Top 10 Ways to Reduce Localization and Translation Costs

Author: Nabil Freij

6. Last-minutes updates are unavoidable

In today’s rapid pace of technology, changes are often made to source files after localization has begun on them 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 in 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.

7. Plan future releases

It 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. 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 old target files, reducing the need to leverage, review, layout and QA, thus eliminating their associated costs.

c. Avoid switching file formats. When you go from Win­Help to HTML help, the formatting tags in WinHelp are dif­ferent from HTML tags; 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.

8. A picture is worth 1000 words

Using 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 doesn’t 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. Often the user is running software simultaneously to the help file. Having dialog box bitmaps displayed in the online help is redundant, since the software is already displaying that dialog box. By mini­mizing the use of 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.

9. Use only A4 or US-Letter size formatting

Online 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

There 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 the user to shelve your localized product and, instead, use your source language product! All localization efforts and costs will then be lost.

A second translator review, in-country proof, or final qual­ity assurance may seem unnecessary, 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 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.