Translation Management System: what is the best match for your needs? There are potential red flags when evaluating a TMS, and in this article, we discuss key factors to consider when choosing one, based on tips from our CEO and specialist in the field, Gabriel Fairman.
First of all, it is worth remembering what we are referring to as a TMS here. A Translation Management System (TMS) is a software solution designed to help businesses manage the localization and translation process.
There are many models available, making the right decision challenging.
Let’s see the red flags and important points that potential buyers should keep in mind when selecting a TMS.
#1 Pricing Considerations
Understanding the pricing model of a TMS is essential because TMSs can vary greatly in how they charge. Some systems charge by the number of users (referred to as "seats"), while others charge based on word limits.
Even within these categories, there can be further distinctions. For example, seats may be classified as "concurrent" (meaning multiple users can use the system at the same time), "active" seats (only active users are counted), or simply the number of registered users.
Similarly, word limits can be structured differently – some systems may charge based on the total number of words stored in the translation memory, while others may charge based on the number of words processed.
This level of complexity in pricing models makes it crucial to understand exactly how much you will be paying, based on your specific use case.
Our founder, Gabriel Fairman, advises potential buyers to go beyond the pricing tables and to communicate with TMS providers and sales teams to get a clearer picture of how much the system will cost in the long term.
For example, if your business has a large translation memory but processes relatively few words, a TMS that charges based on translation memory size could be costly. Spending time on this aspect upfront will save money and trouble down the line.
#2 Migration is a Big Commitment
The decision to migrate to a TMS is not a short-term one. Fairman points out that businesses usually expect to stick with the TMS they choose for at least two years, and often longer.
Migration is a significant and hands-on process, so making the right choice from the start is vital. Switching to a new Translation Management System (TMS) can be even more challenging if you have a large volume of existing translation projects and assets.
When evaluating pricing, it’s important to think not only about the current cost but also how that cost might evolve, potentially requiring migration.Will your business grow and require more users or content? Do you expect to expand into more languages or types of content in the future? These factors should be considered when projecting the long-term costs and benefits of a TMS.
#3 File Type Compatibility
Another important factor is the types of files a TMS can handle.
Some systems are great at managing specific file types, like YAML or JSON files, but may struggle with more common formats such as DOCX or PPTX.
While the system might meet your needs today, Fairman cautions that localization tends to expand over time. As your business grows, you might need to handle a wider variety of files, such as PowerPoint presentations (PPTX) or InDesign files (IDML).
A TMS that can handle a broad range of file formats will give you the flexibility to meet future needs without having to switch systems.
#4 Ease of Use
The ease of use of a TMS is another critical aspect to evaluate. A TMS often requires onboarding many different types of users, from translators and project managers to reviewers, developers, and brand managers.
If the interface is not user-friendly or intuitive, it can lead to poor adoption across your organization. A modern, fresh, and clean user interface will better engage your team. Systems that are difficult to navigate or look outdated are less likely to be embraced by all users.
Additionally, ease of access is important. In today’s world, cloud-based systems are generally preferred over desktop or on-premise solutions because they eliminate the need to download files or access a specific server. Cloud-based TMS platforms remove barriers and allow for easier collaboration and use.
#5 Security
Security is another major factor to consider, particularly when using cloud-based systems. Certifications like SOC 2 Type II assure that a TMS meets a certain standard of security and governance.
Beyond certifications, it’s important to check whether the TMS encrypts files during transmission (using TLS 1.2 or later) and at rest.
You also need to ensure that you retain ownership of your data and can delete it if you decide to leave the platform.
Some TMS providers structure their systems in ways that make it difficult to transfer your data to another platform, which can make switching systems problematic. Ensuring that your data is portable and accessible in widely accepted formats, such as TBX (for glossaries) or TMX (for translation memories), gives you the flexibility to move to another system if needed.
#6 Ongoing Development
It’s also recommended to look at how fast a TMS is evolving. Some TMS platforms have reached a point where they no longer actively add new features or improve.
However, in today’s fast-paced technology environment, it's essential to choose a platform that is continuously developing and growing. With advancements in artificial intelligence and machine learning, particularly large language models (LLMs), having a TMS that stays up to date with these innovations is crucial.
A platform that grows with your business and adapts to new technologies will serve you better in the long term.
#7 Testing and Trialing
Our CEO Fairman highlights the importance of testing a TMS before making a final decision. Many TMS providers offer trial periods where potential buyers can experiment with different scenarios and use cases.
This is a valuable opportunity to get hands-on experience with the system and see if it meets your needs. Relying solely on marketing materials and buzzwords is risky; experiencing the software firsthand will give you a clearer picture of how well it will work for your organization.
#8 Customer Support and Ownership of Success
Lastly, it’s important to assess the level of support offered by the TMS provider. The advice here is to look for providers that take ownership of your success, and be a real partner.
This means not just selling you a piece of software and leaving you to figure it out, but actively supporting you in making sure the system works for your business. Customer support plays a crucial role in managing translated content, ensuring it is properly integrated and maintained throughout the translation workflow.
Pay attention to how responsive the company is, the quality of its support, and its commitment to ensuring your satisfaction. A good TMS provider will partner with you to ensure the software helps your business achieve its goals.
Summary of the key factors
Pricing, ease of use, file compatibility, security, ongoing development, and customer support are all critical components to evaluate. There may be others you could implement to this list, but we consider these fundamentals.
By thoroughly testing the system and thinking about both your current and future needs, you can make a smart decision.
In the end, selecting the right TMS will help simplify your localization processes and set your business up for success in the long run.
Much depends on your team's work process. What is important to have in mind is the importance of planning and making decisions based on hands-on experience rather than just marketing materials.
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