1. What Is a Translation Management System?
A translation management system (TMS) is a translation software that streamlines translation and localization processes. A TMS helps companies and organizations manage and centralize your whole localization activity, and gives you full visibility, transparency, and control over every step.
2. What Does a Translation Management System Do?
A translation management system is the hub for all localization programs. It’s the centerpiece around which the whole localization ecosystem revolves around. You can connect it to other content-creation software, centralize all language assets to maintain brand image across all markets, and allow everyone involved in the end-to-end process to work on the same platform.
Thanks to the advanced automation tools used in this translation software, it also drastically reduces the number of manual tasks involved in the localization process. By doing this, it drives up cost-efficiency and productivity in all processes throughout the whole localization program.
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Create a Single Source of Truth
Create a single source of truth for your brand and manage the entire localization process from start to finish with a translation management system. A translation management system supports translation memories, so linguists can leverage existing translations and glossaries to ensure brand consistency. It also allows you to create customized QA checks, ensuring that the localized content is of the highest quality. All of this happens on a centralized platform where everyone can work on, resulting in localized content of higher quality and consistency and preservation of the brand tone and voice.
This results in saving time and money, and allowing you to track progress of projects in real-time and providing full visibility over all the activity. With a cloud-based translation management system, all assets are always up-to-date and accessible by the right users. This removes the need to track changes, look through emails to find the right file, and take the risk of losing key information. Everything that is required to have a strong localization program is available within the same platform, including the ability to create and manage queries.
Eliminate Manual Tasks
Thanks to its advanced level of automation, a translation management system greatly reduces manual tasks and makes the overall process much more efficient.
- Automatically import and export files for translation, removing the need to send them manually via emails.
- Create and configure infinitely customizable workflow templates, saving time and removing manual tasks as a new step starts automatically as soon as the previous one is done.
- Leverage templates and create localization projects in seconds while ensuring processes are clearly defined and consistent.
Leverage a TMS’s automation features to lower costs, reduce turnaround times, and accelerate time-to-market.
A Solution That Grows With You
A scalable translation management system allows you to future-proof your localization strategy and program. It allows you to add languages, users or output volume to your existing processes without affecting its speed and efficiency, or sending incremental costs spiraling upward.
By deploying a scalable translation software solution, you can rest assured that your localization technology is able to grow with the same level of performance. This will help adjust to any changes to your existing processes in a cost-efficient manner.
Speed Up Projects with Automatic Human-like Translations
A TMS supports leading machine translation (MT) engines, some of which with AI technology like neural machine translation (NMT) and customized engines. Leveraging these engines enables companies to automatically create human-like translations that require minimum input from linguists. Therefore, AI in translation software and technology is now a basic need and creates a competitive advantage with:
- Faster time-to-market for global content
- Increased volume of content with the same resources and time
- Improved customer satisfaction thanks to higher-quality content
AI is the present and future of localization technology. Leverage the latest AI features in a translation management system and speed up your processes with top-quality translated content and lower costs. With AI, you can increase your global-content volumes without deploying additional resources and time, accelerate your time-to-market, and improve customer satisfaction thanks to higher-quality content.
A TMS can leverage both native and external AI technology. Intelligent automation supported by AI features drives efficiency in automated TMS workflows. Integrated CAT tools can also include AI-powered features such as auto-inline placement or the Weighted Token Levenshtein algorithm which greatly boost efficiency.
AI is also the driving force behind NMT engines. NMT engines can be integrated into the translation management system and provide human-like machine translation to considerably reduce the need for human input. As a result of this, AI has become an essential part to help companies produce and translate better content more quickly without spiraling costs.
Seamless Integrate Your Content and Translation Software
Connectivity is one of the most important features of a TMS. You can connect your content system, such as a CMS, marketing automation software, E-Commerce, and PIM systems or developer tools to your translation software for a seamless and efficient content-localization process. All it takes is an automatic import and export of translatable files, reducing project management tasks to just a few clicks.
Connectors save time, reduce file management costs, accelerate time-to-market, and simplify localization.
All Your Data at a Glance
A translation management system allows you to easily export real-time data reports for all projects, from performance statistics per language to comparative supplier costs. This enables you to have a clear overview of all localization activity at a glance and make smart, data-driven decisions to optimize your processes and spending.
3. How Does a Translation Management System Work?
A translation management system is a hub for all global-content activities. It allows everyone involved in the end-to-end translation and process to work on a single platform.
Content is automatically imported into the TMS from the content system. Thanks to pre-configured automated workflows, the content is automatically sent to the appropriate linguists, who can leverage the centralized language assets for higher-quality output. The automated workflows instantaneously send content from one step to the next after each step is submitted, saving valuable time and unnecessary delays. Once the content has been fully translated and reviewed, it is automatically imported back into the content system, where it is ready to be published.
4. XTRF and the Dawn of Translation Management Systems
Cofounded by Andrzej Nedoma, XTRF was introduced as one of the very first commercial-class translation management systems available at that time to a broad public in a Software-as-a-Service (SaaS) model.
This innovative approach revolutionized the way translation agencies managed their projects and addressed many of the challenges that were inherent in manual processes.
The emergence of XTRF changed the landscape by offering language service providers a comprehensive, user-friendly, and scalable solution specifically designed for translation agencies, and very soon, it took the market by storm.
One of the key features that set XTRF apart from other early translation management system solutions was its SaaS model.
This made the platform more accessible and cost-effective, allowing even small and medium-sized agencies to benefit from the advanced features and automation capabilities offered by a translation management system.
As Nedoma once told XTRF, “back in 2010, the language service providers were entranced when we first showed them XTRF. It was a groundbreaking piece of technology for them.”
Events That Sparked the Technological Revolution
Prior to 2010, Andrzej and his father co-owned a translation agency, working together to grow their business. However, their efforts to scale the company were hindered by rising operational costs. Additionally, the persistent pressure from clients to lower costs revealed that the traditional methods of managing translation workflows were flawed.
According to IDC research, companies lose 20% to 30% of their revenue to inefficiencies every year.
At this point, he realized that he needed to find a way to expedite translation management, which would ultimately enhance his company’s profitability.
“We all relied on Excel spreadsheets to track projects, and it was tedious. In our discussions with numerous translation company owners across Europe, we learned that they all needed a specialized management system. This finding suggested that we had uncovered a fascinating market niche,” said Nedoma.
He then added, “back in 2010, some LSPs had their custom-built management systems, but they were limited to basic data storage functionalities — none of the bells and whistles that we have today.”
As he noticed a significant gap between the technological stack available to the language industry and the industry’s needs, he decided to establish XTRF and offer the first easily-accessible translation management system to the general public.
The Evolution of Translation Management Systems
Over the past decade, translation management systems have continued to evolve, incorporating new technologies and features to better serve the needs of translation agencies and their clients. Some advancements in modern translation management systems that were not present in earlier versions include:
Cloud-based workspace, allowing translation teams to access project information and collaborate from anywhere in the world.
Advanced reporting and analytics, providing insights into project performances and helping translation agencies make data-driven decisions.
Artificial intelligence, improving translation and management efficiency by automating tasks like quality assurance checks or work assignment.
Integration with third-party applications, such as customer relationship management (CRM) systems and enterprise resource planning (ERP) software.
The Difference between CAT and TMS
While all systems share some key functionalities, they focus on different aspects and offer various sets of tools. Additionally, the translation management system (TMS) market has evolved since these systems were first introduced.
Back in 2010, the distinction was quite simple — translation management systems aided project managers in coordinating ongoing tasks, while CAT tools catered to translators.
As time went by, CAT tools gained popularity and began to evolve, introducing features that were previously exclusive to translation management systems. This gradual shift positioned them within the translation management suite. Meanwhile, TMS tools also underwent significant upgrades, incorporating more advanced tools for managing a translation business.
Eventually, the former evolved into translation management systems (TMS), while the latter became known as a translation business management system (TBMS).
5. CAT tool-based translation management systems (TMS)
Computer-assisted translation (CAT) tools help your vendors translate more efficiently and ensure greater consistency. They do this through glossaries or termbases and translation memories – which are like databases of previous translations. All TMSs offer some sort of CAT tool functionality. Seeing the demand for translation project management functionalities increase, many CAT tool providers have added light-touch project management, invoicing, and reporting features to their systems. Some examples include XTM Cloud, SDL Trados, and memoQ, which are now referred to as translation management systems, in contrast to translation business management systems, which we’ll delve into next, and which often connect with one or multiple CAT tools.
6. Translation business management systems (TBMS)
Nimdzi’s 2021 language technology atlas introduced a new category of TMS, named translation business management systems (TBMSs). This helped distinguish between TMSs created by CAT tool providers, with CAT tool functionality at their core, and systems whose main focus is project management, invoicing, and reporting. For us, a TBMS goes beyond the regular features of a TMS that help with the day-to-day running of translation projects. A TBMS offers additional functionality and reporting that provides you with the strategic oversight to successfully manage and grow your business. For example, with XTRF, this includes a huge array of customization options, advanced quoting and invoice management, plus sophisticated reporting and trends analysis tools.
7. What Are the Benefits of a Translation Management System?
A central hub for localization provides you with a systematic and scalable approach to content globalization. By using a translation management system, you can achieve significant and proven gains and savings, including:
Leveraging existing translated assets means the same content is never translated twice. Using high-quality machine translation means that linguists only have to focus on ensuring that the translated content meets the quality standards.
Combining the automation of manual tasks and leveraging existing translations coupled with machine translation means that content can be localized much more quickly and efficiently without compromising quality. This allows companies to publish their content in a timely manner and maintain their competitive advantage in their global markets.
Thanks to centralized language assets available to all linguists, the quality of translations increases considerably, and inconsistencies are removed, enabling companies to maintain their brand tone and voice across their global markets. With a translation management system’s automated workflows, the localization process becomes much more efficient, allowing companies to more than double their localized output without requiring any additional resources.
A translation management system can provide qualitative and quantitative granular data from all actions in the localization process at a glance, enabling you to make smart, data-driven decisions and take your localization program to the next level.
A TMS is a cloud-based translation software, which means it can be accessed from anywhere in the world, regardless of the device or operating system. This removes any accessibility issues by users, facilitates connectivity with other cloud-based software, and contributes to everyone involved in the process working together on the same platform.
Control access to content through robust security settings and have full visibility over all actions and who performed them at any step of the localization project. A TMS also provides enhanced security features such as private clouds, which are cloud-based servers used only by a single company, giving you full control on where your data is stored and hosted.
Most translation management systems are vendor-agnostic, which means that as the owner, you have the freedom to choose the fastest, most skilled, and cost-effective providers for any given project who can use the TMS. Increase the quality of your content by having a centralized localization ecosystem in which all your vendors can work on the same platform.
Utilize a translation management system to ensure your brand speaks with one voice across the globe. It’s essential for keeping your messaging consistent across all languages, reinforcing your brand’s identity and trust with international audiences.
A translation management system is your partner in delivering translations that are not only accurate but also of the highest quality, ensuring your message is perfectly understood, no matter the language.
With a translation management system, create experiences that resonate locally in every market. It’s about offering content that’s not just translated but culturally adapted, making every interaction with your brand feel native to users worldwide.
8. When Should I Use a Translation Management System?
As localization programs grow, managing them becomes a bigger challenge, and deploying the same methods and processes during this growth can result in delays and problems. If you have encountered any of the following scenarios or asked yourself the following questions, it may indicate that you need to use a translation management system.
I need technology that can grow with our expansion
As localization programs grow in size and complexity, which can be due to increased content volumes or the inclusion of new languages as a result of market expansion, companies can struggle to transition from a small-scale effort to a larger-scale process and still maintain the desired level of quality and efficiency without deploying additional resources.
Managing a growing localization program becomes impossible using the standard tools and resources deployed when it was in its infancy. More advanced translation management software is required to accommodate growth—translation software such as a translation management system. A TMS enables companies to scale at speed without requiring growing resources or driving up costs thanks to its advanced automation features, making the end-to-end localization process quicker and enabling the human team to use their time more efficiently by removing manual tasks.
I need full control over my brand tone and voice
Companies may seek new options for their localization program with companies who deploy a multi-vendor approach if they lack control and visibility over their language assets, see inconsistencies in brand tone due to lack of communication between vendors, and realize unnecessary costs associated with unnecessarily duplicated translation.
By having a centralized platform like a TMS, all vendors can work together and leverage the same assets, ensuring consistency and quality in the brand tone and voice across all markets.
I need to go to market faster despite increased volumes
A translation management system optimizes existing or brand-new localization programs and streamlines your processes so you can localize their content more quickly and efficiently or land in new markets more quickly and gain a competitive advantage.
There is no global online presence without localization, and there is no efficient localization without a TMS.
9. How Do I Choose a Translation Management System?
There are many translation management systems available on the market, but not all of them have the same features. Therefore, you should ask a few questions before making your choice.
Does It Meet Your Business Goals?
The best TMS for you can support not just your present needs but also your future ones.
Can it support your current and projected content volume?
Does it have a connector for your content system?
Does it integrate your choice of machine translation engine?
Does it allow you to scale at speed and incorporate increasing volumes, languages, and users on the fly without affecting performance?
Will it be able to support the latest emerging technologies?
One of the most important aspects to consider when choosing a translation management system is that it can seamlessly incorporate and support not just your needs of today but also those of tomorrow. Future-proofing your localization program starts with making the right choice of localization technology and having one which can grow with you is a big step towards ensuring your localization success in the long term.
10. Will a Translation Management System Integrate With Our Third-Party Language Tools?
Save time, cut down on excessive email communication and reduce manual actions using your TMS connectors. Integrate your TMS with your existing content management systems, source control systems, and other solutions to streamline and automate the localization workflow.
Translation Technology
From terminology management to project-management software, your TMS can be integrated into a wealth of translation-technology platforms to make your localization process more efficient.
Machine Translation
Machine translation (MT) engines are integral to the efficiency that comes with having a TMS, allowing you to automate translations while still maintaining the quality of your localized content.
11. Will a Translation Management System Integrate With Our Systems?
Most translation management systems support connectors or integrations with other content systems. This is a key feature of any TMS, since it is the cornerstone of an efficient localization process. Connecting your content system to your TMS allows you to automate most manual tasks and increase productivity while reducing time-to-market goals.
Benefits of Integration
Create and track localization projects within your existing content system. See how GoTo enhanced their localization efficiency with a tailored Sitecore integration to a translation management system, streamlining their process and cutting costs. Learn more about their journey here.
Create and use fully customizable and automated workflows to speed up your localization projects. See how FARFETCH leveraged automatic workflows within a translation management system to triple their localization output, transforming their global reach and efficiency. Read the complete case study here.
Get your content translated and localized faster and publish it to your global audiences in a fraction of the time. See how RS Group transformed their workflow with a translation management system, ensuring consistent and timely translations for daily product releases. Discover their story here.
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