How to evaluate your buying decisions? - Brute-Force Stage

Brute Force Stage
Organizations have a regular schedule and larger scope, requiring more resources, technology and processes. Risks are tangible.

This stage is
characterized
by the need for
process management.

The Brute-Force stage is a important moment as there is a threat of overspending if the organization does not support global communication improvements.  In fact, we feel it is the most important stage in growth as organizations have to invest time and resources to overcome barriers of growth that may happen in the future. This stage requires disproportional process attention over financial means and financial outcomes, which is what makes this stage a challenge.

Looking at the Global Communication Maturity Model, the Brute-Force stage is characterized by repetitive projects requiring more resources, technology and processes. Those resources are often still found at the vendor side, but organizations need to help enable those resources. What's important at this stage is that an organization is open to involve that LSP in managing projects with the organization.

Content strategies, writing and design strategies and organizational strategies can help to mitigate risks. Process management in all of those areas protects budgets and prepares the organization for growth.


Process Focus
Managing processes at this stage can be challenging. Most projects are still ad-hoc and customized, but are becoming more repetitive. Here is one case study that we would put in brute force to manage the sales process:

Case Study: Multilingual Online Portal
Our client was selling an incentive reward program to Fortune 500 companies. We had been involved in several sales cycles to get their online portal translated for their client's specific need. The portals were all customized for each customer, sales cycle was long and the sales process was not very repetitive.

Through collaboration with our client, we translated the basics of the portal in several languages as a way to demonstrate their portal to different markets. Further customization could be ordered as needed. It helped our client to sell a multilingual solution to their client without having to reinvent the wheel. It also greatly reduced the upfront investment needed to attract a new client as their solution already provided 80% of what their clients needed from their client in several different languages.

Have a Task Force
In order to build a systematic process you need to involve a team of people with various disciplines. In the previous case study, the success of this program was that we worked together with both the Account Managers who were involved in the sales and scoping process, the Programming Team and Department Leads who can enable these resources to work together.

It was clear that this team was passionate about getting it right. Several attempts had been made in the past to get a global solution to their clients, but this was the first time the department was in line with all their account managers on how to handle a global rollout in the future.

Management buy-in is very important at this stage. We've seen these types of case studies either succeed or fail based on whether there was a passionate management team involved that could free up resources and manage the process. The management team needs to be able to look down the road and see opportunities for global expansion through systematic processes.

Define SMART Goals
The term SMART Goals may be overused, but this stage can't be managed without a goal oriented approach. We have done something similar to the client in this case study with our Localization Maturity program. We have defined a standard set of objectives based on years of research and best practices that we can apply to any stage of growth.

With this client, we've identified a couple of meaningful goals that we worked on through the process:

• Build a business case for translating for a particular market

This was the most involved objective that we worked on. For the portal, we had to decide what languages would be chosen and what content needed translation. Based on our client's cultural research on participation rates and incentive reward preferences and our research on Hofstede's dimensions, we defined the main markets that the basic portal would be translated into.

Based on that and other figures, we determined what countries would have similar preferences to the English model that already existed. We've also defined those modules that may need to be customized for other countries so that customization can be accelerated.

• Increase the number of times your content can be reused

This objective was met with other objectives that involved collaboration on standardization for coding, standardization of terminology and standardization of release of files for translation.

We introduced Terminology Management and Translation Memory Management early on and created a standard database for the portal to be used consistently for every client who wishes to use the portal in the markets we have translated it. This ensured that customized content was consistent with the basis portal that has already been created.

The Programming Team and Project Team standardized their approach with us to deliver content in a predictable manner, shortening the time to get customized content through. More Account Managers started to use the basic portal in their sales cycle without needing our immediate involvement. We've also looked at content management technology solutions down the road to prepare the team for further automation.

In conclusion
The Brute-Force stage is all about enabling people to work together on meaningful process improvements. This stage is a true test of management to capitalize global opportunities into a competitive advantage. We also find that this stage can be very polarizing. Some clients are just not ready to take on the opportunity and we've seen dramatic decline in global efforts from that. Those that have taken the challenges faced in this stage have since taken on more global oriented projects and are using it in their own careers and work as a competitive advantage.

Our experience with the localization maturity model

Our Global Communication Maturity Model - like the Localization Maturity Model (LMM) - shows a natural evolution of maturity of a buyer. We know that this growth will only happen if translation services become of an increasingly important strategic factor for growth.



Global Communications Maturity Model

Our research was predicated on the industry assessment that many organizations tend to overspend on translations as they grow. There is a clear opportunity for LSPs to provide additional customer service by focusing on 80% of translation buyers that are at the beginning 4 stages of maturity in the maturity model.

Why buyers fail to move up the maturity level
In our experience, these are some of the leading factors within the buying organization:

• Lack of organizational support (translation is not deemed important enough)
• Lack of time (inadequate job responsibility; no dedicated localization manager in house; unrealistic deadlines)
• Lack of understanding (no insight into the cause/effect of their own processes on the translation process)
• Lack of information sharing (buyer/vendor relationship structure; lack of proper follow-up

Without any intervention in this growth process, a buyer can lose its control over the costs of translation. (Tweet this!)

How LSPs fail to help buyers move up the maturity level
Barriers for LSPs to help buyers:

• Lack of process (documented process to identify, analyze and implement process improvements on the buyer's side)
• Lack of understanding of client process, goals and objectives (relationship)
• Lack of vision (too much focus on the translation process)

These barriers are not easy to overcome, but they are necessary to maintain a relationship with their client as they grow into the next stage of maturity.

How LSPs can help buyers move up the maturity level

A collaborative effort between buyer and LSP, especially at the early stages of maturity, is essential to meaningful improvements (Tweet this!). This is where the balanced scorecard approach is an excellent tool to establish goals and objectives that not only address our responsibilities, but also looks at the buyer's responsibility to protect their goals and objectives in their own processes.

An LSP can help a buyer by reminding them of the impact of changing requirements and at the same time providing them with insight into improvements that are meaningful to the goals and objectives that the client has.

The ideal approach:

1. Assessment of Maturity - We have developed an assessment tool (Global Communication Readiness Assessment) for buyers to get an understanding of their level of maturity. This tool is a great way to introduce buyers into thinking about their own processes and how it affects their outcomes
2. Understanding Need - SWOT analysis - A documented approach to understand the goals and objectives of the buyer and find the gaps through a SWOT analysis.
3. Discovery and Findings - In a collaborative effort, turn findings into priorities that you agree to work on.  
4. Balanced Scorecard approach - An outcomes based agreement between the buyer and us establishes meaningful goals and objectives that are aligned with the findings of the SWOT analysis. Metrics are defined to measure the progress of each of these goals.
5. Reporting on progress and continuous improvement - A quarterly report keeps track of progress and forms the basis of continuous improvement (see the Balanced Scorecard example).

But even when there is no time for this ideal approach, an LSP should be able to adapt and work on process improvements. The GCMM or Localization Maturity Model is an important asset to any LSP to continuously look for opportunities to extend their knowledge to the buyer in order to help them move.

We'll look more into that assessment tool for LSPs in following posts.

Why an audit?

Taking a step back in your organization to assess your strategic needs for the future is not a bad idea in this economy. Everyone is looking for efficiencies that will help reduce expenses and increase profits down the line.

How would a Global Communication Readiness Assessment fit into your strategic planning? Most of you may have a strategic plan, but how many of you have effective global communications as a line item on that strategic plan? Our experience is that global communication often resides on the day-to-day operational level. Efficiencies are usually only addressed on project level and learning and growth is often siloed from other departments.

This is understandable; there are many strategic and tactical or operational challenges that an organization has to deal with. Time is a valuable asset of an organization and you want to spend it wisely. The volume of your global communications may not be large enough to justify spending a lot of managerial time to optimize every global communication process, perhaps just not yet!

Clients of ours using the assessment have noted that they can do this at their own pace, pass it around to others in the organization to compare, bring it with them to the next strategy meeting to bring awareness to potential "gaps", and elevate their own position with ideas on how they can go forward.

Realizing that there are restrictions to the time your organization has available is all the more reason to take this assessment and look at the areas that of improvement that will benefit you most. The assessment provides insightful questions on both operational and strategic levels that can be addressed. The most important aspect of this assessment is to get the communication process on the agenda for improvement. You want to be ready to scale up for the future!

The assessment can work on any level of the organization and the questions are organized to be scalable to any stage of maturation. Even on a project level or departmental level, the assessment can provide insight into your writing, designing and file management process that has an impact on the translation and localization process that follows.

Every little progress helps. Meet with Language Solutions to talk about your needs to get started and take control over your global communication process so that you can depend on it now and in the future.