9 Tools to Set Up Successful Localization Functions
Most conversations about localization success revolve around strategy. And while an excellent localization strategy is critical, you need a great tech stack to support it. Fortunately, building one is easier than it sounds. All it takes is a little knowledge about the tools on the market and how they fit with your localization needs and goals.
To help you get started, here’s a look at nine essential tools every localization team should have in its arsenal.
1. File Management and Sharing Tools
Every localization project involves working with files. The number of assets quickly adds up from the original source text and translated strings to images and videos. That’s why you need a secure way to store, manage, and share files before you get started.
Cloud storage platforms such as Google Drive offer a great way to store and access files. Yet things can get trickier when it comes to editing and version control. Not all cloud storage includes a version control feature, leaving you unsure whether a file is the right one to use. To combat this problem, localization teams typically use a translation management system (TMS) that includes a range of workflow, editing, and file-sharing features.
However, even if you rely on a TMS to store files, you may still want to save them in a separate cloud drive as a backup. This helps ensure that your files are accessible even if technical issues arise.
Examples: OneDrive, Dropbox, and MediaFire
2. Computer-assisted translation (CAT) Tools
A CAT tool helps translators manage documents and increase their productivity. So, it should be no surprise that 88% of translators report using one. Here’s how it works:
The CAT tool splits documents into segments (phrases and paragraphs) and stores them in a database. This database, known as translation memory, continuously updates as the translator works. When the translation memory detects an exact, or 100% match, it automatically replaces the target language's word or phrase. When it detects a similar phrase, it will suggest a fuzzy match that the translator can adapt to speed up the process.
In addition to the translation memory, many CAT tools include:
Editing tools
Spelling and grammar checkers
Dictionaries
Term bases
Examples: RWS Trados Studio, RWS Passolo, Alchemy Catalyst, MemoQ
3. Termbases
A termbase is a glossary of specific brand terms, definitions, and preferred language. Translators use term databases to ensure they use the appropriate words in a given translation. For example, if a product name includes the word “Power,” the termbase will indicate that the word shouldn’t be translated. Many tools typically save termbases in a TBX format, but CSV and XLS files are also readable.
Examples: SDL MultiTerm and memoQ
4. Translation Management Systems (TMS)
A TMS is a software platform that allows you to automate the localization process from start to finish. It eliminates repetitive tasks and improves efficiency—which is vital for organizations that need to localize large volumes of content in multiple languages.
Translation management systems vary by specialization, type of content, and other user requirements. However, most include the following features:
Automation of importing and exporting content
Simultaneous support for multiple languages
Progress monitoring and report generation
Billing, invoicing, and cost tracking
Machine translation (MT), translation memories, and term bases
Application programming interfaces (API) that connect with existing systems
Integrations with other tools
As you compare your options, consider which features are must-haves and which ones you can supplement with other tools.
Examples: XTM, RWS WorldServer, and Phrase TMS
5. Quality Assurance (QA) Tools
A QA tool verifies the accuracy of a translation. It reviews the translated content and checks for the following:
Terminology
Abbreviations
Number formatting
Trademarks
Other stylistic requirements
Like termbases, QA tools can be tailored to a brand’s specific terminology and style. This saves the QA team time and effort and reduces the possibility of missing mistranslations. Many CAT tools include a QA feature, but you can still add a stand-alone tool to your tech stack.
Examples: Verifika, Xbench, and QA Distiller
6. Localization Testing Tools
A localization testing tool checks for and reports errors in the localized product. It evaluates aspects such as the following:
User interface (UI)
User experience (UX)
Language variation (e.g., Mexican Spanish vs. European Spanish)
Language script (e.g., Cyrillic characters for a Russian translation)
The QA tester sends the report to the localization engineer to request the necessary changes. As the engineer works, the localization tool tracks the progress, which helps ensure the project is completed on time. It’s also a great way to collaborate with customers, as testing tools allow anyone to log in and report and track errors.
Examples: TestRail, TestLodge, and Redmine
7. Screenshot Capture Tools
While screenshot capture tools aren’t specific to localization, they are useful for highlighting visual errors. QA testers can take screenshots of user interfaces, websites, and desktop publishing documents and send them to the localization engineer for reference.
Although QA and localization tools catch the majority of errors, they can miss minor formatting issues. For example, truncation of words and sentences due to space constraints are typical—but they’re also difficult to communicate unless you’re looking at the interface. Therefore, screenshot capture tools allow localization teams to put the finishing touches on the visual presentation of the localized product.
Examples: Skitch, Lightshot, and PicPick
8. Desktop Publishing (DTP) Tools
Desktop publishing tools make it possible to create documents using page layout software on a personal computer. Localization teams use them to create and modify content, such as:
Marketing materials
User manuals
Packaging
And other creative print and digital assets
Although this is typically the last stage of localization, customers will often see these designs first. That’s why localization teams need to take care to produce professional-looking assets that match perfectly with brand guidelines. Otherwise, you could create a wrong impression about the value and trustworthiness of the product or service.
Examples: Adobe Photoshop, InDesign, and Illustrator
9. Analytics Tools
Analytics tools offer localization teams a wealth of information before and after a launch. Search trends provide insights into consumer behavior in different countries and can serve as preliminary research for choosing a new market. After a launch, metrics such as search ranking, click-through rates, and cart abandonment offer insight into how well your strategy is working—and how to improve it.
Analytics reports will also help you demonstrate ROI and serve as proof that a localization program should expand. In turn, you’ll be able to request a larger budget and even localize for more languages and markets.
Examples: Google Analytics, Sprout Social, localization platform tools
5 Things to Consider Before Buying a Localization Tool
Now, given the number of localization tools on the market, you may need help getting started. Here are five things to consider:
Budget. A tool can range from free to hundreds of dollars per month. If you have a limited budget, consider free and open-source tools or an all-in-one platform that will cover most of your localization needs.
Existing tools. Take a look at your current tech stack. You may need to fill in the gaps if you have a few localization tools. This can also help you save money because you won’t need to pay for features you already have.
Ease of use. Consider who will use the tool. Are they technically savvy? If not, you may want to prioritize ease of use over flashy—yet challenging to learn—features. Time plays a significant factor in localization, so you need to consider how long it would take someone to learn how to use the tool.
Collaboration. The ability to collaborate is another essential consideration. Teams across the organization may be involved in the localization process and need access to make recommendations, changes, and more.
Scalability. You also want a localization stack that can scale. Why? As the size and scope of projects grow, you may need to add more tools and technologies. Before you choose a tool, consider its ability to integrate with other platforms.
As you can see, your localization stack will be unique to your organization. However, it should include some or all of the tools mentioned above. The trick is to find the right mix of technologies that suit your current and future localization needs.