Checklists Every PM Should Have

Managing translation projects often feels like juggling too many balls at once. Deadlines, budgets, vendors, formats, and client expectations are all moving at the same time, and missing just one detail can cost both money and reputation.

That is why checklists are one of the most powerful tools in the hands of a project manager. They may seem like something small, but in reality, they save hours of time, prevent mistakes, and bring a sense of order to the chaos of daily work.

1. The Project Kickoff Checklist

Every successful project starts with clarity. A project manager must ensure that requirements are fully understood, deadlines are realistic, and budgets are approved.

The early stage is also the moment to double-check file formats, confirm instructions, and assign resources. Starting without this preparation is like building a house without a foundation — sooner or later, cracks will appear.

A good kickoff checklist should include:

1. Reviewing client requirements and reference material.
2. Confirming deadlines and delivery format.
3. Setting up the project in the management system.
4. Assigning roles and responsibilities.
5. Communicating the project plan to all stakeholders.

2. The Linguist Assignment Checklist

The human factor remains the key element of translation projects. A checklist for assigning linguists helps managers avoid last-minute surprises.

Confirming availability, checking expertise, having contracts and NDAs in place, and preparing a backup option are not just formalities — they are safeguards against failure.

A project is only as strong as the team behind it, and this stage defines its reliability.

Include in this checklist:

1. Selecting linguists based on subject matter expertise.
2. Checking availability and confirming assignments.
3. Ensuring NDAs and contracts are valid.
4. Preparing a backup linguist.
5. Sharing project guidelines and glossaries.
   
   

3. The Quality Assurance (QA) Checklist

Before a delivery goes out to a client, quality must be guaranteed. A checklist ensures that:

1. No segment is missing.
2. Terminology is consistent.
3. Formatting is intact.
4. Proofreading has been done by another professional.

Technology can support these checks, but it is the manager’s responsibility to make sure quality is not left to chance. Delivering without proper QA is like sending a product without testing — it may work, but it may also break the client’s trust.

4. The Delivery Checklist

How a project is delivered is just as important as the content itself. Managers must make sure that:

1. Files are in the required format.
2. Additional documents are attached.
3. Everything is sent on time.

The tone of the delivery email, clarity of communication, and even the speed of response all influence how the client perceives the collaboration.

A well-structured delivery builds confidence and opens the door for repeat business.

5. The Post-Project Checklist

Once a project is completed, the work of a project manager does not end. Payments must be tracked, vendor performance evaluated, client feedback stored, and lessons learned documented.

These steps may not bring immediate results, but they build the long-term stability of the company. A consistent post-project routine ensures that every project — whether big or small — contributes to future growth.

Include steps like:

1. Confirming client satisfaction.
2. Recording vendor ratings.
3. Logging financial data.
4. Archiving project files.
5. Reviewing lessons learned.

Conclusion

Checklists may not sound exciting, but they are what make project managers reliable and trustworthy in the eyes of clients and colleagues.

They bring discipline to an unpredictable business and allow agencies to grow without collapsing under their own workload.

In translation, where precision matters, checklists are not optional — they are essential.

About Protemos

Protemos is a translation business management system (TBMS) that helps language service providers streamline their workflows. From project setup to invoicing, vendor management, and reporting — everything can be managed in one place.