A Translation Management System, or TMS for short, is a software system designed to streamline language translation processes by automating, organizing, and optimizing pieces of the translation workflow.
Formerly known as Globalization Management System (GMS), a TMS is intended to handle repetitive translation tasks, improving workflow and increasing translation quality as a result.
By integrating a centralized system for automated translation, companies can optimize marketing strategies, reduce translation costs, and significantly improve both B2B and B2C communication.
With a blend of project management and translation features, translation management systems offer a modern way of taking your business's translation management to a whole new level. Recently, modern TMS like Bureau Works have started to integrate AI features as well, increasing their impact in making translation work more efficient and effective.
Why is a Translation Management System (TMS) Important
For a company to maximize its growth, they have to offer their product to a wide range of demographics. Inevitably, this necessitates communication with people belonging to different cultures and languages.
Ever since doing business on a global scale became possible, the question of how to effectively convey your message across multiple languages kept creeping up.
Studies even show that 65% of people proficient in English prefer online shopping in their native language.
Marketing your product or service can be difficult enough all on its own. Having to do it in multiple languages simultaneously can quickly turn into a marketing nightmare. However, it doesn’t have to be.
Integrating a translation management system into your enterprise can circumvent many problems associated with large-scale content translation. As a result, companies can reach out to a wider range of audiences, all while reducing costs and time-to-market.
How does a Translation Management System (TMS) Work
A fundamental concept in translation management systems is facilitating an effective, start-to-finish workflow.
The starting point of every translation process has content in the form of text. This text is then effectively translated to each target language in a series of well-defined steps.
Having knowledge of the ins and outs of these steps will help you understand how to apply them to your translation project best.
Preparation
The very first step in an efficient system is adequate preparation.
This is also probably the most important part of the process, and neglecting it is bound to create problems down the road while prioritizing it will prevent issues from cropping up.
Preparation includes file naming and sorting, editing, and double-checking for word length and colloquialisms.
Additionally, it is important to run your content through translation memory, while also setting a machine translation engine as a reference for upcoming translation tasks.
Using a TMS that facilitates these precautionary steps will always pay off in the long term.
Hiring a Translator
When hiring a translator, you should look for a native speaker of the target language with sufficient knowledge of the subject matter that you are trying to translate. However, this is not always possible. Being able to quickly tackle the challenge of hiring is important for any translation process.
Due to the importance of hiring effectively, a good TMS will include a reliable method for hiring the most qualified translators and project managers. Cutting edge TMS technology can take into consideration factors such as availability, cost, knowledge of translated material, and overall translating expertise. Good systems will easily gather a pool of suitable candidates for each job.
Furthermore, the best TMS include integrated communication channels to make working with the translators you hire much more productive.
Forwarding the Material
Tying into the previous steps, once the preparation is complete, the prepared content is neatly packaged up and forwarded to the translator.
That often includes text resource files, a machine translation output, and additional translation instructions.
The TMS will neatly compile the information and provide the translator with a clear overview of the task at hand.
Once the translator receives the necessary resources, their only concern should be the translation. Basically, the right tools and processes will build an accessible, intuitive job for your translator. This will help them to do their best work in the most efficient way possible.
Quality Control
Upon receiving the translated text, the next step in the system is quality control.
This task is often assigned to a different professional translator from the one that did the original translation. Having multiple people look at the content from different angles is always a good way to catch any previously undetected quality issues.
For the quality control step, a good TMS is capable of monitoring the reviewer's progress and making estimates of time until completion. Additionally, the reviewer is able to submit any comments and suggestions directly into the system for further evaluation by project managers, additional reviewers, and any other stakeholders.
Re-Import and Publication
After all the previous steps have been successfully completed, it is time to bring the translated content back into the system. However, this can be a potential problem area for those unfamiliar with translation management systems.
A TMS embeds files with metadata and tags, making the content easier to track and organize. With a smart filtering method built into your system, you can quickly find whichever document you are looking for. However, these blocks of information can also create major problems in non-sophisticated TMS.
Fortunately, most of these processes can be easily automated with the right TMS. After some trial and error, you will quickly figure out the best way to adjust your system to suit the particular workflow of your business.
Financial Management
For most companies, the final step of their translation workflow is financial management. This usually includes things like billing, invoicing, financial reports, etc.
Financial management processes can be exceedingly complicated, but the right TMS can manage them and even automate many steps to make it easy on you. Modern TMSs can process and compile information related to your company’s finances, making it much easier to track your company’s revenue and expenses and to generate reports and estimates.
Why do Businesses need a Translation Management System (TMS)?
Today, industries and their respective markets are globalizing at a rapid pace. As a result, the expectation of having content published in a wide array of languages is more present than ever.
For example, China accounts for about 50% of all Android and iOS app downloads. That is a lot of people who aren’t native speakers of the English language, and any business would want to their products to be accessible to those customers.
In the past, translation projects of smaller proportions were convenient enough to be handled manually. However, due to the increasing need for localization, the translation process can quickly become an unwieldy project management nightmare.
Let’s consider the translation methods of the past few decades. Using spreadsheets was one of the most effective approaches to translation management, but even then translation management was quite laborious, inefficient, and mistake-laden.
Having to conduct this same operation manually multiplies the chance of error by the number of target languages and the number of people working on the translations. As you can imagine, small mistakes can quickly become big. Luckily, modern TMS technology has made things easier, more efficient, and less prone to mistakes.
By adopting a good, modern translation management system, companies can carefully monitor their content translation and localization process from start to finish.
What is the Difference Between Translation and Localization
When deciding which translation management system is best for you and your business, it is helpful to understand the difference between translation and localization.
While these two terms are often used synonymously, they do relate to different things
Translation
Translation is the conversion of text from a starting language, also referred to as “the source”, to another, referred to as “the target". With translation, the key is to accurately convey the meaning of the original text with its translated counterpart.
Localization
Localization is the adaptation of the translated text to the culture of the target audience. With localization, you strive to present the product as being native to your buyers, resulting in better sales.
Example of Localization
Many of the world's languages are spoken in different variations and dialects depending on exact locations. This plays a big role in how you approach your marketing, and means that you need to localize your marketing far beyond the point of simply translating it.
A good example of this is the Spanish language. Spanish is spoken not only in Spain, but also in places like Argentina and Mexico.
Carelessly using the same translation in each of these places because "they all speak Spanish" can be detrimental to your business’s growth. The issues can include different interpretations of given texts across different cultures or simply not crafting a powerful message for a specific audience.
In fact, a 2023 study shows that 40% of internet users report having no interest in buying from websites that are not localized to their native language.
Cloud-Based and On-Site Translation Management Systems (TMS)
Another important thing to take into consideration is the difference between Cloud-Based and On-Site systems for translation management.
The key difference here is whether the system is stored on an online cloud, or on an internal, physical server within the company.
Cloud-Based
A Cloud-based translation management software is hosted online, and will be accessible to you and your employees via browser as long as you have a stable internet connection.
The downside of this type of system is that it is reliant on a cloud service and requires access to the internet.
However, the advantage of the cloud-based approach is that the system can be updated for all users from a single source, maximizing workflow efficiency and eliminating unnecessary complications.
On-Site
An On-Site translation management system is translation software managed by your company’s IT sector. With this style of TMS, each user has the latest version of the translation management software installed on their work computers.
This method is more technically demanding as any translation management software updates must be manually installed on each computer.
The upside of the On-Site approach is that the translation management system can be tailored to your company’s needs down to the nuances. Having a full translation team full of trained IT experts can make this approach very effective.
What Translation Management System (TMS) is the Best?
The best Translation Management System is one that can streamline your translation management workflow from start to finish. While the needs of each individual company vary, cloud-based systems tend to be the most versatile and easy to use. On-site TMS are often outdated and unnecessary for the majority of businesses.
Choosing the best translation management system for your business comes down to the particular workflow of your business, and there is no one-size-fits-all solution. Each system has its strengths and weaknesses.
However, recent studies show that using the right translation software can cut translation costs by up to 90%.
With that in mind, it is helpful to know what to look out for when choosing the best system for your company.
How Easy is it to Use?
One of the best ways to kill an effective workflow is by making simple things complicated.
When evaluating a TMS, always consider its ease of use.
Ask yourself these questions:
Is it intuitive? Are the processes easy to follow? Does it require training to use? What does the learning curve look like? All of these parameters factor into whether or not a particular TMS is ideal for your company.
This is especially true for larger enterprises. Having to put all your employees through training just so they can use the basic functions of translation tools costs a lot of time and money; time and money that can be better spent on growing your enterprise.
Is it Scalable?
Another hallmark of a good TMS is that it’s scalable.
The last thing anyone wants is for their system to come short just as their company is beginning to expand.
Long-term goals are as equally important as short-term achievements. Always take your plans for the future into consideration when deciding what TMS to commit to.
Does it Provide Customer Support?
As already mentioned, completely adopting a TMS into your business operations can take some time and effort. And, for your business to run smoothly, any obstacles need to be cleared as soon as they appear.
So, it stands to reason that customer support is another determinant of a good translation management tool.
A TMS with good customer support will ensure that any inquiries you have will be answered without much delay. This keeps your workflow consistent and supports your company as it grows.
How Specialized is Your Niche?
When it comes to translation management, most companies need an all-around, general-use system. However, if your niche is very specific, or your workflow is uncommon, specialized translation tools might be what you need.
Some systems are specially designed for the particular needs of certain industries. This can range from web and software design to audio-visual content, social media marketing, and so forth
As you browse for a suitable TMS, always make sure it caters to the requirements of your chosen niche.
Costs and Budget
It comes as no surprise that the price will have a huge impact on your decision of which TMS to purchase.
Today, cloud-based systems are undoubtedly the most popular choice. However, most of them work on a subscription-based system.
Furthermore, the costs of using a cloud-based system can vary not only from provider to provider but also with the features that come with different subscription models.
With that in mind, it is advisable to make a calculated estimate of how much you will have to spend annually for your TMS.
Translation Management System Options
With so many TMS providers out there, it can be difficult to decide which one to use. To help you narrow your choice down, we're going to look at a couple of translation management systems with strong machine translation engines or integrations that can help you with translation process automation.
- Bureau Works helps translators and translation agencies to boost their translation process by leveraging translation memory, intelligent automation, context-sensitive translate, and other AI features to optimize your translation process. Centralize your content, track translation progress, and easily manage projects with the TMS that is ideal for streamlining your translation workflow.
- XTM Cloud - As an enterprise translation management system, XTM provides advanced text analytics to help you understand how your content performs across different channels.
- SDL Trados - With over 270,00 users, SDL Trados is one of the world's most popular translation management systems. It offers a range of options to help you automate your translation processes, such as automated and machine-assisted translation.
- Plunet- This business management tool is designed to be used by translation companies and language service providers. It provides a range of features that can help you manage your projects, including project management capabilities, payment processing, document workflow automation, and more.
Why Bureau Works?
Considering everything that goes into choosing the right TMS for your business, it helps to have a guide for how each TMS stacks up to each of the criteria. As one of the most advanced and cutting edge TMS on the market, Bureau Works scores high in each of the different categories for evaluating which translation management system is right for you.
To see if Bureau Works is right for your business’s translation needs, let’s go through the list of things to consider in a TMS and see how Bureau Works delivers on each of them.
Machine Translation
Bureau Works offers integrations with the most common commercial MT engines, as well as our own proprietary engine. In addition to machine translation, Bureau Works’ Context-Sensitive Translate engine outperforms machine translation by 22% when it comes to post-editing efficiency. So, when it comes to providing your translators with the best technology to do their work, Bureau Works’ technology stands in a league of its own.
Financial Management
We know that financial management is one of the most important and complex elements of running any business. In translation and localization, you need to manage vendor payments, quoting invoicing, receivables, reporting and more.
With automated features for quoting, payables, invoicing and detailed reporting, Bureau Works is one of the most robust translation management platforms for financial management on the market.
Hiring
Hiring the right linguist to work with your materials is crucial to delivering good translations, no matter how good the tech is. Without a good translator, your content will always be left wanting something extra. This is why Bureau Works has developed an auto task-placement feature that places translation jobs with translators based on their past performance, availability, and their expertise on your subject matter.
This feature ensures that your work is placed in the hands of the best available translator every time, and it saves your project managers A LOT of time and effort. Compared to other TMS, this feature really makes Bureau Works stand out.
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Quality Control (live view + translation smells)
Bureau Works has a suite of quality control features that set it apart from the rest, especially the ability to see exactly where the project is on a granular level and the “translation smells” feature.
Granular visibility into in-progress projects allows project managers to see how the work is progressing, and Bureau Works’ automated features give constantly evolving estimates for delivery dates.
“Translation Smells” is Bureau Works’ semantic verifier, which acts as a second set of eyes to help the translator catch mistakes, culturally inappropriate phrasing, deviations from the tone of the source text, and more.
This technology truly makes Bureau Works unique in the world of translation management systems and translation tools.
Cloud-based
Bureau Works is a cloud-based TMS, meaning that all product updates can be launched to users with the push of a button. It also means you can access your account from anywhere you have an internet connection, at any time.
Security
No matter how you access Bureau Works, you are always guaranteed the security of encryption at rest and encryption in transit for all of your data. All of your data in Bureau Works is stored in self-encrypted buckets with separately stored and encrypted keys, so you can rest assured that you and your client’s data is safe.
Bureau Works is a SOC-2 independently certified and audited organization, meaning that our product adheres to the strictest guidelines for data security and that our security has been independently verified by internationally recognized organizations.
Pricing and Scalability
With everything mentioned above, Bureau Works has to expensive, right? WRONG! Bureau Works is one of the most affordable TMS solutions on the market today, and the single plan starts as low as just $7 per month (with a 14-day free trial!).
And, while Bureau Works is a great solution for independent translators, it is also used by LSPs large and small, as well as enterprise localization departments in the Fortune 500. Bureau Works is a translation management solution that can scale up or down to meet the needs of any translation organization, from a team of 1 to a team of 1 million!
Customer Support
Despite Bureau Works’ intuitive platform, learning any new software can be a challenge. That is why Bureau Works assures dedicated customer support to all of its users, making sure they get the hang of the software that will soon become their go-to TMS!
Check Out our Bureau Works Translation Software
Now that you have a good understanding of translation management systems are, we invite you to take a look at our advanced translation management system. You can see what sets us apart from the rest, and we are sure that you are going to enjoy Bureau Works. With decades of translation management know-how distilled into a single software, we deliver an intuitive, easy-to-use solution right at your fingertips
Long gone are the days of spreadsheets, inefficient translation systems, and repetitive, labor-intensive tasks.
The Bureau Works team has got your back! We’re only a click away.
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