Preparing Your Localization Process Before Implementing a TMS

Implementing a Translation Management System (TMS) can significantly improve your localization efforts by automating workflows and enhancing collaboration. However, proper preparation before adoption is essential to avoid common issues and maximize the benefits. While you can address some steps afterward, it's better to complete most of them beforehand. This guide outlines the key steps to streamline your localization process before implementing a TMS.

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Assess Your Localization Process

Map Your Workflow

• Document Steps: Outline each step of your localization process, including:

  • Development

  • Content Creation

  • Translation

  • Deployment

• Identify Bottlenecks: Find delays or frequent errors to focus on improvements.

Set Clear Goals

• Define Objectives: Clearly state what you expect from implementing a TMS, such as faster translations, improved quality, or reduced costs.

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Organize Your Content

Centralize Content

• Gather Materials: Collect all content needing translation, including software strings, website text, marketing materials, and documentation.

• Standardize Formats: Use formats such as XLIFF, JSON, or XML for compatibility with the TMS. These industry-standard formats support structured data and simplify the translation process.

Clean Up Content

• Eliminate Duplicates: Remove repeated strings to streamline translation and reduce costs.

• Update Content: Ensure all material is current to avoid unnecessary translations.

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Plan System Integration

Version Control Integration

• Decide on Interaction: Define how the TMS will interact with code repositories like GitHub. Consider using web-hooks or specialized Git plugins to ensure seamless integration and automatic updates for localization content.

Content Management Integration

• Check Compatibility: Verify that the TMS integrates with your Content Management System (CMS), such as WordPress, Drupal, or Adobe Experience Manager.

• Automate Content Flow: Plan automated content movement between the CMS and TMS to reduce manual effort and errors.

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Set a Deployment Schedule

Define Timelines

• Align with Releases: Coordinate translation schedules with software or content release dates.

• Plan Updates: Decide on the frequency and turnaround time for sending new content for translation.

Coordinate Teams

• Communicate with Developers: Ensure developers are aware of localization timelines to prevent last-minute changes.

• Establish Freeze Periods: Set periods when source content remains unchanged during critical translation phases.

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Address Language Challenges

Use Variables Carefully

• Provide Full Sentences: Avoid splitting sentences with variables; use complete strings to maintain grammatical correctness in all languages.

  Example to Avoid:

  String 1: "Your order"

  Variable: {product_name}

  String 2: "has been shipped."

  Problem: In languages with different word order, this split makes correct translation difficult.

  Improved Approach:

  String: "Your order {product_name} has been shipped."

  This allows translators to adjust the sentence as needed.

• Minimize Variables in Strings: Overusing variables can confuse translators and lead to errors.

  Example:

  "Dear {title} {last_name}, your appointment on {date} at {time} is confirmed."

  Tip: Ensure each variable is necessary and clearly named.

• Use Descriptive Variable Names: Clear variable names help translators understand their purpose.

  Example:

  • Instead of {1}, use {user_first_name}.

Allow Translators Full Access

• Avoid Hardcoding Text: Do not lock parts of strings. Translators should be able to modify the entire string for grammatical correctness. Only variables should be locked in the TMS.

Provide Context

• Add String Notes: Include explanations or comments with each string to clarify meaning.

  Example:

  • String: "Order"

  • Note: "Used as a noun referring to a customer's purchase."

• Use Visuals: Provide screenshots or mockups showing where and how the text appears in the user interface.

• Offer Staging Access: If possible, give translators access to a test version of your product to see the text in context.

Why It's Important

• Improves Accuracy: Context helps translators choose the right words and phrasing.

• Reduces Errors: Understanding how text is used prevents mistakes that could confuse users.

Internationalization Best Practices

• Support Unicode Encoding (UTF-8): Ensure your application can handle all characters from different languages, including special symbols and scripts.

• Design Flexible User Interfaces

  • Allow for Text Expansion: Translated text can be longer than the source text.

    Example:

    • English: "Settings" (8 characters)

    • German: "Einstellungen" (13 characters)

  • Avoid Fixed Widths: Use responsive design and layout techniques that adjust to text length.

• Use Locale-Aware Formatting

  • Dates and Times:

    Example:

    • US Format: 12/31/2023

    • UK Format: 31/12/2023

    • Japan: 2023/12/31

  • Numbers and Currencies:

    Example:

    • US: $1,234.56

    • Germany: 1.234,56 €

    • France: 1 234,56 €

  • Phone Numbers and Addresses:

    • Format according to local conventions, including country codes and postal codes.

• Handle Pluralization Correctly

  • Use localization frameworks that support plural rules and language-specific grammar.

    Example with ICU MessageFormat:

"{itemCount, plural, 
    =0 {You have no items in your cart.} 
    one {You have one item in your cart.} 
    other {You have # items in your cart.} 
}"

• Avoid Concatenation of Strings

  • Incorrect:

    • String 1: "File"

    • String 2: "uploaded successfully."

    Problem: Translators may not be able to form correct sentences due to language structure differences.

  • Correct:

    • "File uploaded successfully."

• Support Right-to-Left Languages

  • Ensure your UI supports languages like Arabic and Hebrew by mirroring layout and adjusting text alignment.

  • Example:

    • Test the interface to verify that navigation menus, buttons, and text fields are correctly positioned.

• Avoid Embedding Text in Images

  • Text in images can't be extracted for translation.

  • Solution: Use overlay text or separate text layers that can be localized.

• Use Standardized Terminology

  • Create a glossary for consistent use of terms across all content.

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Prepare Your Team

Training

• Educate Team Members: Ensure all team members understand the TMS and their roles. Use platforms like Confluence to document training materials and create a shared knowledge base.

• Share Best Practices: Teach developers about internationalization, such as avoiding hardcoded strings, using proper encoding, and following localization guidelines.

Involve Stakeholders

• Cross-Functional Collaboration: Include team members from development, marketing, product management, and customer support to ensure all perspectives are considered.

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Develop Quality Assurance Processes

Create Style Guides and Glossaries

• Maintain Consistency: Provide guidelines on terminology, tone, and style to ensure a consistent voice across all content.

• Address Cultural Preferences: Include information on local conventions, formality levels, and cultural sensitivities.

Implement Testing

• Linguistic Testing: Review translations within the actual product to catch context issues and ensure natural phrasing.

• Functional Testing: Verify that the product operates correctly in all languages, including UI elements, input fields, and special characters.

Establish Feedback Mechanisms

• Collect Feedback: Regularly gather input from translators, clients, and team members to identify areas for improvement.

• Issue Tracking: Use tools like Jira to track and resolve localization issues efficiently.

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Continuous Improvement

• Regular Reviews: Periodically assess your localization process to identify opportunities for enhancement.

• Update Processes: Adapt workflows based on feedback and performance data to improve efficiency and quality.

• Stay Informed: Keep up with industry trends, new tools, and best practices in localization and internationalization.

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Conclusion

By preparing your localization process before implementing a TMS, you set your company for a smoother transition and more effective localization efforts. Taking these proactive steps will help you avoid common issues, reduce costs, and deliver a better product to your international users.