1. Identify an efficient technology stack for your localization program
The efficiency of a localization program is directly related to the technology stack it deploys. Localization expert Mikołaj Lauer explains a few of the basic requirements all localization technology should include:
“The most basic characteristic it should have is that it needs to be web-based since this eliminates all the access problems (e.g., licenses, device limitations) that come with desktop-based software. It should also allow different users to work simultaneously on it, as centralized platforms drive consistency, which reflects positively on quality and brand image.”
How can centralization have an impact on brand image? A centralized platform means that all teams involved in the end-to-end localization process are working together and not in siloes, removing the possibility of inconsistency in terminology, suppliers, and even objectives. Consistency in terminology thanks to centralized language assets (TM, termbase, glossary), tone, voice, etc. allows for a higher quality of localized content and, as a result, improved brand image, since 64% of buyers value localized content and 87% of them would not buy from an English-only website, according to Forrester and CSA Research respectively.
Connectivity with external systems is also a must-have in your localization technology if you want an efficient localization management strategy. Having your localization technology connected to your content repository of choice means that you won’t have to import and export your content manually, saving you a lot of time in the process, as we will see in more detail further below. Ensuring that your localization technology of choice has an integration with your content repository, whether that is for a CMS like Adobe Experience Manager, Sitecore or WordPress; marketing automation like HubSpot or design tools like Figma or InDesign, will go a long way in making your localization program, management, and strategy more efficient. The integration will remove many manual tasks, which will instead be carried out immediately and automatically, speeding up the delivery of localized content.
If you use multiple vendors as part of your localization process, you will need a vendor-neutral technology. Vendor-neutral solutions give you the freedom to connect with any linguistic provider and allow you to choose the most cost-effective service whilst giving you the transparency to control every aspect of your localization process, no matter how many suppliers you have. This type of technology provides the flexibility to increase or decrease your suppliers depending on your output volume. It can even help you optimize your supply chain. With a decentralized approach, if each team uses three or four different suppliers, your localization program could have over a dozen suppliers. By centralizing the activity thanks to the deployment of a TMS and leverage of the same language assets, this number of suppliers could be reduced to one per team, since thanks to TM leverage they will be able to use existing translations instead of having to re-translate the content again. This way, there will be no need to have as many suppliers, which also derives into smarter and centralized procurement processes.
Furthermore, some localization-technology solutions offer additional features which can be highly useful to optimize the program’s efficiency. The Content Operations Manager of a travel leisure company based in East Asia explains the importance and the benefits of transparency in localization management:
“Not having transparency, in the form of data visibility and access, was a particular challenge for us and our decentralized workforce. If we wanted to be able to give different groups of linguists a different task list, in-house translators didn’t have visibility on projects assigned to external vendors and were not able to claim those projects for themselves. With a TMS, we have the transparency needed to allocate language resources with confidence and keep track of who is doing what.”
Key Insight
Centralization, vendor-neutrality, connectivity… These features used to be commodities just a handful of years ago in the localization industry, but now they are basic must-haves. Without them, it would be a huge challenge to meet the current demands of modern-day global content strategies. These are all efficient characteristics your technology should have, but the real game-changer is finding a technology that encompasses them all.
2. Explore which localization processes can be automated
Automation is a key feature in any efficient localization program since any automated process inherently removes manual tasks and consequently saves time. For localization management, the first step when automating is finding out which processes you are currently doing manually or have some manual intervention. Once these have been identified, you need to see which ones can be automated and to what degree, and which can’t. One way to do this is by listing all localization processes and workflows and categorizing them by importance and perceived level of inefficiency. This will give you a good starting point. We have seen situations where over 500 work processes exist for global content, therefore grouping, classifying, and prioritizing them are critical early steps.
Automated processes can be applied from start to finish of the localization process. Each process has its particular requirements, though, which means that even configuring these automated workflows takes time. However, translation management systems have different sets of workflows stored as templates as a standard feature, and when you create a project and apply one of these templates, all tasks are assigned automatically, saving you the effort of having to do so manually. Having these predefined features in your technology stack means you can also introduce a self-serving model in your localization program for further efficiency, allowing other teams in the organization to send translation requests without needing to interact directly with the localization team.
If your company starts to experience an increase in the demand for localized content, automated processes are particularly key. For example, a global US-based retail company enjoyed a sharp increase in demand for its products due to the meteoric rise of online shopping and the increase in popularity of digital channels. This resulted in its localization team experiencing a huge demand for its translation services. To be able to meet these requests, their localization management needed to be scalable, work more efficiently, reduce costs, and leverage their resources as effectively as possible. Their Languages Technology Manager explains how
“By implementing a Translation Management System we were able to introduce a self-serve model, harnessing automation workflows […] and we’ve been able to dramatically increase our output. We’re now producing ten times the volume of work we were seven years ago.”
The localization team then implemented even more automation and efficiency in the system backend, focusing in particular on workflow templates. Now anyone in the company can request a translation or language service, select the relevant job type, and a TMS workflow will automatically be selected that’s specific to the team requesting the job, with all assignees and stages already pre-populated.
The implementation of automated workflows has allowed other teams to get translations done faster and to a higher standard and has meant staff spend less time on repetitive tasks as many of the setup and workflow progressing steps have already been automated.
Internal teams often come to us for advice on processes. Sometimes they say they want the same level of automation the localization team provides, but in other areas too. We’ve become a benchmark, and that’s always nice to hear.”
Language Technologies Manager
Global Retail Company
Advancements in localization technology have led to most translation management systems on the market today having machine translation (MT). Since this is now an industry standard, technology has shifted its focus on how to improve and make existing technology even smarter—and to an extent more productive and efficient. With a translation management system that has MT, you can harness some of the more advanced technological features, such as natural language processing (NLP), artificial intelligence (AI), and neural fuzzy augmented (NFA), which allow you to retrieve more matches from your translation memory at a higher fuzzy rate and even detect non-translatable content to make the translation process more productive and cost-efficient.
This way, thanks to AI, what would have been no-match content because of a single word in the segment now becomes a highly fuzzy match thanks to leveraging previous translations. Furthermore, with NFA, you can turn high-fuzzy matches into 100% matches thanks to increased TM leverage if the no-match word can be found in another TM entry. All of these processes reduce the need for human input, making localization management easier and the translation process much quicker.
Consider how a manufacturing company based in the US Midwest overcame the conundrum of increasing its translation output while still having to reduce its overall localization spend. On paper, it sounds like quite a challenge, so they tried to find ways to make their process even more efficient. They managed to find a solution by embracing new technology. They adopted an MT engine that provided NFA, and this solution allowed them to reduce the amount of human time needed for translation and review thanks to the reduced need for post-editing.
As a result, they have been able to obtain more productivity from their team thanks to the freed-up time and, as a result, reduced overall spending. The implementation of NFA in 2021 reduced the company’s human translation efforts by 31%, with the quality of machine translation improving by 100%. Furthermore, NFA has the potential to reduce meticulous editing even further by including 85-99% fuzzy matches. By extension, NFA-translated segments have the potential to increase machine translation by 129%.
Key Insight
Automation is a key driver in efficient localization because it frees up time for your human team, which they can use to come up with improvements for current processes and develop new, innovative ones. This optimization of your human team’s time and your localization management is a key aspect in the progression of your content maturity level, which will greatly benefit your global content strategy and program as a whole.
3. Continuously expand your localization knowledge
It’s easy to get caught up in one’s work and all the ins and outs that go into a localization program’s day-to-day management, but since localization is a fast-paced and ever-changing environment and the world of technology also advances at breakneck speed, it’s not hard to fall behind the industry trends if you are not actively keeping up to date with the latest releases and knowledge. This approach can affect the efficiency of your localization program’s management, since you may not be aware of new features or technological developments which could be relevant and beneficial to your company.
As a Localization Manager, there are many events and services that you can sign up for that will allow you to stay at the avant-garde of the localization industry. Technology providers, software developers, specialist publications, and research websites among others continuously host webinars or conferences presenting their products or analyzing existing ones in the market, and this is an excellent opportunity to learn about the latest and greatest new features and how you can leverage them for localization management. The fact that many of these events are non-presential and can be attended online makes them highly accessible, although attending in person offers many different benefits.
For example, LocWorld, a bi-annual international conference for international business, translation, localization, and global website management, is the ideal platform for localization managers to immerse themselves in a localization-focused environment. There they can network with their counterparts from other companies and exchange views and practices, learn about the latest industry trends and technologies presented by providers at conferences or at their stands, and even interact with them directly for guidance and support. For example, you can visit the stand of your technology provider and ask them any questions you may have about the use of your tool, request product demonstrations, or even ask for guidance on what the next steps would be in localization management and for specific changing circumstances within your organization. You can also speak to other customers of your localization technology to exchange any pain points and get to the bottom of existing issues much more quickly. The benefits are endless.
However, there is more than meets the eye when it comes to the amount of knowledge-building content that companies put out. Lauer explains how you can read between the lines:
“If you see that a technology provider is regularly releasing updates to its features, such as its TMS or its connectors, this denotes its commitment to technological advancements and improvements.”
In other words, if you see that a provider releases a new version of its product every quarter and one that releases one every year, this indicates that one of them is committed to constantly improving their product and implementing the latest features at the earliest possible moment while the other is not. Twelve months is a long time in localization technology and it’s better to implement new features progressively rather than all at once.
It’s important that you read the change logs and release notes for each product since these outline the novelties being released. You might identify some features that would be a great fit for your program that your tech stack doesn’t have. If your tech stack is behind your competitors in terms of features, this grants them a considerable advantage over you.
Mikołaj Lauer
Xpert at XTM
Key Insight
Localization trends are in constant evolution and localization managers need to keep up with them. Otherwise, your program runs a serious risk of missing out on innovative opportunities that your competitors will surely seize, and thus obtain a competitive advantage over you. Sign up for conferences, webinars, newsletters, and any other localization-related content made available to soak up all the latest novelties and trends – this way your program will never stagnate and your choices will always be based on first-hand, well-informed decisions.
Leveraging technology when seeking ways to improve existing processes is an inevitable path to localization success. By implementing these three tips in particular and this approach in general into your localization management, we hope that the answers to the questions at the start of this article will be more satisfactory, and that efficiency can go from being a strategic target to a defining characteristic of your program.
