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Poll: How do you keep track of the deadlines of the projects you are working on? | 2 piles

ChrisGT — Fri, 24 Apr 2009 12:42:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: ChrisGT
Post title: 2 piles

I've got on my right one pile of printed emails of the jobs I have to do, in order of importance, and as soon as a job is over, the printed email goes to my left pile for invoicing at the end of the month. ;) I never forget a job that way!

Poll: How do you keep track of the deadlines of the projects you are working on? | SDL

Anke Meisterjahn — Fri, 24 Apr 2009 12:36:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Anke Meisterjahn
Post title: SDL

I am also one of the "Others".
SDL gives you a good overview not only of the deadlines but also of the progress of each project.
Some texts are so short though that it is not really worth the hassle creating a project, so my system has its limits I guess ;-)

Poll: How do you keep track of the deadlines of the projects you are working on? | Yup, Outlook calendar

Alice Wolfe, DDS (X) — Fri, 24 Apr 2009 12:10:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Alice Wolfe, DDS (X)
Post title: Yup, Outlook calendar

Like Leticia, I rely on Outlook's calendar. I note the client, type of project, how many words, and other pertinent info on the due date, and then I block out chunks of time on the calendar, marking it with the job, to make sure I have enough time for the various assignments that come in. It has never failed me, and Outlook sends me little reminders about due dates if I choose. It's been my saving grace more than once!

I've set up my Inbox with a folder marked - what else - Translation, and each client has a separate folder where all emails regarding the client go. That makes it easy to always check the details.

I send my invoice with the job or if it goes through a separate email account or is web based I take care of it immediately after delivering the job.

And then I back up automatically to Mozy online every night including email and calendar. I also wear both belt and suspenders.. ;)

Poll: How do you keep track of the deadlines of the projects you are working on? | what I do...

Giovanni Guarnieri MITI, MIL — Fri, 24 Apr 2009 11:57:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Giovanni Guarnieri MITI, MIL
Post title: what I do...

I print out the PO or e-mail and put it on my desk. Sometimes I write the deadline in big letters on them... :-)

Poll: How do you keep track of the deadlines of the projects you are working on? | I remember them

Wil Hardman (X) — Fri, 24 Apr 2009 09:44:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Wil Hardman (X)
Post title: I remember them

It's worked so far, but then I'm only 27 :)

Poll: How do you keep track of the deadlines of the projects you are working on? | Keeping track of deadlines

Catriona Thomas — Fri, 24 Apr 2009 09:42:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Catriona Thomas
Post title: Keeping track of deadlines

I quite simply use the Outlook function. If a quote I have given is accepted, I mark the e-mail containing the relevant data file with a red flag and add the date on which the assignment has to be completed, no matter whether tomorrow afternoon or at the end of June. Completed assignments are marked in blue for "payment pending" and ticked off as "completed" (at which point they disappear from the to-do list). After payment is received all flags are removed.

Potential assignments are marked in orange (school stuff in purple and golf dates in green). Longer term assignments slowly move up the list on my screen. This works fine. If on one day I have 4 or 5 things to complete and send off, or get underway, I write these in my desk diary the evening beforehand.

Catriona Thomas

Poll: How do you keep track of the deadlines of the projects you are working on? | Microsoft Outlook calendar

Leticia Klemetz, CT — Fri, 24 Apr 2009 09:13:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Leticia Klemetz, CT
Post title: Microsoft Outlook calendar

I am surprised the fantastic feature of Microsoft Outlook wasn't even listed in the poll. Seems hardly anybody uses it?! It shows you a calendar with your next three upcoming assignments, and warns you at the delivery time you set up.

[quote]Marie-Hélène Hayles wrote:

I can only suppose you work on just one job at a time!

I can have anything up to 15 or 20 jobs scheduled for a single week, no way could I remember them all. [/quote]

Indeed, "remembering them" works if you have one or two jobs on your desk.
Email inbox works great (if you move the emails you've already acted upon to a different folder) but when you get swamped and have about 200 emails requiring action, it's risky to use only that.

I fully agree with Marie-Hélène. I usually have 10-15 jobs per week but the day before the Easter holidays was a record: 10 in one day! No way to just "remember" them...

Poll: How do you keep track of the deadlines of the projects you are working on? | paper

Gianluca Marras — Fri, 24 Apr 2009 08:56:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Gianluca Marras
Post title: paper

I am usually given translations on a paper format, so the deadline is on them, I just put them in the correct order. If I get translations by email, I write the deadline and the length on a piece of paper and stick it on the wall!!... primitive!!!

Poll: How do you keep track of the deadlines of the projects you are working on? | 40% of you just REMEMBER your deadlines?

Marie-Hélène Hayles — Fri, 24 Apr 2009 07:22:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Marie-Hélène Hayles
Post title: 40% of you just REMEMBER your deadlines?

I can only suppose you work on just one job at a time!

I can have anything up to 15 or 20 jobs scheduled for a single week, no way could I remember them all. I use a combination of systems: an old-fashioned diary, where all jobs + their size are written down for their due date and rated as "easy" or "tricky" so I have an idea of how long they're likely to take; Excel, with one spreadsheet per client, where jobs are entered in and signed off as appropriate; and a "jobs in progress" folder in Thunderbird, to which I move incoming jobs after having logged them in my diary and spreadsheet (before then they stay in the in-box) and move them out to the relevant client folder once I've delivered them.

All three are essential, although the diary is the heart of the system, as it's the easiest to consult when checking my availability for a given job or just keeping an eye on my workload in general. And it also gives me the satisfaction of crossing out each job as it's delivered.

Poll: How do you keep track of the deadlines of the projects you are working on? | post-it stickies + "current" folder + Soennecken dividers

Gillian Scheibelein — Fri, 24 Apr 2009 06:18:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Gillian Scheibelein
Post title: post-it stickies + "current" folder + Soennecken dividers

On receiving the project confirmation:

1. Print the e-mail/PO of the job, write my project code (agency/running no.) on a divider and put it in a "current job" file. I write additional details (e.g. how many words to be translated etc. on the back of the divider. My printed invoice also gets filed here.
2. Write the project code + due date on a 4x6 cm sticky and attach it to the bottom of my screen so that it is always in view in case I get a telephone call asking for my availability (particularly useful when the computer is switch off ;) ).
3. The computer files are stored under the project code folder in the email folder and then copied to the "current" folder, where it stays until the job has been completed - this means I only have to backup this folder each day.
4. At the end of the project, the project folder is backed up and then shifted to its archiving folder.
5. All the invoicing details are added to an Excel spreadsheet.

It is the little jobs that I find hard to keep in mind.

Poll: How do you keep track of the deadlines of the projects you are working on? | TO 3000

Alma de Kok — Fri, 24 Apr 2009 05:58:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Alma de Kok
Post title: TO 3000

I do everything with TO 3000, as it not only keeps track of my projects, but functions as a clients database. I can register quotes, set different prices for each client and at the end of the month autmatically invoice my completed jobs. I am completely happy with it.

Alma

Poll: How do you keep track of the deadlines of the projects you are working on? | Mailbox, spreadsheet, notepad

Fabio Descalzi — Fri, 24 Apr 2009 04:22:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Fabio Descalzi
Post title: Mailbox, spreadsheet, notepad

My mailbox has always the very last email related to a project I am working in. When there are several of them, accordingly there are many emails.

A spreadsheet where I keep track of all the projects since I started out, has due projects marked in green.

And a paper notepad on my desk helps me organize specific tasks, in order to differentiate what is "urgent" from what is "even more important".

Poll: How do you keep track of the deadlines of the projects you are working on? | I place a direct access icon on my desktop

Anna Villegas — Fri, 24 Apr 2009 03:32:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Anna Villegas
Post title: I place a direct access icon on my desktop

If I have three or four jobs (sometimes more, wow!) to be delivered back to my clients on different days of the week (or month), I right-click on the folder where I saved the job, send a direct access icon to my desktop, where I rename the icon as follows:

JOE
MONDAY

JANE
WEDNESDAY

JAMES
FRIDAY

TOM
27th A.M.

I always save our communications on the client folder, by date & time, so I can keep track of instructions easily. Obviously, I do the jobs based on dates.

:)

Poll: How do you keep track of the deadlines of the projects you are working on? | Exactly!

Laureana Pavon — Thu, 23 Apr 2009 21:41:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Laureana Pavon
Post title: Exactly!

[quote]Charlie Bavington wrote:

Can't recommend them highly enough. [/quote]

I completely agree. I've tried all sorts of methods, but none works so well for me as my whiteboard. Not only does my whiteboard help me remember, but being able to take a quick look whenever I begin to feel uneasy or get paranoid that I will forget something really helps :)

Poll: How do you keep track of the deadlines of the projects you are working on? | Anything I can check in case of blackout!

María Eugenia Wachtendorff — Thu, 23 Apr 2009 20:27:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: María Eugenia Wachtendorff
Post title: Anything I can check in case of blackout!

[quote]Caro Giese wrote:

I always have my big notebook in front of me and when there's more than 2 or 3 jobs I make a list, including the date time and time the jobs came in so I'll find them again in my inbox, and the wordcount. That way I have everything at a glance and without having to open yet another application, create yet more folders etc.
[/quote]

I learned the lesson long ago!
I always save my work to portable media and/or email the file(s) to my own Gmail account at the end of the day. This, and keeping my commitments always in front of me OUTSIDE my computer, has proved 100% safe, as you can always continue working anywhere else if there is a power failure or computer breakdown.

Another useful way of recording project delivery dates is in File Properties, porvided you remember to ckeck :)

[Edited at 2009-04-23 20:30 GMT]

Poll: How do you keep track of the deadlines of the projects you are working on? | Agenda + electronic file

Muriel Vasconcellos (X) — Thu, 23 Apr 2009 20:07:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Muriel Vasconcellos (X)
Post title: Agenda + electronic file

I have to keep a single calendar for everything because otherwise I forget where to look and miss appointments, classes, job deadlines, etc. It has worked for me for decades, and old habits die hard. Since I jump around between activities, it's better to have one control center.

When I have long jobs, I also enter daily goals on my calendar because I know I won't be able to do it all in the days at the end. Right now I'm trying to balance my translation work with a long project for school. The daily quotas really keep me on track and keep me from feeling overwhelmed.

When the going gets really tough, I may set up an Excel spreadsheet or a table in Word to keep track of a particular project.

Poll: How do you keep track of the deadlines of the projects you are working on? | Pen + paper

Christine Andersen — Thu, 23 Apr 2009 16:59:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Christine Andersen
Post title: Pen + paper

Everything else is too complicated!

Two sides of an A4 sheet, one for a major client who sends a lot of small jobs and gets a monthly invoice, and one for the others.

The first side is filled in as the jobs come in: date, job code, a 'comment' to jog my memory about what it is, deadline, no. of words and a column for miscellaneous details or time. There may be 20-30 jobs a month here.

Then I type all that into an Excel spreadsheet at the end of the month and cut and paste the totals and details onto the agency's preferred invoice form.

On the other side of the A4 sheet I note down everything else:
Date, client, VAT no. job details, rate, currency, deadline etc. in fairly fixed columns.

There may be five to ten jobs on that side.

I haven't found anything easier or more reliable...

:-) :-) :-)

Poll: How do you keep track of the deadlines of the projects you are working on? | The agenda

Flavia Martins dos Santos — Thu, 23 Apr 2009 16:38:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Flavia Martins dos Santos
Post title: The agenda

I still use the old agenda, paper and pencil/pen where I keep track of the deadlines of my tasks. I close the task and turn to an agenda that I have on the working desk and write down the dealine.

Flávia Tafner

Poll: How do you keep track of the deadlines of the projects you are working on? | Wirebound notebook

vixen (X) — Thu, 23 Apr 2009 15:46:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: vixen (X)
Post title: Wirebound notebook

I use a wirebound notebook in which I manually create columns for (delivery) Date, (delivery) Time, Client, Project Manager, Job description and Job size.

In front of these I have inserted a few columns where I enter a check mark to indicate that:
- I have received a purchase order/work specification (regular clients sometimes send me one after starting/finishing the job);
- I have finished the job;
- I have sent the invoice (regular clients are only invoiced once or twice a month).

I keep this notebook next to me on my desk. I also keep a print-out of of each PO/WS in the notebook until I have finished the job.

Occasionally, when I have a lot of work, I schedule the tasks on my calendar to help me keep track of the order of the jobs.

I find that this system works well for me. It's also easy to have a quick look to make sure you've got the delivery time right, even when the computer is turned off.

[Edited at 2009-04-23 15:48 GMT]

Poll: How do you keep track of the deadlines of the projects you are working on? | Calendar on my phone

Andrew Levine — Thu, 23 Apr 2009 15:27:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Andrew Levine
Post title: Calendar on my phone

I use the calendar on my cellphone, which syncs daily with the calendar on my desktop, so I can always assess my time needs wherever I am.

Poll: How do you keep track of the deadlines of the projects you are working on? | I use a spectrum of methods.

Jenn Mercer — Thu, 23 Apr 2009 15:14:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Jenn Mercer
Post title: I use a spectrum of methods.

Like many of the comments above, my primary methods are fairly low-tech. I have an all-purpose to-do list which is in one of the simplest moleskine notebooks. I start at the beginning, cross out things as their done and recopy whatever is left when it's time to go on to a new book. When I am under slightly more stress, I will dedicate a page to that day and write down specific goals.

However, when things get really bad I revert to the index cards that saved my hide while I was in college. I was an English and French major and during my second to last semester, I had an exceptional number of papers to write. I took one index card and wrote out all of the projects and the approximate number of words required. I totaled this amount on the bottom and then divided it by the number of words needed by each day/week. Then I made separate cards for each week so that I would be sure to have the assignments completed in the right order. As a result, I was assured that all my deadlines would be met, if for example, I wrote 1,000 words each day, and 3,000 of those words written by Friday were for the European History paper due the following Monday. I have yet to be as overwhelmed in my writing/translation career, but I have used this system in small ways to keep track of overlapping deadlines. I am sure that I could find a software based solution, but this works - and I have the satisfaction of ripping the index cards in little pieces when the project is done ;).

Poll: How do you keep track of the deadlines of the projects you are working on? | It varies

Sara Senft — Thu, 23 Apr 2009 15:07:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Sara Senft
Post title: It varies

Sometimes, I simply remember the deadline or date of the assignment. (I am mainly an interpreter.) I set up Yahoo Calendar reminders if I learn of a deadline or the date of an assignment with enough advance notice.

Like several of you, another strategy I use is keeping relevant emails in my inbox until the project/assignment is finished.

Poll: How do you keep track of the deadlines of the projects you are working on? | Good ol' pen and paper

Caro Maucher — Thu, 23 Apr 2009 14:47:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Caro Maucher
Post title: Good ol' pen and paper

I always have my big notebook in front of me and when there's more than 2 or 3 jobs I make a list, including the date and time the jobs came in so I'll find them again in my inbox, and the wordcount. That way I have everything at a glance and without having to open yet another application, create yet more folders etc.

On the bottom of the page there's always room for all the other important things I need to remember... what my friend is talking about on the phone, where I parked the car, which movie reviews to check on the internet...

And anyway I rather like writing (you know, actual writing) and this is one of the few occasions I actually do it, other than shopping lists.

[Edited at 2009-04-23 21:35 GMT]

Poll: How do you keep track of the deadlines of the projects you are working on? | Whiteboard

Diarmuid Kennan — Thu, 23 Apr 2009 14:42:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Diarmuid Kennan
Post title: Whiteboard

I agree with Charlie, a whiteboard on my wall is a great solution.

Now I can't imagine how I ever managed without it.

Poll: How do you keep track of the deadlines of the projects you are working on? | Other (Excel + Desktop)

Parrot — Thu, 23 Apr 2009 14:41:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Parrot
Post title: Other (Excel + Desktop)

I keep all pending jobs within view on the desktop and log their references and deadlines on the same Excel sheet that reminds me to invoice (and that also serves for bookkeeping). This bookkeeping tool is so efficient, I can have all my quarterly reports in on the first day after the quarter ends.

Poll: How do you keep track of the deadlines of the projects you are working on? | Also a folder

Jessica Noyes — Thu, 23 Apr 2009 14:26:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Jessica Noyes
Post title: Also a folder

Like Angio, I name a folder with the company and due date and time. I keep it on my desktop till the job is done.

Poll: How do you keep track of the deadlines of the projects you are working on? | iCalendar and excel

Rebecca Garber — Thu, 23 Apr 2009 14:04:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Rebecca Garber
Post title: iCalendar and excel

iCalendar lets me set deadlines in various colors (due, first draft, completed/sent, fun)
It's a Mac product, so it's dead easy.
I track accounts and invoices with Excel, so I also use that to check dates.

But mostly it's iCal.

Poll: How do you keep track of the deadlines of the projects you are working on? | Other

Angie Garbarino — Thu, 23 Apr 2009 13:59:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Angie Garbarino
Post title: Other

I create a folder in which I enter job and PO, I name it with the name of the client, deadline and rate (abbreviations of course).

I am comfortable with this system

Poll: How do you keep track of the deadlines of the projects you are working on? | Outlook Calendar

David Young (X) — Thu, 23 Apr 2009 13:57:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: David Young (X)
Post title: Outlook Calendar

Fortunately, I don't have so much work at the same time - I don't believe in working hard :D - so Outlook is enough. If I got more, I guess I'd devise myself an Excel spreadsheet which covered my needs. Can't believe I'd ever need specialist software.

[Edited at 2009-04-23 13:58 GMT]

Poll: How do you keep track of the deadlines of the projects you are working on? | Translation Office 3000

Claudia Alvis — Thu, 23 Apr 2009 13:21:00 +0000

Forum: Poll Discussion
Topic: Poll: How do you keep track of the deadlines of the projects you are working on?
Poster: Claudia Alvis
Post title: Translation Office 3000

I'm also a TO3000 convert. I can't recommend it enough. One of the best investments I've done.

Jocelyne, your dream application does sound fantastic.