The document discusses challenges with current file translation workflows, including lack of enterprise reporting, meeting security requirements, and not having enough time. It outlines common pain points like losing track of projects across email chains, difficulty collaborating, and security concerns. The presentation proposes eliminating friction from workflows by streamlining data collection, automating collaboration and compliance features, and capturing clean data upfront through validation and defaults. This would allow for more efficient translation processes and free up time.

1. Workshop
Joe Campbell & Victoria Feng

2. Who are you?
• What challenges do you face in your
current file translation process?
• In the past, we’ve heard:
– Enterprise reporting
– Meeting security requirements
– Not enough time in the day

3. • Enterprise Reporting
– Clean data
– Data across multiple sources
– Real-time metrics
• Security
– SSO integration
– Data retention policies
– Encryption at rest/in transit
– Malware protection
• Streamlined Workflow
– Which means more free time!

4. Workflow Health Assessment
 I copy and paste a lot when submitting a translation
request
 I use my inbox to manage translation projects
 I have to delete old emails often due to large file
attachments
 I email my project instructions and then separately
go to an FTP to upload the files
This sounds like
me…

5. Workflow Health Assessment
 If I’m away from my desk, I hold up the translation process
 I lost track of this project with all these back and forth email
chains
 New tech is too hard to use so users end up sending via email
anyway
 I have sensitive files that must be encrypted/wiped so only my
current process is secure enough
 I can’t easily report on my translation work because the data is
scattered around different places

6. “Simplicity is about subtracting the obvious
and adding the meaningful”
-The Laws of Simplicity, John Maeda

8. De-clutter Your Translation Workflow
• How?
– Identify the essential
• Reporting
• Security
• More free time
– Eliminate the rest

9.  I lost track of this project with all
these back and forth email chains

10. How did we end up here?
Poor design makes usage
difficult, time-consuming, and complicated
Poor design make verifying and audits
difficult, time-consuming, and complicated
LOST
VERY LOST

11. More trainings are not the answer.

12. If it’s not usable, it’s not valid (bad data)
If it’s not usable, it’s not countable
If it’s not usable, it’s not verifiable
If it’s not usable, it’s not secure

14. What is friction?
Friction
slows down (or stops)
an action

15. Common Friction Points in File
Translation Workflows
• Human error
• Typos
• Unreliable memory
• We are not machines
• Not enough time / takes too long to do
• If a task’s duration prevents you from doing it NOW, then it will get dropped until
there is a “good time” to do it
• Switching between multiple tools wastes valuable time
• Hard to collaborate in timely fashion
• Waiting on email responses to confirm details
• Suddenly next person in process is OOO
• Need training before tool is usable
• Can’t submit requests until training is coordinated
• Security vulnerabilities/concern

16. Be DRY not WET
DRY
– Don’t Repeat Yourself
– Eliminate repetitive clicks and data entry
WET
– Write Everything Twice (aka We Enjoy Typing)
DRY means there is a single source of truth
– Data integrity = reliable usable reporting
– Capture data once, reuse it often

17. Enterprise Reporting
(aka The Data Cleansing )
• Messy inconsistent data
– Makes reporting near impossible
– Holds up a project if more info needs to be provided
before work can begin
– Hard to organize/locate project
– Multiple back and forth email chains to double check
info

18. Data cleansing doesn’t have to be a part of your workflow
• Structure data collection through automation and validation.
• Capture good data from the start.
The solution starts with the source of data….
the project submission request
Enterprise Reporting
(aka The Data Cleansing )

21. Tip #1
Give people info at
the exact moment
they need it.
No earlier, no later.

22. Tip #2
Prevent form fatigue
Pre-populate repeat data
with Field Defaults
and/or SSO attributes.

23. Tip #3: Automate Collaboration

25. Tip #4
Validate
data when it
is easiest to
fix

26. Keepin’ It Clean

27. Reporting Examples

28. ADD REPORTING VIDEO (filtering)
AND SOUNDCLOUD SS

33. Tip #5: Automate Compliance
-Built-in malware scan
-Auto-run data retention policies
-Encryption in transit/at rest
-SSO and User Provisioning
Secure behavior should be the default,
not “if you remember and have time…”