the volume of projects Translations (revisions)
  • 32. Simulation-based optimization (based on records from previous years)
  • 33. 7 steps to tailored model 1. 2. 3. 4. 5. 6. 7. Job analysis Salary benchmark Salary range setup Alignment with the company’s strategy Determination of measurable criteria Simulation based on old data Implementation – measurement – adjustment
  • 34. What we have achieved • • • • • • • Job description Recruitment Goals awareness Motivation Employee retention Profit Company success Source: http://www.hrajhry.sk Thank you! absolon@asap-translation.com www.asap-translation.com