Manage Localization Project based on Project Type

Localization project management is a complex and challenging task that requires a lot of skills and knowledge. There are different types of localization projects, such as new content localization, updated content localization, and emergency content localization. Each type of project has its own characteristics and challenges and therefore requires different strategies and approaches. In this article, I will share some tips and best practices on how to manage localization projects based on project type.

General Rules for All Types of Projects

Before we dive into the specific types of projects, there are some general rules that apply to all localization projects. These rules are:

• Plan ahead: A good localization project manager (LPM) should always plan ahead and anticipate potential issues and risks. Planning ahead can help to avoid delays, errors, and misunderstandings, and ensure the quality and consistency of the localized content.

• Communicate effectively: Communication is key for any successful localization project. The LPM should communicate clearly and frequently with all the stakeholders involved in the project, such as the requester, the vendor, the linguists, the reviewers, and the testers. The LPM should confirm the deadline, word counts, quotes, scope, requirements, expectations, feedback, and any other relevant information with the vendor on all projects.

• Work with the vendors: The LPM should maintain a close relationship with the vendors and understand their strengths, weaknesses, capabilities, and preferences. The LPM should gauge the capacity of the vendors and give them a heads-up if there are large or complex contents so that the vendors can align resources in advance. The LPM should also provide them with sufficient resources and support, such as glossaries, style guides, reference materials, context information, query resolution, etc.

• Utilize the translation management system (TMS): A TMS can help the LPM to track the progress of the localization projects. A TMS is a software that helps to automate and streamline the localization workflow. A TMS can help to manage multiple projects at once, assign tasks to different vendors or linguists, monitor quality and productivity metrics, generate reports and invoices, etc. A TMS can also help to filter projects that are past the deadline or about to due, and alert the LPM or the vendor accordingly.

  
  

Project Management Strategies based on Project Type

Now that we have covered the general rules for all types of project, let’s look at some specific strategies based on project type.

New Content Localization

New content localization refers to the localization of brand new contents that have not been localized before. This type of project usually involves a large amount of content and a long duration. The main challenges for this type of project are to prevent risk and ensure quality.

For this type of project, the LPM should emphasize on:

• Setting up milestones: The LPM should break down the project into different stages and set up milestones for each stage. For example, initiation stage, translation stage, review stage, testing stage, etc. The LPM should check if the goals are met at each stage and adjust the schedules accordingly. The LPM should also communicate the milestones to the vendor and all the stakeholders.

• Managing risk: The LPM should take actions before the project starts to avoid quality, schedule and budget risks. The actions include requesting for translation samples and blind CVs from the vendors to evaluate their quality and suitability; laying a solid foundation for style guide and term base to ensure consistency and accuracy; setting up linguistic QA and post localization testing steps to detect and fix errors; providing detailed context to lower the frequency of linguistic queries; etc.

Updated Content Localization

Updated Content localization refers to the localization of contents that need to be updated on a routine basis. For example, a software just finished a cadence, a few more strings were added and a few strings need to be updated. For another example, the company is about to update a few more information about a product line, several product information need to be updated.

For this type of project, word counts are normally stable. If there are some special situations, such as lots of contents than usual, the LPM should check if the projects were set up correctly.

For this type of project, the LPM should focus on:

• Batching projects: If there are abundant time for translation, the LPM can gather and batch the scattered projects and send them to the vendor together on a weekly/bi-weekly basis to avoid the minimum payment and better track the projects. This can also help to reduce the minimum charges and improve the efficiency of the vendor.

• Pre-approving projects: If the translations need to be returned in a relatively short turnaround time (TAT), the LPM can tell the vendor that certain types of contents are pre-approved unless their overall value exceed a certain amount. This can help to save time and avoid unnecessary back-and-forth communication between the LPM and the vendor.

• Setting up a global team: The LPM can also ask the vendor to set up a global team to ensure 24/7 delivery. This can help to meet tight deadlines and accommodate different time zones. The global team should consist of project managers and qualified linguists who can work collaboratively and consistently across different regions.

Emergency Content Localization

Emergency Content localization refers to the localization of contents that are urgent or unexpected. For example, there might be some critical bugs or issues that need to be fixed immediately in the source language of a product or service, and the translation need to be updated accordingly and immediately. For another example, there might be some important announcements or news that need to be communicated to the global audience as soon as possible.

For this type of project, the main challenge is to deliver high-quality translations in a very short turnaround.

For this type of project, the LPM should consider:

• Understanding the urgency: The LPM should understand why the project is urgent and what are the consequences of missing the deadline. The LPM should also prioritize the project based on its importance and urgency. The LPM should communicate the urgency to the vendor and make sure they understand the expectations and requirements.

• Adjusting the working time: The LPM may have to adjust their working time to accommodate the emergency project. The LPM may have to work overtime, work on weekends, or work on different shifts. The LPM should also coordinate with their colleagues and managers to ensure that their regular tasks are not affected by the emergency project.

• Delegating the project globally: The LPM may also ask vendor’s account manager to delegate the project to the vendor’s branches in other time zones. This can help to speed up the delivery by leveraging linguists in other time zones. The LPM should ensure that the vendor’s branches have access to all the necessary resources and information, and that they follow the same quality standards and processes.