So You've Decided You Need a TMS? Here's What to Do Next
In my previous post, we explored whether you really need a Translation Management System (TMS). Now that you've decided to implement one—or replace your current TMS—the next challenge is choosing the right platform. With many options available, making the right choice isn't as easy as it seems. Having implemented TMS solutions multiple times, I understand the complexities involved. This guide will help you navigate the selection process to find a TMS that fits your needs.
Start with Your Budget
Begin by checking your overall translation budget and determining what portion can be allocated to a TMS. Pricing structures vary among providers. Typically, you'll see a subscription model. Also there may be additional costs for extra connectors, reporting, API or machine translation integrations. Some providers charge based on the number of processed words, users, or other usage metrics. Some will charge you for support.
Assess Your Localization Needs
What are your Current Requirements?
Content Types: What types of content are you localizing—software, websites, marketing materials, customer support documents, or e-learning content?
Languages: How many languages do you currently support?
Volume: What's your average translation workload per year?
Future Expansion
Market Growth: Are you planning to enter new international markets?
Content Diversification: Will you be adding new types of content like multimedia or user-generated content?
Scalability: Do you expect a significant increase in translation volume?
Choosing a TMS that can handle your current workload and adapt to future needs is crucial to avoid the hassle of switching platforms later.
Define the Features You Need
Not all TMS platforms are created equal. Consider the following key features to identify what matters most to you:
Automation and APIs
API Access: A strong API enables integration with your existing systems, automating project creation, workflow management, and translation memory syncing. Consider how API integration can customize and streamline workflows with external tools.
Machine Translation (MT) Integration: Can the TMS automatically integrate with multiple machine translation engines, allowing you to switch between them or configure their usage for specific project phases or languages?
Integrations
Content Management Systems (CMS): Ensure compatibility with platforms you use. Things like WordPress, Drupal, or Adobe Experience Manager, enabling automatic content imports and exports.
Development Tools: Seamless integration with GitHub, Bitbucket, Jira, or other development environments helps automate translation processes during software development (e.g., pushing and pulling files via API or webhooks).
Marketing Platforms: Connections with tools like Marketo or HubSpot to automate the translation of marketing materials or campaigns directly from these platforms.
Ease of Use
User Interface: Is the design intuitive and user-friendly?
Learning Curve: How much time will your team need to become proficient?
File Format Support
Versatility: Support for all file types you work with (e.g., XLIFF, JSON, HTML, DOCX, XML, INDD).
Customization: Ability to handle custom file formats or proprietary systems.
Vendor and Translators Management
Multi-Vendor Support: Efficient management of multiple translation vendors or freelance translators.
Reporting and Analytics
Progress Tracking: Real-time visibility into project statuses.
Cost Analysis: Detailed reports on spending across projects, languages, or vendors.
Quality Metrics: Insights into translation quality, revisions, and error rates.
Quality Assurance Tools
Built-In QA Checks: Terminology consistency, formatting errors, missing translations.
Terminology Management: Access to glossaries and style guides within the TMS.
User Permissions and Roles
Access Control: Define roles like translator, reviewer, or project manager, and limit access accordingly.
Collaboration Tools: Features like commenting, version history, and real-time collaboration.
With a clear understanding of the features that matter most to you, you're better prepared to evaluate potential TMS platforms.
TMS Providers to Consider
When it comes to choosing a Translation Management System, it's important to do your own research. These tools change every year. Companies add new features and adjust their pricing structures. Below is a quick overview of some TMS platforms worth checking out (note that this is not a comprehensive list of all available options):
Phrase
XTM Cloud
Bureau Works
Crowdin
Lokalise
Smartcat
Poedit
These platforms share many similarities, yet each brings something different to the table. Some may offer a more modern user interface, while others might have an interface that's a bit dated. Certain tools provide more connectors to integrate with your existing systems, whereas others might offer broader machine translation integrations or advanced AI solutions.
Ultimately, you need to determine what's most important for your specific needs. Once you've identified your priorities, it's essential to personally test the platforms that interest you to see which one aligns best with your workflow.
Conclusion
Choosing the right TMS is a crucial step that can significantly impact your localization efforts. By carefully considering your budget, assessing your current and future needs, and identifying the features that matter most to you, you can select a platform that not only meets your requirements today but also scales with you as you grow. Remember, the goal is to find a TMS that seamlessly integrates into your workflow and enhances your team's productivity.
Stay Tuned
In upcoming posts, I'll discuss crucial steps to take before implementing a TMS. We'll explore how to address internal processes and challenges that a TMS alone won't solve, ensuring you're fully prepared for a successful integration.