How translation project management systems keep your localization on track

A translation project management system is a structured way to organize and track a translation project from start to finish. 

The system can be dedicated software (more on this later) or a custom setup in a general project management tool. It could even be a well-organized combination of spreadsheets and shared folders. If you’re into that kind of thing.

Whatever form it takes, it’s typically managed by localization project managers. Instead of drowning in spreadsheets or playing email tag with half a dozen people, you’ll have all the info you need in one place.

Let’s say you’re launching a product in six languages. You’re buried in email chains, ghost files, and ‘final_final_v3’ nightmares. Enter translation project management: order is restored with a clean, trackable checklist. Tick.

A system helps you pull off tasks like:

• Finding the right person for the job. A system stores info like subject matter expertise to find the perfect match for your project. Got a tricky pharmaceutical document? Instantly see which linguists know the terminology.
• Juggling deadlines without breaking a sweat. Some tasks need doing yesterday. Others can sit for a week while the legal team does its thing. A system lets you see what needs attention first. No more panicked ‘wait, when was this due?’ moments.
• Having the files you need, when you need them. With a system, everything lives in one spot: source files, works in progress, polished final versions. Even all those notes and comments.
• Keeping everyone on the same page. Whether it’s internal teams or language service providers (LSP), a system makes sure everyone knows what they’re doing and when. 

Note: A translation project management system is different from a translation management system (TMS).

A TMS like XTM Cloud is a specific software focused on linguistic tasks like translation memory and machine translation.

Trying to manage a big multilingual content project without the right tools is like trying to herd cats. Picking the best system from the start saves you from chaos and those endless email chains asking, ‘Hey, did you get my file?’

However, not all tools are made equal. Here are the main types to consider:

With all these options on the table, let’s take a look at how one company made its choice work.

Automated workflows ditch the repetitive tasks and busywork that slow your translation projects down. In fact, one in five SMB employees find that automation enhances task accuracy and efficiency. 

Get in on the action and choose a system with functionality like:

• Projects that create themselves. A client request comes in, and the system handles tasks and quotes. Even while you’re asleep.
• Hand-offs without the hassle. No more ‘Just checking in’ emails. Task routing happens automatically.

Your go-to workflow, ready to go. Set up reusable templates for your translation processes. Here’s what it looks like in XTRF:

And it doesn’t stop at delivery. With built-in invoicing and vendor payment tools, you can take projects from request to reconciliation without breaking stride.

The Translation Team uses XTRF to automate purchase orders and invoice statements. As soon as vendors say ‘yes’ to a job, purchase orders fly out automatically. At the end of the month, invoice summaries land in their inboxes. As a result, the company cut monthly invoicing time from nearly 10 hours to just two. Drastically cutting back-and-forth over mismatched totals.

And that’s not all XTRF does for the team:

Managing professional translation services across multiple language pairs and specializations gets messy fast. A centralized system goes a long way in fixing this. 

As Andreas Ljungström explains:

Skip the spreadsheet madness. Find a system that knows what translation teams need. Along with centralized data, look for features like:

• Language pair matching. See at a glance who handles German medical texts versus who’s your go-to for webinar transcripts.
• Complete vendor profiles. Get a comprehensive overview of your vendors’ availability and rates in one place.
• Star-rating evaluations. Track how each vendor performs across different jobs and language combinations. Here’s how vendor ratings look in XTRF:

With performance data at your fingertips, you can assign projects based on track records, not gut feelings.

The localization management process involves more moving parts than a Swiss watch. Find a system that keeps everyone in sync, with features like:

• Client feedback portals. Give clients a proper place to approve projects or share feedback. Instead of sending cryptic emails at 11 PM.
• In-context visual previews. In XTM Cloud, translators and reviewers see how content will look in the final layout — avoiding last-minute panics when a translation breaks your login page.
• Centralized project communication. Keep all project comms organized by client and project, as in XTRF’s communication tab below.

With communication tools baked into your system, you’ll avoid critical info slipping through the cracks.

Translation projects move fast, and files change even faster. The right system helps you keep track without losing your footing. Look for:

• Automatic versioning. Every tweak gets logged automatically in your workspace, so you can trace the paper trail without becoming a digital detective.
• Change alerts. Forget playing telephone with project updates. The right people get pinged the moment something shifts, because mind-reading isn’t a job requirement.
• File delivery tracking. Get automatic warnings if a project tries to close without deliverables actually going out the door. And see exactly when files reach the right people. Check out how it looks in XTRF.

This type of functionality helps you stay in control and keep on top of quality assurance. Even during last-minute edits.

When budgets are tight and vendors are many, you need eyes everywhere. The numbers tell the story: only 41% of companies “mostly” or “always” stick to project budgets. 

These features make sure you’ve got all your bases covered:

• Auto-generated quotes. Pop in your word counts and vendor rates, then watch the system crunch numbers faster than your calculator-wielding colleague.
• Real-time cost tracking. Watch your project budget tick along, so you know exactly where every dollar is going before it gets there.
• Smarter business insights. The user-friendly XTRF Business Barometer spots the goldmine clients and the budget black holes. It’s a real-time dashboard that helps you track trends and monitor performance across projects. Here’s a metrics snapshot:

A little visibility can save you serious money. And a lot of headaches.

If you’re like 37% of companies, integration with existing tech is one of the most important factors in choosing a new tool. 

It’s no surprise. The right integrations can spare you hours, not to mention a few gray hairs. Here are the connectors to check for:

• Content management systems (CMS). Got blogs, marketing pages, or whole websites to localize? Hook up your CMS (like WordPress or HubSpot) to have translated content ready to publish. 
• CAT Tools. Handling complex or regulated content? Plug in your CAT tool to keep translation memories and term bases sharp, and your translation quality even sharper.
• Communication platforms. Great for fast feedback or a well-timed emoji. Keep everyone in the loop without a thousand emails with seamless integration to Slack or Teams.

XTRF integrates with all the usual suspects and connects to your instant messenger via API. For best results, pair it with AI-enhanced translation management software like XTM Cloud. You can access xaia Agents, your chatty AI sidekicks living in both tools, ready to supercharge all your localization projects. Now, kick back and watch your translation workflows glide.

Different teams have different needs, whether you’re a tiny but mighty startup or a sprawling global brand. Use this handy table to figure out what matters most for your setup:

And don’t forget the basics. No matter your team size or set up, ease of use and solid customer support can make or break your experience. Take your time evaluating options to find the best fit for your needs.