What Writers Don’t Know About Translation Can Be Costly

3/8/2012
1
What Writers Don’t Know About
Translation Can Be Costly
MTM LinguaSoft, © 2012 * www.mtmlinguasoft.com
Presented by
Myriam Siftar, MTM LinguaSoft
STC Mid-Atlantic, March 9, 2012
Agenda
1. Overview of entire process
2. Translation/localization process & costs
3 F t th t i t
3. Factors that increase costs
4. Best authoring practices
5. Best design practices
6. Summary
Content localization
• Conditions for perfect storm are here
Multilingual is a requirement, not a nice to have
Old ways negatively impact agility, not
responsive and costly
• Needs to move from afterthought to forethought to
Increase project success
Improve ROI
Control costs
Content Production Flow
– Traditional “over the wall” model
Assembly
QA and
Approval
Source language
Localized
variants
Authoring
Static or dynamic
content delivery
Techmanual
LSP
Translation
Source: Burton GROUP, 2008
Content Production Flow
– Newer flow with localization in mind
Authoring Assembly
QA and
Approval
Source language
CMS
Static or dynamic
content delivery
Techmanu
TMSTMS
Localized
variants
AuthoringAuthoring
plugplug--insins
LSP
Translation
ual
Value chain components
Authoring CMS TMS Translation
Single Sourcing
Manual
Automated
Single Sourcing
(e.g. DITA)
XML-based
Source
Language QA
Document
management
Web content
management
Workflow/ PM
APIs
Translation
memory
Terminology
management
u o a ed
Costing

3/8/2012
2
Agenda
3 F t th t i t
6. Summation
Definitions
Translation: replacing text in one language with
text of equivalent meaning in another language.
Localization: includes all of the changes needed
to adapt content for a particular market to take
to adapt content for a particular market, to take
into account things like local time, date, and
currency formats; cultural preferences about
content; idiom and spelling rules.
Translation is part of Localization
The Translation Components
Translation
Manual
Automated
Translation
memory
Terminology
management
u o a ed
Sample Timeline
19-Dec-11 - 9-Jan-12
Translate Resource Files
16-Jan-12 - 30-Jan-12
Test Translations
30-Jan-12 - 5-Mar-12
Translate User Documentation
12-Dec-11 9-Mar-12
19-Dec-11 26-Dec-11 2-Jan-12 9-Jan-12 16-Jan-12 23-Jan-12 30-Jan-12 6-Feb-12 13-Feb-12 20-Feb-12 27-Feb-12 5-Mar-12
Translate Resource Files Test Translations
30-Jan-12 - 13-Feb-12
Fix Defects & Retest
5-Mar-12
User Documentation completed
9-Jan-12
UI Translation completed
15-Feb-12
Target Release Date
Translation memory
Source: www.millercaldwell.org
Translation memory leads to savings
Comparison of Translation Costs with and without TM
(thousands of dollars)

3/8/2012
3
Translation Process
Source file
received and
prepped for
translation
------------
Apply existing
TM if any
Prepared file
to translator
----------
CAT & QA
Tools
Translated file to
editor/proofreader who
marks changes
------------------
CAT & QA tools
Translator and
editor reconcile
disagreements
Target file
reviewed for
specific client
requirements, final
---------------
QA tools & TM
update
Target file to client
for publishing
Translation/Localization Cost Factors
• Need for pre-translation file prep
• Number of words involved
• Type of material (i.e., technical, specialized)
• Need for post-translation file manipulation
eed o pos a s a o e a pu a o
• Need for graphic localization
• Timeframe
• Amount of repeated content or matches from
earlier translation (TM)
Agenda
3 F t th t i t
6. Summation
Factors That Increase Costs
1. Bad Content
• Unnecessary or verbose content
• Ambiguous content
• Ambiguous content
• Unnecessary changes to already translated
text
• Using different terms to mean the same thing
2. Bad File Format
• Wrong authoring tool for purpose
Won’t play well with translator’s tools
p y
• Misuse of authoring tool

3/8/2012
4
3. Lack of or bad planning
• Having more than one person in charge
• Assuming an unrealistic time frame
• Assuming an unrealistic time frame
• Making content changes in mid-process
Agenda
2. Translation & localization process
3 F t th t i t
6. Summation
Best authoring practices
• Promoting single sourcing
• Content with high reuse potential should be
authored with DITA
• XML cures localization headaches
A il bl t l
• Available tools:
» Acrolinx IQSuite
» Across crossAuthor, crossCheck
» AuthorIT
» Doczone
» Flare by MadCap
» XML Metal
Best writing practices for translation
Authoring in English
• Write excellent English but keep the tone more
informal rather than stiff
• Remove ambiguity: consider style, grammar,
g y y , g ,
punctuation, colloquialisms
• Verify cultural sensitivity
• Learn about simplified English

3/8/2012
5
It’s all about words and concepts
Think about terminology management
Samples to consider:
1. Different terms, same concept:
• defect report, problem report, incident report, fault report
• filler cap fill cap and radiator cap
• filler cap, fill cap and radiator cap
• term in UI does not match term in Help
2. Same term, different concept
• stock: inventory or shares
• default: value in the absence of a user selection or failure
to make required payments
Terminology
Error propagation over time from a single error
200
300
400
500
600
rPropagation
1 X 10 documents x 5 products
X 10 languages
= 500 errors
0
100
200
Design Authoring Translation
Stage of document life cycle
Error
1 error X 10 documents x 5 products
= 50 errors
Ignore at your own peril
Think about terminology management
• Implement a glossary and a style guide that will
promote consistency and cultural neutrality
Li t ll bb i ti t h i l
• List all acronyms, abbreviations, technical
terms, product names, corporate terms and
other terms not to be translated.
Best authoring practices
Available terminology management tools:
» Across cross Tank
» LogiTerm from Terminotix
» MultiTerm PhraseFinder from SDL Trados
» MultiTerm, PhraseFinder from SDL Trados
» MultiTrans suite from MultiCorpora
» TermWiki
» Come to Terms from SynTactic www.syn-tactic.com
Language QA software
What does it do? It checks for
1. Correct product terminology
2. Accordance with language standards
3. Correct tagging with proper nesting and attributes
How does it help?
How does it help?
1. Makes content easier for non-native English speakers
and translators
2. Promote high level of consistency
3. Ensures that content conforms to language standards
4. Makes content suitable for automated translation

3/8/2012
6
Language QA software
• Operability: works with multiple authoring tools
• Customization: select grammar rules and style
choices
• Term harvesting: to improve consistency
Available tools from
» Acrolinx IQ
» Smart Communications (www.smartny.com)
» Tedopres
» DITA Open Toolkit QA Plug-in
Agenda
2. Translation & localization process
3 F t th t i t
6. Summation
Best design practices
• Use design templates that can work in multiple
languages
» Check font, styles
» Use space effectively /sparingly
» Expansion rule
• Best to minimize content embedded in images
• Use design tools’ capabilities
• Caution with maps, colors, icons and symbols
subject to cultural sensitivity
Localizing sans clichés
DO DON’T
Information
Architecture
- Test with local
users
- Make
assumptions
based on
cultural
dimensions
Design Use general Use hand
Design
elements
- Use general
imagery
- Focus on topic
not people
- Use hand
gestures,
- Portray
stereotypical
traits
Content - Allow for local
preferences
- Follow best
writing practices
- Use slang
-Translate word
for word
Agenda
3 F t th t i t
6. Summary
Best localization practices
Authoring, automation and consistency matter
Cost control tactics
• Carefully think when to share source content
• Plan for versioning
• Perform pre-processing tasks in-house
• Implement terminology management
• Agree to focus QA on “less than 100% match”
• Bridge the gap

3/8/2012
7
Closing the gap
• Technical communicator: product centric
• Translator: content centric
• Technical communicator and LSP are
Technical communicator and LSP are
partners – each other’s advocates
• Successful localization starts with the
technical communicator
For optimal localization success
Authoring CMS
Translation/Globalization Management System
Translation
Manual
Standards
XML-based
Language QA
Document
management
Web content
management
Workflow/ Project Management
Translation
memory
Terminology management
Automated
Costing
QA tools
Next generation ?
Authoring CMS
Translation/Globalization Management System
Translation
Document
management Translation
Automated
Standards
Language QA tools
management
Web content
management
Workflow/ Project Management
Translation
memory
Terminology management
Costing
Universal XML editor
Post editing
• Move localization upfront
• Educate yourself on localization
• Review, test, implement proofs of concept of
technologies presented today
Final recommendations
technologies presented today
• Promote partnership with your LSP
• Help management with business case for a
content localization strategy
• Next generation authoring
• Do your part as technical communicator
Questions/ Contact
Resources:
Contact : Myriam Siftar
215-729-6765
siftar@mtmlinguasoft.com
• Simplified Technical English www.simplifiedenglish.net
• Kohl, John R. The Global English Style Guide: Writing Clear, Translatable Document for a
Global Market, Cary, NC. SAS Press, 2008
• Single sourcing DITA and CMS webinar
http://singlesourcingsig.org/tiki-
index.php?page=Single+Sourcing+with+DITA+and+a+Content+Management+System
• Best practices for translation from DITA Translation Subcommittee
http://dita.xml.org/wiki/optimizing-dita-for-translations

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