13

10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

  • Upload
    others

  • View
    15

  • Download
    0

Embed Size (px)

Citation preview

Page 1: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product
Page 2: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

+ 1 508 616 6660 www.globalvis.com © 2015

10 Ways to Reduce Software Localization & Translation Costs

Table of contents Introduction 1

Streamlined translation and localization process 2

Verbosity is the enemy 3

Author for localization 3

Single-Sourcing is finally practical 4

Consistency, Consistency, Consistency 5

Last-minutes updates are unavoidable 6

Plan future releases 7

A picture is worth 1000 words 7

Use only A4 or US-Letter size formatting when publishing manuals 8

Quality must never be sacrificed 8

Page 3: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

10 Ways to Reduce Software Localization & Translation Costs

+ 1 508 616 6660 www.globalvis.com page 1

Localization is the adaptation of a product, product documentation, website and supporting collateral to meet the language and local needs of a specific geographic market.

ome say that the best way to reduce software localization and translation costs is by avoiding them altogether. Yet companies with a global

vision have realized that to compete in a global economy, both they and their products have to speak their clients' languages. Regulatory bodies require the translation of documentation pertaining to the approval and compliance of certain products. Most countries require that products sold locally adhere to local language requirements. Likewise, any documentation associated with follow-up changes to approved products or reporting of field issues must be translated for countries that require it. These requirements will drive the budgets of translation and localization upwards. Given the constant and sensitive requirements, and the ever increasing costs, once you decide to target a certain geographical market, strategic and tactical measures should be taken to make translation and localization tasks as efficient and effective as possible. Throwing the translation requirements over the wall to your international distributors or just any third party is not the best way to go. Trusting your essential data to anyone linguistically untrained is very risky. This is especially true when regulatory compliances are essential to your global success. You should be working with professionals that know what it takes to get your products approved while reducing your translation and localization costs, all without sacrificing quality. Here are 10 recommendations that you can undertake to reduce your translation and localization costs without sacrificing quality. They are proven to work!

s

Page 4: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

+ 1 508 616 6660 www.globalvis.com page 2

10 Ways to Reduce Software Localization & Translation Costs

1. Streamlined translation and localization process

very localization project begins with a spec and a plan. The spec is like a bill of material that references and quantifies all the components requiring translation. This includes the number of words to translate, words to review, words to leverage from previous

translations, pages to layout or desktop publish, topics to compile and QA (Quality Assurance), art files to localize or recapture, tables and dialog boxes to resize and QA, software files to compile and QA, etc.

Since project timelines and costs are derived from this spec, it is essential that these specs result from the use of the most optimized process, enabling the most optimized costs and schedules. Working on the native files, for instance, not only does away with the need to extract text from the source files, but it more importantly eliminates the need to re-insert them for each and every target language. This can be a challenge particularly when governmental regulatory departments have no access to the needed software to display these native files. Certain measures need therefore to be taken to facilitate the process of not only translating, but also proofreading the required material.

Keep in mind that reducing long term localization costs should be a primary objective. Investing in the correct process may increase upfront costs, but will tremendously reduce long term costs. Use of translation memory tools (databases and search engines), generation of glossaries and style guides, use of professional translators, and investment in quality assurance processes will increase your upfront costs. They are essential however to reduce long term costs particularly when many iterations in the source and target languages are needed to secure regulatory body approval. Choosing the correct localization process is the most important task that can be done to reduce cumulative upstream costs.

There are many processes to consider and follow. A top-down localization process reuses text from translation memory and applies it to the new source files, while a bottom-up localization process compares or contrasts old and new source files, applying changes to the old target files. Depending on the level of change, it may make sense to follow one or the other. A hybrid methodology that combines both top-down and bottom-up processes is the ideal methodology to implement. Translation Memory:

E

Translation Memory:

As our staff translates your manuals and Internet pages, the computer stores all source and target texts. Throughout the translation process, all identical or fuzzy matches found in the database, are automatically retrieved. This is possible with the advent of Translation Management software. It not only enforces consistency within the same manual, but also across multiple manuals and GUIs, leading to much improved quality in the localized products.

Page 5: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

+ 1 508 616 6660 www.globalvis.com page 3

10 Ways to Reduce Software Localization & Translation Costs

2. Verbosity is the enemy

nce the correct process is identified, look at optimizing the different components that comprise localization costs. It is no secret that translation contributes to over 50% of a localization project's costs, so any optimization you do to reduce the word count will

lead to lower translation and localization costs. Verbosity is therefore the enemy. Instruct your marketing and technical writers, copy editors and regulatory departments to be concise and straight to the point when publishing product instructions and collateral. Eliminate unneeded and obsolete text. Cut fat wherever possible. Reuse existing copy unchanged as much as possible. Not only will you save on localization costs, but your end-users will thank you for it. Try to identify the parts that are never or rarely used and minimize them. If regulatory requirements permit, you may decide to only localize part of your product's documentation or help. Or you may decide to release a "light" localized version of your product. 3. Author for localization

n an effort to simultaneously release a product into many languages, source files are often rushed to localization teams, shortening the edit cycle. While this enables starting the translation early, do make sure that the final source files are thoroughly edited,

before they are submitted for localization. Get your in-country resources to read and evaluate your source files before translation begins. Often their concern with the localized product is not due to the quality of the translation, but to the quality of the source files, which could be hard for them to discern if unfamiliar with the source. Many authoring tools today permit embedding variables into the source files to allow for variations in the final documents for each required country. Take advantage of this feature to allow customizing your source documents when and where needed or use Single-Sourcing techniques as described below. Assuming that your local product documentation will be accepted with only a straight forward translation for each and every target country is a short-sighted assumption. Early optimization, country-customization and proper editing performed on the source files prior of localization will reduce rework and result in savings multiplied by the number of languages that you localize into. For more information on this subject read Authoring for Localization.

o

I

Page 6: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

+ 1 508 616 6660 www.globalvis.com page 4

10 Ways to Reduce Software Localization & Translation Costs

Read The Visible and Hidden Benefits of Localization for more info on why companies localize.

4. Single-Sourcing is finally practical

Hunking” is a thing of the past. With the advent of new authoring tools, single-sourcing is finally becoming a reality. Anyone that reuses information throughout documents or

needs to present it in different formats should consider single-sourcing. By consolidating recurring information and building final files from a common source, regardless of formats, translation-leveraging from translation memories is minimized and costs reduced. Perhaps you have a product that works on various platforms or for various OEMs (Original Equipment Manufacturers), and multiple user manuals are needed. Or maybe you would like to customize documents for each country. In these cases, the majority of the content is the same. Rather than writing and maintaining multiple separate manuals, a low-level single-source solution would allow you to write the content once and "code" it for each adaptation. The same is true if you want to release the same information into many formats such as printed manuals, online help or context-sensitive help. Many of the current authoring tools offer single sourcing options. Most of these options provide the basic functionality needed to convert docs to help, or vice versa. Check out Flare, the most used online help authoring tool. Adobe's FrameMaker®, used in conjunction with WebWorks ePublisher®, also provides a low to medium level method of creating online help, manuals or PDFs. At the high-end, XMetaL and PTC’s ArborText® use database technology to provide a single-sourcing solution. The highly structured content is stored in the database not as a manual or online help file, but as raw data, typically in XML. You create the content freely without worrying about the final output. Then you pick and choose what data and format you need and output it in a semi-automatic way.

“C

Register to a free Web Globalization Webinar: globalvis.com/ webinar

Page 7: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

10 Ways to Reduce Software Localization & Translation Costs

+ 1 508 616 6660 www.globalvis.com page 5

5. Consistency, Consistency, Consistency

hile single-sourcing deals with consistency at the topic level, efforts should be made to ensure consistency at the sentence level. Improving consistency in your source-language documents or applications minimizes the turnaround time and

reduces translation costs, especially when translation memory tools are used. Translators only have to translate any unique sentence once. If you are consistent in the use of common sentences, the total sentences count to translate is reduced by the number of consistently reused sentences (also called repeats). Consistency is probably the most important concept in instructional writing --such as help text, procedures and demos. To help maintain consistency, create a glossary for your terminology and a style guide to follow, and do follow them. Here are some ways to strive for consistency:

a. When referring to the same concept or object, use the exact same words.

b. Avoid the use of homonyms, as they can cause confusion. c. In headings and bullet points try to keep syntax consistent. d. Use terminology consistent with industry standards. e. Proofread for overall consistency, not just for grammar and

typos.

w

For more information on how to deal with updates, refer to Are Last-Minute Updates Wreaking Havoc With Your Localization Budget?

Page 8: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

+ 1 508 616 6660 www.globalvis.com page 6

10 Ways to Reduce Software Localization & Translation Costs

Consider reallocating your printing and shipping budgets to localization. International users prefer an online manual in their native language, rather than a printed manual in a foreign one!

6. Last-minutes updates are unavoidable

n today's rapid pace of technology and constant regulatory demands, changes are often made to source files after localization has begun and before the product is released. This requires that these changes are folded into all target languages, potentially contributing

to large cost overruns. In order to control costs associated with last minute updates, consider the following:

a. Once translation has started, deliver changed source files to your localization group before the linguistic edit/review cycle begins. The localization group's top-down localization process and translation memory software can be used at the end of the translation process, but before editing, to leverage already translated strings in the newly delivered files. Incremental costs here should be proportional to the percentage of change.

b. If minor changes to the source files are delivered after the linguistic edit has started, the best place to implement them is directly into the target files during QA. To facilitate bottom-up localization, provide new source files with revision marks enabled, so that changes are easily identified. Incremental costs should be minor.

c. If major changes to the source files are delivered after the

editing cycle has started, but before DTP is done, leveraging the translation from the translation memory is essential, requiring a top-down approach. Incremental costs should be proportional to the percentage of change, plus a single digit percentage leveraging overhead.

d. If major changes to the source files are delivered after layout/DTP, they will be treated

as a new project, similar to a new release (see following topic). This requires the generation of new project specs, plans, schedules and costs. This is the costliest scenario possible, prior to committing printing or production costs, and should be avoided whenever possible.

I

Free articles are found here. While you check them out, make sure you subscribe online to our monthly newsletter!

Page 9: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

10 Ways to Reduce Software Localization & Translation Costs

+ 1 508 616 6660 www.globalvis.com page 7

7. Plan future releases

t is important for any company to classify releases as major or minor and plan when and where localization should occur. To some companies, only major releases are localized. Regulatory bodies however require translation of all support material with each release.

Since with each update there are recurring localization costs, minimizing the number of localization updates will reduce the size of the needed localization budget. There are other practices that you could follow to lower your cost during updates:

a. Avoid making unnecessary changes, minor or major, to the files requiring localization. Changes will result in fuzzy matches (similar but not identical matches) by the translation memory search engine and end up costing money and time to update the translation. Always weigh the value of the change to the user against the added cost.

b. With each update, try to use previous version files as-is. Unchanged old files will

permit as-is reuse of their existing target files, reducing the need to leverage, review, layout and QA, thus eliminating their associated overhead costs.

c. Avoid switching file formats. When you go from FrameMaker to

InDesign, the formatting tags are different; therefore, the Translation Memory will not find a 100% match on the already translated segments, increasing the cost of translation. This is also true if you go from QuarkXPress to InDesign or from one development environment to another. If you must switch, do so only during major updates or releases.

I

For more info refer to Taking Full Advantage of Single-Sourcing and Succeeding

Page 10: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

10 Ways to Reduce Software Localization & Translation Costs

+ 1 508 616 6660 www.globalvis.com page 7

8. A picture is worth 1000 words

sing art (graphics, pictures, charts, dialog boxes, bitmaps and other) throughout your manuals, documents and help can add tremendous value to the user and simplify the understanding and usability of your product. Use them strategically to

replace text when possible. Art that does not contain text seldom needs localization. (Only in cultural- sensitive areas may art files require changes, but this is not often found in technical subjects).

Only use art when it adds value. Having dialog box bitmaps displayed in the online help for instance can be redundant when the user is running the software. By minimizing the use of redundant dialog box art, recapture in all necessary languages is minimized, as is the associated cost.

Use callouts whenever possible outside the graphics. Again, art that does not contain embedded text may require no localization efforts at all. Callouts can easily be translated with the rest of the document, further reducing localization costs.

For more information on how to reduce the cost of localizing art and graphics, read Do’s And Don’ts When Localizing Art.

U Translation Memory enables a top-down localization methodology for text reuse that minimizes costs during future updates/revisions of your products.

Page 11: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

+ 1 508 616 6660 www.globalvis.com page 8

10 Ways to Reduce Software Localization & Translation Costs

9. Use only A4 or US-Letter size formatting when publishing manuals

nline PDF files and other online documentation formats are becoming a very common and feasible alternative to printed documents. More and more companies are using this distribution method, rather than publishing printed manuals.

A4 and US-Letter format printers are inexpensive and widely available to users. If you are formatting PDF or online manuals, make sure they are released in either of these formats. Using other formats may make it harder for users to print. Furthermore, using A4 or US-Letter rather than more common smaller page formats reduces the number of pages to layout, minimizing desktop publishing costs. If you are not localizing but you are printing and shipping manuals, consider reallocating your printing and shipping budgets to localization. International users prefer an online manual in their native language over a printed manual in a foreign one! 10. Quality must never be sacrificed

here is a price to be paid for quality. Always keep in mind whom you are localizing your product for. Cost-cutting measures should never steer your focus away from the user. The costliest localization project is the one that causes regulatory bodies to disapprove

your product or for the end user to shelve your localized product and instead, use your source language product, or worst, your competitor’s better localized product! All localization efforts and costs will then be lost. A second translator review, in-country proof, or final quality assurance may seem unnecessary to the untrained eye; but bypassing any of these areas will lead to inferior quality, having a negative effect on your company's image, reputation, product usability and end user satisfaction. When partnering with a localization vendor, you have decided to work with professionals that understand all the nuances of localization. You should expect professional results that regulatory bodies will find satisfactory and that your end user will be thrilled to use. Quality comes at a price justifiable by its dividends- lower support calls, wider product use and satisfied clients. The cost of poor quality far exceeds its savings. Never accept anything less than a completely satisfied end user.

O

T

Page 12: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

10 Ways to Reduce Software Localization & Translation Costs

+ 1 508 616 6660 www.globalvis.com page 9

About GlobalVision International • We have been providing technical translation services for almost 2 decades. • We are U.S. Based with Global offices and production centers. • We have amassed over the years an exhaustive satisfied client list of Software Publishers! • Recent survey results show that quality met the needs of 98% of the respondents. 99% said projects were delivered on or ahead of schedule, and 99% said that the budget was met. 98% said that our staff contacted them promptly, 99% said that phone calls and emails were returned promptly, and 100% said that we set project details and expectations correctly at the start of the project. Services offered include • Support all languages • Perform reviews by Independent Secondary Translators • Create a Translation Memory for each language requested • Offer Professional Layout, or Desktop Publishing, in all standard file formats for all languages • Full Voice-over, Dubbing, Subtitling and Multimedia services, and • Provide 24/7 access to the translation assets and project tracking! Some of our clients Data Recovery “When I needed to get an Adobe FrameMaker API reference manual translated into Japanese, I had enough experience with L10N to know that it could become an expensive, time-sucking swamp if not managed properly. I interviewed a couple of translation companies, and GlobalVision emerged as the best partner for my needs. They were open and honest about what needed to be done, how long it would take, and how much it would cost. Other translation vendors had better prices that vanished when required to compare “apples to apples”. The project went smoothly, and our project manager stayed on top of everything. I even went on a long-scheduled vacation for two weeks in the middle! In the end, our Japanese sales and services team was extremely happy with the quality and appearance of the translated content, I was equally happy with the project management and guidance, and my boss was happy with the price and that GlobalVision and I handled the entire project without needing his attention!” Mobile Workforce Management Software “We started out working with GlobalVision a few years ago on a project to translate our mobile workforce solution into German. We had little experience with software localization to date, but GlobalVision made the process much easier than we expected. There was great communication and responsiveness from the outset, and they were very thorough with a fast turnaround. As we were extremely pleased with the results of the first project, we then asked them to translate into a further 12 languages, covering North and South America, plus Eastern, Central and Western Europe. GlobalVision has been our sole translation partner for all major releases and service packs since then. They are very cost-competitive, with strong project management skills, and are very willing to help and quickly resolve issues if they arise.” Why partner with GlobalVision? Translation Management System portal enables 24/7 access to your project status and assets Full service translation vendor. Support 100+ languages Focused on the customer and the end-user Translation database is your intellectual property Lower long-term localization costs due to advanced process Local with global presence, flexible and scalable to meet your growing needs Hand-picked professional staff: Dedicated Project Manager, Language/Subject Matter Expertise, Local & International ISO 9001:2008 certified. Process and results driven. You get the best people, process and technology A strategic partner that always delivers on time on budget and according to set expectations! GlobalVision International, Inc. 276 Turnpike Rd. #234 Westborough, MA 01581 USA Tel: +1 508 616 6660 Ext 3# [email protected] www.globalvis.com

Page 13: 10 Ways to Reduce Software Localization & …...10 Ways to Reduce Software Localization & Translation Costs + 1 508 616 6660 page 1 Localization is the adaptation of a product, product

10 Ways to Reduce Software Localization & Translation Costs

+ 1 508 616 6660 www.globalvis.com page 10

Enabling Globalization: A Guide to Using Localization to Penetrate International Markets We’ve built this guide because despite the need, nothing like it exists: a concise, step-by-step handbook for globalization and localization in the new millennium. New clients come to us with a desire to go global but unsure of what the process entails. Some face a catch-22 dilemma. They want to penetrate international markets, but cannot justify the localization costs. Others – some who have been localizing for years – want to know more about the new tools and processes that will improve both their results and their bottom line.

Here you will find the practical advice you need to start on your way and follow through to a successful finish. So, whether you’re just entering the wide world of globalization or you’re a veteran of the field, this guide is for you. We invite you to take a look inside the industry through the eyes of a successful localization company. Enabling Globalization will enlighten and inspire you – and leave you eager to tackle your next international market! The eBook is offered free of charge to GlobalVision’s clients or may be purchased from Amazon or the book’s website at www.EnablingGlobalization.com.

Copyright © 2015 GlobalVision International, Inc. All Rights Reserved. All trademarks and registered trademarks are the property of their respective owners