Freelancers, price negotiations and opportunity cost – a resulting tale

 

Freelancers set their own prices and must, therefore, negotiate them. Many customers, especially from the Middle and Far East, relish price haggling and practice it at every opportunity. This face-off presents the entrepreneur with a set of choices, namely if and how much to bend. Yet, in deciding how much to handle these negotiations, many solo businesspeople forget the impact of opportunity cost, a factor that cannot be ignored. I will share my experience dealing with this situation, a positive one I am happy to say, and my analysis of the potential outcomes.

To begin, it is important to define the term opportunity cost. The basis is the assumption, generally true of freelance work, that a person working on Project 1 at a specific moment cannot take on Project 2 at the exact same time, i.e., the cost of taking on Project 1 is the inability to accept Project 2. This cost is most noticeable on larger projects that require many hours or several days to complete. Its verbal expression is the outcry “Why did I agree to this job? Now, I can’t take on that project!” Of course, in some cases, it is possible to work almost simultaneously on two different projects or outsource one of them. Even more importantly, the cost is only potential as it is generally impossible to know if and when a better project will arrive in your email. Thus, opportunity cost can be high, but it is uncertain.

This week, an established customer contacted me about certified translation of some 7 personal documents from Hebrew to English. I provided a quote, which was immediately followed by a significantly lower counteroffer. I made a small concession to no avail. The next day, the customer sent me an amended package, 4 of the 7 documents. The result was the same, but without any concession to price on my part. The following day, the customer informed me that it had found another service provider. All this correspondence took almost an hour. Most curiously, several hours later, a new customer contacted me with an interesting new project, a certified translation of a Russian-English asylum request, and immediately agreed to the quoted price and deadline. The invoiced amount was much higher with very few additional hours. On this occasion, I came out ahead in all respects.

In terms of odds,  a positive result is highly probable in this situation. If the customer refuses to compromise and I lose the order, my maximum potential loss is a small amount of income and future business. Neither the insistence nor the loss of the customer is certain. It is quite possible that this buyer will return to me. Meanwhile, I may and did gain a new customer and quality project, which is far more valuable separately and together than the original project. If no new project appears in the immediate timeframe, I lose a small amount of business but I can use that time for alternative activities, e.g., marketing, physical exercise, viewing webinars or watching Wimbledon, each valuable in its own way. Thus, standing firm on prices requires faith but is often the correct strategy.

Therefore, if faced with the demand for compromise beyond their point of comfort, freelancers should remember that every choice carries an opportunity cost. It may help them make the decision that provides the greatest probability of a successful result, however one defines success. As they say in Hebrew, if you are not for yourself, who will be?

The mirage of infallibility – Freelancers and self-forgiveness

 

In 1869, the Catholic Church issued an edict that the Pope, whoever holds the office, is infallible, at least on certain matters under certain conditions. To everybody but the most devout Catholics, this doctrine sounds completely absurd as every person, regardless of his/her wisdom, makes errors of judgment. Yet, most freelancers crucify themselves every time their work is not perfect. For example, among translators, a series of mistranslations discovered by the customer can lead to a wrenching soul-searching experience and massive self-doubt. In reality, not all errors are of equal seriousness. Furthermore, customers do not automatically end their relationship after they discover the error. Most importantly, entrepreneurs need to learn to cope with these experiences as they do occur, hopefully rarely, even after years of experience.

Most freelancers strive for perfection, an impossible goal in most cases and one that is often not economically justified. Like all people, for whatever reason, they make errors sometimes. Some are minor transgressions that the only the service provider sees. For example, when using a given template that has been applied numerous times, the translator suddenly notices an incorrect term. The matter has no impact on the content but the fact that it took so long to notice raises doubts and is bothersome. On a more serious note, customers sometimes catch minor errors and ask for correction. Often these mistakes involve names, terminology and numbers, which can escape the eye of QA tools in translation. The worst case is when these customers discover major errors. In translation, these include missing text, retained elements that should not be in the applicable document and clear mistranslations. These capital errors can shake the freelancer’s foundation of self-belief as the question of “how did I miss that” cannot be avoided. Thus, not all mistakes are created equally.

Nor do all clients react the same. Clearly, the mistakes they did not see do not bother them. As for the minor ones, in my experience, while customers would prefer perfection, they are willing to forgive minor errors if the service provider remedies them promptly and professionally. The serious errors are another matter. Here, the reaction varies greatly. At the worst, the customer pays for the job after the corrections and never returns to the service provider. More often than not, if there is a previous record of solid work, customers come back, maybe because finding a potentially better service provider is not worth the effort. In the best case, the customer sees how the freelancer remedied the issues and now has a greater appreciation of his/her professional approach. In other words, the error, however regrettable, may actually build customer loyalty. Therefore, “getting caught” is not necessarily an unmitigated disaster.

The greatest impact of making mistakes is on service providers themselves. Two essential elements of professional work and success are caring about quality and confidence in one’s ability. The discovery of errors, whether minor or major, stimulates the first and jars the second. The physical proof that, despite all one’s knowledge and efforts, such errors reached the customer is very disturbing. For many freelancers without support systems, it leads to serious self-doubt and even depression. After all, they are supposed to be the professionals, the knowledgeable ones. They may be mitigating circumstances, whether deadlines or lack of instructions, but that does not excuse the failure. The psychological cost of being less than perfect is often higher than the financial one.

As I look at my career, I see great progress in how I have come to accept my rare failings. Some twenty years ago, after I submitted a far more ideal translation, I felt depressed for over a week. I questioned whether I should continue in this profession. By contrast, recently, I submitted a translation of several complex official documents, some of them with handwritten text. The customer checked them and found several minor errors, mainly names. I calmly corrected them and resubmitted them. He paid me and appreciated the professional service. I focused my thoughts on how I could avoid such errors in the future, a constructive approach, and went on to my other work. I did not pose questions about my ability. I have learned from experience.

In summary, it is absurd to believe that any person, no matter how knowledgeable and experienced s/he may be, can achieve perfection. To err is human. While freelancers should always strive to achieve the best possible results, errors will sometimes occur due to circumstances and human limitations. In such cases, it is healthier, both on a business and personal level, to focus on remedying the issues, learning from them and moving on. By the way, even the Papal edict on infallibility did not apply to the Pope’s personal actions. Freelancers – forgive yourself.

AI and the future of freelance translating – a perspective

 

Freelance translators, like many other professionals, see dark clouds. The media feeds stories on the ever-improving ability of AI to translate. Strangers innocently ask why anybody needs translators anymore. Customers and income decrease month to month. It is all quite depressing but not necessarily a full or accurate picture in the long term. On the contrary, paid translation needs are actually expanding. Moreover, the market niches that AI is destroying have been in decline for over a decade due to technological changes. In practice, AI changes the translation business but not only does it not eliminate freelance business but can even provide an opportunity to expand. It is reasonable to be cautiously optimistic despite all the apparent omens.

In terms of current trends for language service providers, which includes both agencies and freelancers, the future seems quite optimistic. Based on the total volume of the worldwide agencies, demand for linguistic services continues to increase steadily. Experts predict that the value of these services will increase approximately 28% from 2024 to 2027 to around 90 billion USD. World trade and the needs of international commerce will continue to feed the demand. To be fair, international agencies are taking a lion’s share of business with freelancers struggling with downward pressure on their rates. B2B business, without agencies, requires more marketing effort, skill and confidence, which many freelancers lack. Yet, in practice, there is a steady demand for translators.

It is important to note that translation technology, which includes but is not limited to AI, shapes which niches will remain and even expand and which ones will decline and disappear. For ten years, machine translation of all types has automated the translation process. Computer Assisted Translation (CAT) and translation memory began defining the work process over 15 years ago. Machine translation, most notably Google Translation, has made simple translation accessible and free to the average person for almost 20 years. More specialized translation memories, in particular neural translation in recent years, make it possible to effectively translate large masses of specialized legal and other material in a short time. There is less and less work available for a general translator because of the plethora of no-cost and sufficiently effective alternatives. By contrast, these machine translations, including AI, struggle to produce effective results when the message goes beyond mere understanding but requires precision or a human touch.  Some fields suffering from a lack of proficient human translators include medical, marketing, legal and technical translation. Furthermore, the need for official certification of government documents for court and bureaucratic purposes creates a steady market for certified translators of all types. Specialists can find lucrative niches.

The various language technologies have changed the whole panorama of translation in terms of methods and tasks. The use of CAT tools is a requirement for many projects and has significantly increased productivity and shaped its rates. Machine translation serves as a basis for many initial drafts, either in terms of suggestions or complete translation. AI can instantly produce a large-scale translation, albeit of highly uneven quality. Thus, the translator’s work may involve editing machine translation, actual translation or both. Clearly, not every freelancer wishes to be involved in editing but those that accept it and do it efficiently and effectively are in demand. By contrast, those freelancers that completely reject technology find their market shrinking. The name of the game is constant adaptation.

Thus, it is clear that translation is not only not a dying profession but instead one with a future. Technology will shape its future, as it has done in its past and present. Specialized and flexible translators can find an opportunity to make a living. The most difficult period is the transition during which the advantages and limitations of each new digital tool emerge and define the market. AI is not the end of human translators just as Google Translate and its cousins were not. They merely shaped the profession. It is most probable that for the foreseeable future human translators will continue to handle those tasks where it is important to fully convey the meaning of one language in another language and where approximation is not sufficient as well as ensure that machine translation does not create unnecessary or even dangerous mistranslations. Many current AI uses will return to human translation as issues arise from AI translation.  I am cautiously optimistic about the future of translation despite AI.

On static sites and empty boroughs – the importance of updating

 

[dilapidated hallway]

Recently, I, Dmitry Betschetny and Ben Karl gave a joint webinar through the ATA on how to create a website. We also mentioned a few times the importance of updating it. One of the reasons is that a site creates expectorations, just as a tourist brochure does. Customer satisfaction to a certain degree reflects the intersection of those expectations and the actual experience. It is vital to update one’s site to actually present the current situation whether by subtracting and/or adding available services. The result will be that you can deliver what you promise, the recipe for success.

As a demonstration of the issue, to celebrate our wedding anniversary, my and wife booked several days a spa hotel in the southern Golan heights. The site was impressive, showing impressive rooms and tempting services. Unfortunately, tourism and the supporting facilities in northern Israel have yet to return what they were before the war. That will take time. When trying to book several tempting massages and other services, I discovered that they were not available. The hotel also had not fully maintained the room, albeit creating only minor issues. All together, we enjoyed our stay very much, found the service excellent and would return not only due to the attractive price but also the genuinely pleasurable experience. Yet, the difference between the site promises and the reality bothered and bothers me.

Therefore, if you have a site either for goods or services, it is extremely important to update it as circumstances change. It may be due to changes in availability or personnel. It may due to an active marketing choice. If a company cannot provide the services, it is better to remove references from the site or write “temporarily unavailable” than to disappoint the customer. For example, if a translator stops working in a given language combination or providing a certain service, such as editing, the site should no longer state the readiness to provide those services. Nobody likes having their time wasted.

On the other hand, many freelancers are actively searching for new niches and learning new skills, including AI. Once a person can provide a service, it only makes sense to make it known on the relevant website. Not only will it improve the SEO in terms of change, it will alert potential customers. A little effort updating the site can make a big difference.

Through the 19^th century, English democracy suffered from having election districts in which very few voters still lived but were the equal of constituencies with far more inhabitants. They were called dead boroughs. A search of the Internet will bring up quite a few of the Internet equivalent of them, i.e., sites where some or most of the services or goods offered are no longer relevant. It is vital to take some time to update your site.

3D marketing – the importance of physically meeting potential clients

 

[conversation between three businesspeople*]

In the age of digital tools, Covid and high transportation costs, not to mention some wars in certain parts of the world, the norm, at least in business circles, has become to search and meet potential customers online. It is clearly more convenient in terms of time and personal exposure. Despite these advantages, in terms of making a lasting impression, physical contact remains more effective in creating business contacts. Admittedly, it does require some personal effort and time investment, which are the precise reasons for its impact. Not only is this type of contact effective, it is not difficult to find opportunities to meet both potential customers and colleagues both near and far.

The strength of personal physical contact, as compared to online venues, is that people can size each other up and create a strong impression of each other. While Internet interactions require less time and involve less personal risk , they are also far more forgettable. It difficult to obtain and retain an impression of a person on the basis of text or spoken conversation only. Personal meetings add the vital element of body language and face recognition. The name, face, body, personality and professional aspects of a person combine and form a strong image. That person may not need your service today but will likely remember the person with whom they had a conversation at a marketing event. Human beings still prefer to hire professionals that they have a basis to trust, however intuitive that trust may be.

It is true that to create such contacts, it is necessary to commit time and energy to leaving the comfort of one’s office. Business meetings can easily take up half of a day or take from precious evening time at home. Furthermore, unlike online communication, real conversation requires putting energy into a conversation, searching for positive questions and comments and putting effort to create a positive impression. For many freelancers, this task is quite intimidating. However, it is important to remember that social interaction can include not only conversation leadership but also asking questions and suggesting solutions, which are easier roles for quieter folk. Both potential customers and colleagues admire the skill of listening well and asking relevant questions. It makes the speaker feel important, an important part of creating a positive impression. Thus, even the less social skilled can successfully make business contacts in person.

The main focus of marketing activities of all kinds should be meeting potential customers. Most towns of even small size have various business groups of the BNI/Rotary Club type or other more focused forums. By participating in them, entrepreneurs gains contacts with numerous business customers they would not otherwise meet. On a regional basis, many banks and digital organizations, such as Easy in Israel, have periodical gatherings of participating business. It is worthwhile investing several hours in meeting other business owners, who have no problem with direct marketing as they are doing the same. The participant often receives a free meal for the small price of having to listen to some marketing speech. Another ideal venue are group meetings, notably conventions buisness fairs, whose partipants are our target audience, whether providers of a specific services, such as financial or service services, or share a common background, such as immigrants from certain countries and users of a certain service. A time investment in meeting these groups can produce great fruits. The best advice that I did not take when I started as a translator was “go to your customers”. It is still relevant.

Do not neglect your colleagues. While occasionally they are competitors, they are far more often sources of knowledge and jobs. No entrepreneur or even company knows and does everything. Thus, it is quite possible that these entities may need the service you provide at some time or another. Make the effort to make an impression before they require such a service. You will be first in their minds. Ideal venues include professional events such as conferences and lectures. One extremely effective way of making connections is to host a small get-together of similar professions. It is surprising how much knowledge and business can be attained over a cake and coffee. As the song goes, I get by with a little help of a friend. It is important to go out and make one from among your colleagues.

Digital marketing is here to stay.  At the same time, maybe because of the decline in use, personal marketing is not only more effective in creating positive impression but also far more efficient in creating business. It mainly requires investment of time and energy. To quote Oscar Wilde, the only thing worst then being talked about is not being talked about. Go out and try it.

P.S. I am practicing what I preach. I recently attended an event hosted by my bank for its business customers and made at least three meaningful contacts. I am also giving in-person lectures at the KTLC and ATA translation conferences in September and October, respectively.

* Picture captions help the blind fully access the Internet.

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Looking sideways – what being a freelance translator has taught me about selecting other service providers

 

[two towers wtih bridge*]

As a freelance translator for some 20 years now, I have succeeded in retaining numerous customers over the years as well as losing a few. I began knowing almost nothing how to run a small business, even in basic matters such as pricing. Over the years, through the heuristic process, an elegant word for trial and error, I have acquired a solid if not complete picture of how to differentiate myself from others. Since I am also a purchaser of services, I now pay attention to those traits that distinguish the better providers. I seek providers that ask questions, strive for perfection, price their service with self-respect, are honest about time and quality and treat me as important.

Asking – Translators, even those with the narrowest of the niches, cannot know everything. Furthermore, customers do not pay us to be 90% sure. Thus, translation by definition involves questioning and confirming our knowledge if there is the slightest doubt. When I hire any service, such as moving or packing, I prefer those providers that ask me questions to confirm details in order to eliminate any confusion or errors. I do not view this “doubt” as weakness but as a marker of professionalism.

Search for perfection – As a specialist, it is natural to fuss over small details that no customer would notice. Translators can spend an hour considering which word is the best choice knowing full well that this insistence is for their conscience, not the customer’s satisfaction in most cases. Most service providers can reach a satisfactory level of achievement. However, only those that insist on considering all potential issues are outstanding. In short, I seek service providers that strive for the best even at the cost of extra time instead of merely good enough.

Price – The connection between work and money is rather direct. When I perceive myself as being well paid, I am more motivated to go the extra mile when I know that the customer is properly compensating me. While low price does not necessarily mean low quality, high price is far more effective in aligning the quality expectations of the service buyer and provider. If quality is important and the budget is sufficient, I feel more confident confiding the task to a freelancer with a higher bid.

Time/price relationship – High quality results take time. If necessary, it is possible to produce a satisfactory translation in a rush most of the time (but not always). However, producing a seamless translation, one that does not sound like a translation, requires rigorous QA and time between drafts in order to clear the mind and see the actual copy. Likewise, in most tasks, hurrying leads to sloppiness and errors. It is often unfair to ask someone to be fast and accurate. As customers, we need to recognize this fact (as inconvenient as it may be) and decide which is more important. If we require a top-notch job, the service provider must demand and receive sufficient time.

Personal treatment – I work with numerous translation buyers. My customers know it but they still wish to be treated as my most important client regardless of the actual invoice amount. I view these relationships as long-term with my emphasis being increasing the number of steady customers, ones that I do not need to sell myself. While the current project may be small, I do not know when a large project from the same customer may arrive in my inbox. Thus, I communicate with all customers in the same way. Likewise, most service jobs I hire are rather small by nature but I still insist on being treated as important. My value is not the amount of my current order but instead potentially much  higher in the future whether through my orders or through the recommendations I give. I desire respect and choose service providers that respect me.

Running a service business has honed my sense of identifying appropriate service providers. I seek those that ask questions, strive for perfection, respect themselves in their price, are realistic about time and make me feel like a valuable customer. That is what I attempt to do with my own customers and expect from those providers whose services I hire.

* Picture captions help the blind fully access the Internet.

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Moving the stone – dealing with quiet business times

 

[millstone*]

Every freelancer has experienced them, the dead times when the phone does not ring and the only emails that you receive mention deceased distant relatives with large inheritances in very exotic countries. Ever so slowly, the feeling of failure and despair grows until even the most experienced entrepreneurs, including translators, start to have doubts. As the ebbs of business are inevitable as its flows, the only aspect that freelancers can control is their reactions to the situation. In my experience, with understanding, strength, perspective and belief, the quiet seas become an acceptable part of a long voyage.

As each business has its regular flows and unpredictable elements, freelancers can help maintain their emotional balance by analyzing the known and accepting the unknown. In practice, certain months traditionally have more or less work, generally due to holidays, with variances by country. For example, December is a great month for retail in Europe and the US but a terrible month for most other businesses as customers focus on Christmas and New Years. By contrast, December in Israel is a normal month, unlike late September through mid-October when the Tishrei holidays (Rosh Hashana, Yom Kippur and Succot) paralyze the country. On the other hand, some slowdowns are completely mysterious. The reasons why a given month had been traditionally busy but is very slow this year are often not clear unless some even event having a major effect on a given economy has occurred, such as Corona or a hurricane. Wisdom is accepting that it is impossible to predict or understand all events and wait patiently in the meantime. Not every down period is the fault of the freelancer or avoidable.

These periods of low activity create anxiety and even depression, which can lead to lethargy and despair. It is ineffective to advise people not to worry when there are bills to pay. Instead, it is more practical to leverage this emotion and use the free time to improve market position. There are always ways to improve a business, many of which require significant time to plan and implement. These practical actions include improving or building a website, contacting customers, taking online courses, writing articles, exploring social media and investigating other avenues to expand the business. It takes a strong will to harness the negative energy and render it positive in the long term. In some cases, quiet times are not only unavoidable but also necessary to create a successful business.

One of the hardest skills to develop is perspective. It may take years to view the ups and downs of a business work with a calm spirit and quietly roll with them. I have been a translator for almost 19 years ago and no longer despair when work slows down although I still find them annoying. I now use slow times to plan trips, conduct complicated purchases (currently a sofa), spend time with family, get exercise, see doctors and plan an expansion of my services,  not to mention play computer games. I generally find it difficult to find time for these activities when I am busy. My time investment may not be immediately profitable but it will lead to greater financial success in the future and personal happiness in the present. Quiet times do not have be non-productive times if a person can approach them as part and parcel of business.

Ultimately, people choose to become entrepreneurs because they have some type of vision, however unclear it may be. They believe in their skills and ability to provide a product or service that customers will purchase. While periods of low business may be emotionally trying, they do not necessarily signify that the person and business model are deficient in any significant way. The causes of such quiet times often go far beyond the matters of the entrepreneur and may be temporary. In other words, like farmers, entrepreneurs must have faith in the future. Panicking and lowering prices or abandoning a business are not generally not healthy or effective reactions. Sometimes, we need to remind ourselves of past successes to retain the assurance that “we can do it”. Whether it is confidence, faith or stupidity, perseverance and long-term success go hand in hand, tempered by an objective analysis of the market and the flexibility to make changes. In short, successful, happy freelancers have confidence in themselves and the future regardless of current circumstances. This confidence in itself attracts customers.

A very close friend of mine, Sarah Wrench, who unfortunately died in her twenties, wrote a fantasy book in which part of the plot involved people entering a cell in a huge heavy circle with one entrance. Alone in their cells and not knowing what others were doing, they had to push until the circle turned and reached the sole exit. Freelancers, especially translators, can relate to that feeling of working in a void. Sometimes, the work flows but other times, nothing seems to happen despite all one’s best efforts. However, when entrepreneurs grasp the known and accept the unknown, overcome and reverse negative energy, gain a perspective of the business and apply it and keep their faith in themselves and remain steadfast, these times not only do pass but lead to better days.

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Making home work less work

 

[home office*]

According to the old Jewish joke, work is something you would get the maid to do for you if you could. Clearly working at home remains, to one degree or another, an obligation. That said, the task does not necessarily have to be utterly unpleasant. In fact, it is quite possible to render working from home a relatively pleasant experience without investing significant money by properly arranging the work space, taking breaks of all kinds and having a “real” life outside of work.

As home workers, especially freelancers, spend so many hours in their work space, it is vital to have a comfortable chair, install appropriate lighting and visually divide the work space from the rest of the house. A comfortable chair is a vital element in terms of physical comfort, affecting all elements of work over time, including fatigue and tension. Simply put, an ergonomic chair adds efficiency and effectiveness. Consequently, while sometimes rather pricey, purchasing an appropriate chair is a worthwhile, even necessary, business investment. Lighting has a more subtle long-term effect. Over a long day, appropriately strong and properly located fixtures can significantly reduce fatigue by limiting eye strain. Psychologically, the most important physical aspect of an office is that it is visually separate from the rest of the house. While for most translators “out of sight, out of mind” may not completely occur, a separate office, i.e., not in the kitchen, living room or bedroom, not only greatly increases concentration, it allows home workers to visually walk away from their work when they need a break or finish their day. It thus creates a clear distinction between work and other life, just as office workers experience. At the end of the day, one closes the office until the morning, without being reminded of tasks to be done by a pile of papers on the desk. In these ways, a home office remains an office for all purposes.

One of the great advantages of being a freelancer is the flexibility to pace work throughout the day based on personal and objective factors. First, everybody has a different concentration flow. These elements include warm up time, i.e., how long does it take after waking up in the morning before the person actually starts working; focus slope, how intensely and long can a person concentrate before becoming fatigued; and alertness times, i.e., morning as compared to evening people. In other words, people have unique patterns of ideal concentration. Between these peak times, it is necessary both physically and psychologically to take a break. Since there is no boss monitoring “productivity”, home workers can take breaks as often and as long as they want as well as choose their relief. These refreshment times range from 5 minutes to prepare coffee or tea (I highly recommend stocking up on quality coffee and tea but not abusing it) to 10-minute walks in the garden, 15-minute household tasks, such as hanging the laundry and doing the dishes, 30-minute exercise sessions and even 1-hour naps. As long as the required work is completed by the end of the day, it makes no fundamental difference what the actually time distribution is . These breaks not only allow homeworkers to accomplish more but also better work.

The key to powerful home work is antimatter, as they would say in Star Trek, specifically scheduling a few fixed, uncancellable times every week for pleasant activities. These activities can include lunch with friends, doing sport, volunteer activity or any other activity that feeds the body and soul. The key is to be with people we like. While this “lost time” may add some stress by reducing available work hours, it more than compensates by creating positive energy, which allows us not only to be productive but to enjoy our work. “All work, no play” is not sustainable in the long term.

Clearly, work is work and required for economic survival. Working at home may be a matter of choice or necessity. Nonetheless, it is both practical and worthwhile to create the ideal office, take breaks and avoid feeling like a slave to work. It is possible to minimize the “work” element of home work.

* Picture captions help the blind fully access the Internet.

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Freelancer, manage yourself – Mental health tidbits from International Translator Day (ITD)

 

[tree in shape of brain*]

The end of September is the birthday of Saint Jerome, the patron saint of translators, and is marked by several conferences. I had the pleasure of participating actively and passively in two of them, the virtual ITD conference hosted by proz.com and the hybrid KTLC conference in Warsaw. Each featured several full days of lectures on various topics related to translation, far too much to summarize in an article. However, with the growing awareness of mental health and the emotional challenges faced by many freelancers, I wish to share some highly relevant points raised by some of the lecturers in regards to the keeping an even keel.

During the proz.com conference, Adrian Probst  addressed an issue faced by all freelancers, the fear of not having work. He emphasized that all businesses, including freelancers, experience slow periods to one degree or another. In other words, they are not a sign of failure but an unavoidable aspect of owning a business and thus to be expected and planned for, similar to theft in retail stores if you will. He suggested focusing thoughts not on general feelings of incompetence and failure but specific steps to take to reduce their frequency and scope, including marketing and education.

Likewise, Bettina Rohricht in the same conference discussed work flow ebbs and flow. She also presented ideas to deal with low work flow but added that overdemand and overwork are as stressful as underemployment. She emphasized the importance of establishing limits on workloads and times and explained that it is preferable to refuse a project due to lack of time over poorly executing it. Furthermore, the chance of losing a customer under that circumstance is very low in practice. I fully concur with her advice.

My lecture at the ITD conference focused on the issue of self-perception of success. My main point was societal comparative measures of success, including income and title, are not relevant to most translators, not to mention most freelancers, as the circumstances of their lives may not allow total commitment to a single job. Instead, freelancers should focus on their current achievements relative to their current reality and take steps to build a better future. The recognition of actual achievement and practical steps for future achievement create a positive vector both physically and emotionally.

Dominika Olszewska at the KTLC Conference discussed the power of monotasking. She emphasized that focusing on more than one matter at once, however minimally, only reduces concentration and productivity. (I have to confess that I was multitasking at the time and missed some of what she said, proof by example.) Among her practical suggestions were limiting the number of open tabs on the task bar in order to avoid checking social media and other distractions. She also suggested non-digital breaks, i.e., the best way to take a break from the computer is to get away from it.

Finally, Stefan Paloka gave a short testimonial to the power of will in creating a career. He is a blind translator that ignored all stereotypes and prejudices and has built a successful career. By applying technology and committing to a goal, it is possible for anybody with a disability to overcome challenges.

In a certain sense, the message of all these presentations was that freelancer achievement, however defined, involves not only technical skill but also the emotional intelligence and skills to deal with difficult situations, temporary and permanent. This process is as dynamic and active as coping with technological changes and maybe more important. It is possible, at least in the short term, to function as a technological dinosaur but impossible when emotionally broken.

I apologize for not mentioning all the fascinating lectures I attended or failed to attend. I suggest perusing the programs, contacting the relevant organizers and watching the tape of any relevant lecture. After all, learning is a yearlong (and lifelong) experience. I would strongly suggest reserving the last two days of September next year to fully benefit from the fruit of St. Jerome.

* Picture captions allow the blind to full access the Internet.

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The road less traveled is now on Google Maps – independently employed A.D.*

 

[Mountain road and path**]

At this start of 2022, it is becoming quite clear that life is quite different than before corona (B.C.). Besides the concrete changes, people have changed their view of routines and norms. As I see it, one of those transformations involves how the public views people that are independently employed. Today, being a freelancer is much more respected as a career choice, considered a better financial choice and, to a lesser degree, identified as full-time work.

[Black pawn among white pawns]

B.C., especially a generation ago, freelancing was for marginal individuals. "Normal" people joined a company, worked their way up the ranks and ended up earning a respectable salary. Those that were too young or old or of the wrong sex or color to be accepted by the corporation took off on their own, generally out of lack of choice. Many individuals lacked the proper credentials or cultural attitude to function in a corporate environment. In some cases, it was an act of necessity if the primary salary was insufficient to make ends meet. The title “self-employed” was clearly not a matter of pride. Today, it is impossible to typecast a freelancer in terms of age, sex, background or experience. A simple Google search of almost any profession will reveal the whole spectrum of society. Not only that, spurred by the Corona situation, countless corporate executives have chosen the route of running their own business even over the option of the financial stability offered by their institutions. Not only is it not a matter of shame for people to state that they are self-employed, it even can be a matter of envy, i.e., I wish I had the guts. Thus, the last few years have significantly improved the social status of freelancers.

[Online trade]

The cause and result of this development is the enhanced ability to make a living as an independent. Until some 10 years ago, the vast majority of purchasers physically traveled to the place of sale, which was more often than not a chain, not even a family business. They received their information from traditional media, such as TV, newspapers, magazines and radio. Most consumers were unaware or very wary of online businesses. After two years of periodical closures and public restrictions, the vast majority of people in the developed world have mastered the art of searching for, assessing and ordering online products of all types from the most generic to the most specialized. As a result, the potential customer base of freelancers of all types has increased exponentially, allowing them to make a good living. The overall balance of power between physical stores and online sales is clearly swinging toward the latter, with almost all stores joining the party and offering online sales. The general public is much more aware that it is quite possible, albeit a little risky, to make a living without a corporate framework. They probably even know someone that is a freelancer. Therefore, the statement “you can make a living doing that?” is much less common.

[Facebook and WhatsApp]

In terms of social relations, the change has been slower. In the past, a clear distinction existed between work and home, i.e., a person cannot be disturbed for work but is available for social matters at home. Freelancing blurs this distinction. Even when friends and family knew that the person was a freelancer working at home, many felt free to call in the middle of the day for a long chat or an invite to coffee since "freelancers can do what they want to do". I personally experienced this issue with my daughter. When I was only a teacher, she knew that if I was home, I was available at all time. However, when I became a freelancer, it took a few years for her to understand that I had time for her but I needed to some notice in advance it as I had work obligations. A.D., there is a growing awareness, albeit still insufficient, that working independently still involves labor, meaning work has priority over social activities.

Corona has affected almost all aspects of our perception of life. If freelancers are not quite the new norm, we have gained increased respectability and understanding in the eyes of society. We are no longer the road not taken by serious people.

*    After de’virus

** Captions allow the blind the access the Internet. Pictures via Pixabay.

Time in the balance – how freelancers can create a sustainable work schedule

 

[lit lighter*]

Entrepreneurs, especially freelancers, lack an external framework to limit hours. Employers have legal limits in determining the number of hours they can make their employees work with most companies restricting the amount of overtime any employee can take on. Store owners may work long hours but most non-chains are not open 24 hours a day or even 7 days a week. Germany probably has the most extreme restrictions with the vast majority of stores closed in the early evening and generally on Sunday. Freelancers, solely responsible for their own success and generally highly motivated to work, often equate downtime with reduced income, ignoring the short- and long-term effects of overwork. However, by creating some consistent limits on daily and weekly work hours and proper management of workloads, freelancers can sustain a high level of productivity and enjoy life.

[character lifting weights]

First, it is necessary to define work. Judaism, due its Shabbat laws, has quite a volume of writings on this subject but instead I will use a Jewish joke to provide a workable definition. The story goes that two priests were discussing whether sex was work or pleasure and decided to consult their rabbi colleague, who had much more practical experience in the matter. Upon hearing the question, he immediately and unhesitatingly stated that sex was pleasure. When pressed for an explanation, he simply noted that if sex were work, his wife would have the maid do it for her. Consistent with that definition, work is any task that a person would have no issue having somebody else do in his/her stead while pleasure is a task that a person saves for him/herself. For example, while I do not translate on Saturday, I do write posts because I enjoy, even relish, the process of writing. Thus, on Shabbat, I do what pleases me, which happens to include writing posts. Therefore, for the purpose of this article, work is any task that you would not choose to do on a day off.

[up and down graph]

While at the surface it would be logical to think that more hours lead to more income, at a certain stage, the returns not only diminish but also decline. The first sign of overwork is reduced productivity and increased errors. Over time, it requires longer time to produce the same quantity of work, accompanied by every increasing number of errors. Reasons for this decline include reduced patience and increased mental fatigue.  Fortunately, a nice evening out generally recharges the battery. If a person ignores this overload for too long, burnout begins to develop, often expressed in less enthusiasm to start the day or a reluctance to take on challenges. When the brain goes on strike, it becomes necessary to take a few days off. Complete denial of overwork can lead to mental and/or physical collapse. The cost is heavy as many writing in Mental Health Week posts noted. The financial loss from the complete inability to function is much heavier than any associated with a short break from work, not to mention the harm caused to the relations with family and friends. In short, overwork is a preventable issue that is ignored at one’s peril.

[international clocks]

The first element of proper work management is the length of the work day. It is clear that the vast majority of entrepreneurs do not work from 9-5 or even 8-6. There are simply too many tasks to accomplish on most days. Freelancers working with customers with multiple time zones find themselves connected almost 24 hours a day. In practice, aside from being physically impossible over an extended time, such dedication to work turns a person into a robot, with no time or energy for family and friends. In order to balance the need for mental and physical health with the requirements of running of business, it is first necessary to identify and set hours for full business activity and those for monitoring communication. Specifically, as each person has individual peak times for thinking, such as early morning or late night, it is advisable to perform high concentration tasks during the most productive hours as much as circumstances allow. The freelancer should handle the lighter tasks in the tail periods. The actual length of the working day clearly varies by person as age and experience create different endurance capacity. I personally take a nap every day, allowing me to extend my work day to better cope with the time zone issues. As for responding to emails, it is perfectly legitimate not to respond to correspondence in the late evening as most people do not expect an immediate answer during those hours, with some exceptions. By limiting active working hours and allowing oneself not to respond, the freelancer gains several hours of downtime each day, a key for long-term health.

[Cat sitting in a bowl]

It should be clear that working seven days a week is not sustainable over a year. The problem is that special cases requiring us to work an entire week without a day off become the rule, not the exception. The only way for an independent entrepreneur to take a day off is to schedule it. The actual day of the week is not important but at least 24 hours without work is vital for sustainable work. For example, my wife and I have decided that we do not work from Friday night to Saturday night except in extreme circumstances. Our reason for keeping the Jewish Sabbath is not religious but instead practical as nobody in Israel or abroad expects us to work on Saturday, meaning we do not generally receive requests, thus facilitating our decision. I also do not work on Sunday nights as I watch US football and baseball but, again, it is easy to take Sunday night off as the whole world is recovering from the weekend. In practice, all that a freelancer needs to do to have regular days off is make a firm decision, which is admittedly easier said than done. However, insistence on at least one day of rest pays long-term dividends.

[stress attacks]

The last scheduling choice is the actual workload. Freelance business tends to be feast or famine, i.e., too much or too little. While the latter may not be healthy for the bank account, the former has the potential to harm the person. It is difficult, if not impossible, to define “too much work” as individual capacities and technological skill vary from person to person as does the effect of stress. Some people only perform at the best when they face a tight schedule. However, everyone does have a point beyond which the pressure created by the workload begins to create harmful physical and mental health. The key is to identify that point and be ready to schedule work in a manner that does avoid that point, even at the price of losing a project. I suffered from years from irregular heartbeat, which was aggravated by stress. One benefit was that it taught me to listen for the signs of stress and schedule work in such a manner that I feel confident in my ability to meet the deadline without killing myself. If a potential project creates uncomfortable stress, I state a deadline that fits my needs even at the risk of losing the project as my health is more important any specific project. Daily work scheduling is not a science but instead the art of managing the possible.

The results of overwork are financially, physically and emotionally disastrous. Entrepreneurs, especially, freelancers, should schedule the work day, work week and work load in such a manner that the they can sustain the pace and enjoy the money they earn. After all, money is a means for a goal, not the goal itself.

* Captions allow the blind to fully access the Internet.

All pictures from Pixabay.

On advertising, marketing and freelancers

 

[Store marketing flow*]

Most freelancers find advertising and marketing a bit mysterious, confusing and/or disturbing in some way. For this reason, among others, they try to avoid investing in them on a regular basis. In practice, advertising and marketing are two different activities in terms of goal, method and measurement with marketing being a much more practical, effective and affordable for most entrepreneurs.

To explain, advertising is promoting short term sales. It involves exposing a product or service to a specific audience and encouraging immediate action. The customer motivation to buy may be limited time or supply or a notably low price. The promotion, whether in audio or visual form, emphasizes the product and the reason it is advisable to purchase now. Advertising generally involves a short-term, often high, cost. The business owner measures the results by comparing the estimated profit without advertising to the estimated profit attained through promotion, deducting the advertising expense. For example, if a new business advertises a grand opening, a successful advertising campaign would lead to a much larger showup to the event and an increased volume of sales on and around the opening. Likewise, if an established business advertises a product whose inventory it wishes to reduce or eliminate, it is possible to compare volume and profit before and during the campaign. Once the promotion is over, the seller returns to business as usual.

By contrast, marketing emphasizes brand over item. Specifically, it aims to create an identification between a service or product and the provider. As extreme examples, Google, McDonalds and Pampers each invest great effort in creating link between their name and their product, search engine, fast food and diapers, respectively. Marketing campaigns generally lack short term incentives to purchase, including low prices, but instead focus on a positive attribute of the product or company. A name-recognition effort can take on a variety of forms, including media adverts, sponsorship, signing, conferences and talking to your neighbors. The sky is the limit but many forms of marketing only involve investing time, not money. However, successful marketing does involve consistent effort as the fruits of marketing are invisible and slow and require multiple exposure. Simply put, it may take makes months or even years to financially profit from the effort even though the name recognition campaign is actually effective. Large companies can afford to conduct measuring surveys to ascertain the actual effectiveness. Most freelancers must have faith, a necessary attribute in all respects for a freelancer. Successful marketing requires long-term, directed action.

Advertising may be appropriate for some freelancers. For example, an accountant or translator specializing in tax form preparation and translation may try to reach companies and individuals in the first quarter of the year as the tax filing deadline creates a time incentive to purchase their service. Likewise, a recently established site designer or immigration document specialist may be willing to sacrifice short-term profit in order to build a portfolio and reputation. Service providers can reasonably provide large discounts if they are especially efficient in their work. Of course, those entrepreneurs finding themselves with no customers can choose to offer especially low prices choosing to prefer low profit to no income. The issue is trying to raise the prices to normal levels later but that is a long-term problem, a luxury for some people. Thus, for entrepreneurs with short-term goals, an advertising campaign may be worthwhile.

However, for most freelancers, including translators, marketing is the better option in terms of effectiveness and cost. Since most independent business people offer a product or service that is generally only occasionally required, the best method for incoming business is the create a connection between that service or product and the potential provider. To give an example, a customer contacted me this week for a French to English translation after her Masters advisor read a previous post of mine and labeled me as a potential provider of translation should occasion arise. Even more, marketing does not necessarily involve significant financial outlays. For example, business group zoom meetups and telling your hairdresser what your profession are free of charge as are posts in Facebook and other social media. One graphologist posted a simple business sign in her garden and regularly profited from opportunity clients. Marketing does require time to think, create and act. For better or worse, many freelancers had and have far too much free time in the last two years. Marketing is a way of converting that surplus into a future financial profit.

As a trigger to thinking about marketing, I would suggest considering the following questions:

1.       Do people in my local community know what I do?

2.      When I enter my name in Google search, do my profession and contact details appear?

3.      Have other people in my profession in my country and abroad, if relevant, heard of me?

4.      Have my potential customers ever heard of me?

If the answer to any of the questions is negative, it is time to actively think about marketing and then begin an ongoing effort to change the answer to positive. The results probably will not occur immediately. However, in an especially volatile market, all entrepreneurs must consider the question of where they want to be two years from now, keeping in mind that the failure to act is an action in itself. Despite their connotations and the lack of comfort they create for independents, advertising and, even more so, marketing are important options for all freelancers building a long-term future in their business.

* Picture captions open up the Internet to the blind.

Picture credit: Image by <a href="https://pixabay.com/users/megan_rexazin-6742250/?utm_source=link-attribution&amp;utm_medium=referral&amp;utm_campaign=image&amp;utm_content=4156934">Megan Rexazin</a> from <a href="https://pixabay.com/?utm_source=link-attribution&amp;utm_medium=referral&amp;utm_campaign=image&amp;utm_content=4156934">Pixabay</a>