As more and more businesses look into expanding their global reach, translation management has become critical to the success of international expansion. With a reliable translation management system (TMS), growing companies can streamline the translation process, ensure consistency and accuracy across languages, and ultimately save valuable time and resources.
Given the abundance of TMS options available, selecting the ideal one for your company can be a daunting task. This article aims to provide tips and guidelines to consider when evaluating TMS options, assisting you in choosing the best translation management system for your company’s distinctive requirements.
From the system’s user interface and automation features to its security and compliance measures, we’ll delve into all critical factors to consider as you assess TMS providers. By following these guidelines, you can make an informed decision and optimize your content localization efforts with the appropriate translation management system for your business.
Assess your company’s needs
Assessing your company’s needs is a crucial first step when selecting a translation management system. For example:
How many languages do we need to translate? What type of content do we need to translate? How frequently do we need to translate content? How many people will be using the TMS? Do we need a TMS that integrates with other software? What formats do we normally use? For example, do we need a specialized PDF translation software to handle multilingual PDF documents?
By answering these questions, you can create a checklist of essential features for your company and use it to evaluate potential TMS options. Taking the time to assess your needs can help you narrow your search and select a TMS tailored to your organization’s unique requirements.
Consider the TMS’s user interface
When evaluating a translation management system, the user interface is another critical factor to consider. In that regard, an intuitive and user-friendly interface ensures that your team adopts and uses the TMS effectively.
Therefore, look for a TMS that offers a clear and simple interface with easily understandable navigation and labeling. In addition, the interface should be customizable to allow users to personalize their views and workflow to fit their specific needs.
A TMS with a user-friendly interface will not only save time and reduce errors, but it will also make the translation process less intimidating for users who may not be familiar with the technology.
Check its automation features
A sound translation management system should have automation features that save time and reduce errors. Look for a TMS with automatic translation memory matching, machine translation integration, and automatic file processing:
- Automatic translation memory matching. This feature suggests translations that have been previously used, saving time and ensuring consistency across languages. This is especially helpful for companies that frequently translate similar content, such as product descriptions or legal documents.
- Automatic file processing. This feature can automatically detect and process files for translation, saving valuable time. It eliminates the need for manual file handling, which can be time-consuming and prone to mistakes.
- Machine translation integration. This feature can automatically translate content and suggest translations, saving time and reducing costs. While you shouldn’t solely rely on machine translation, it can be a helpful tool for translating low-risk content or requiring a quick turnaround.
When evaluating TMS options, assess the automation features available and determine which would be most beneficial for your company’s specific needs.
Review the translation process
When evaluating a TMS, it’s essential to consider the translation process. Look for a TMS that offers a streamlined, efficient process that reduces errors and saves time. Consider the following:
- Quality control. Look for a TMS with quality control features such as translation memory, terminology management, and style guides.
- Collaboration. Look for a TMS that allows for collaboration between translators and other company members. Ideally, the TMS should allow for real-time collaboration and feedback.
- Project management. Look for a TMS with project management features such as scheduling, task assignment, and progress tracking.
Evaluate the TMS’s security and compliance
Translation management involves handling sensitive data, so it’s crucial to choose a TMS that is secure and compliant with industry standards. When selecting a TMS, look for features that ensure data security, such as encryption, access controls, and compliance with regulations like GDPR and HIPAA.
Encryption protects data during transmission and storage, while access controls limit who can view and edit data. Compliance with GDPR and HIPAA ensures that your TMS meets legal data protection and privacy requirements. When assessing potential TMS options, prioritize security features and ensure the TMS provider has a robust data protection and compliance track record.
Consider the level of support and training the provider offers
Finally, it’s crucial to consider the TMS provider’s support and training level. Look for a provider that delivers comprehensive support and training resources, such as documentation, webinars, and a help desk.
A strong support system ensures that users can get help when they encounter issues or have questions about the TMS. Additionally, it’s beneficial to select a provider that offers onboarding and implementation support, as this can help your team get up to speed with the TMS more quickly and effectively.
Final thoughts on choosing the best TMS
By taking the time to assess these factors, you can select a TMS that streamlines your translation process, saves time and money, and improves the quality of your translations. Remember to evaluate potential TMS options based on the features and capabilities most important to your company, and consider the level of support and training offered by the TMS provider. Ultimately, with a well-chosen TMS, your company can more effectively manage your multilingual content and improve your global reach.