What luck, we got Rahel Anne Bailie, the architect of intelligent content, to preside over two chapter events. Her visit included a chapter meeting on Thursday, April 14 and a morning workshop on Saturday, April 16.

Jim Houck

We have seen that the demand for multilingual technical content increases considerably every year. Firms in the U.S. are increasing doing business on a global scale and need to produce technical documentation in multiple languages. In the past, translating fell almost exclusively to humans processing individual documents and updating each one at a time. No surprise, the finite supply of human translators and rapid advances in technology made computers indispensable for mediating and managing translation. In practice, the computer can execute complex and tedious tasks quickly and accurately, leaving the human to concentrate on maximizing output and tuning the fluency and usability of translated documents.

No doubt, companies selling technology-intensive products and services to professional users need to place a premium on accurate, consistent translation. Even so, many firms do not recognize translation as a complex activity requiring a high level of skill, and are therefore not prepared to pay what it is worth. Maybe the up-front cost of translation is high but consider the cost of squandering credibility in non English-speaking markets.

Machine translation and computer-assisted translation
Many divide computer-mediated translation into two categories, Machine translation (MT) and computer-assisted translation (CAT). These are terms for two distinct approaches to helping the human translator. They do not produce the same results, and are used in distinct contexts.

MT is about removing humans from the translation process by using multilingual dictionaries to “crack” the linguistic code that links one language to another or by using statistics to match words in one language to another. Familiar translators like Google Translate and Bablefish use the statistical approach to comb documents in the source and target language to produce an approximation of the original statement. MT is possible because computers can comb through vast amounts of information, far more rapidly and thoroughly than any human could. Regardless of the approach, the result is rarely perfect and must be edited by human translators.

CAT is not a language-to-language translator like MT rather it is a content management system build that organizes translated material and maintains a database of segmented source text and it’s corresponding translation. CAT allows the user to change source text in one document even while the work is in progress and then propagate the new material to other documents. With CAT software in hand, the translator can automate much of the tedious work associated with translating and reusing copy across families of documents.

Limitations of MT/CAT
Even in our STC chapter meetings, members have questioned whether MT and CAT could convert writers and translators into mere editors, making them less important than computer programs. Our chapter experts, Tatiana Batova, and Catherine Duchamps-Potter have, at various times, pointed out that currently MT isn’t able to produce usable text without considerable human intervention nor can it localize content. As such, MT can only function as a time saver and, even then, many translators would rather begin work from the source text than from a machine generated first draft.

Controlled language like Simplified Technical English play to the strengths of MT but cannot take into account all of the possible word connotations across different languages, even using a constrained vocabulary. Going forward, translators likely will be able to rely on situation or industry-specific MT only if the writer can use a constrained vocabulary for concrete situations with defined results.

An irresistible aside: who doesn’t love bizarrely translated instructions? I tried but I couldn’t write anything as strange as this.

The STC-Wisconsin Chapter is in the midst of the 2011 membership renewal campaign. We are contacting:

• 2010 and 2009 members who have not renewed
• STC members in our area are not affiliated with a chapter

STC member benefits at the international level include:

• Subscriptions to STC publications such as Intercom and Technical Communication that keep you up-to-date on current trends, tools, and practices in our industry
• Jobseeker Boot Camp and exclusive access to the Jobs Database
• Continuing education via the Body of Knowledge, Live Web Seminars, Archived Seminars, and Online Certificate Courses
• Professional networking opportunities in chapters, special interest groups, and the Annual Summit
• Professional recognition through Competitions, Awards, and Honorary Ranks

STC- Wisconsin Chapter members also enjoy:

• Regional networking events
• Educational presentations
• Workshops
• Mentoring

If you haven’t already, we invite you to renew your STC membership for 2011 and check out the STC-Wisconsin calendar of events. We hope you’ll join the STC-Wisconsin Chapter and we look forward to seeing you at our next event!

Computer-assisted translation (CAT) is the process by which computer software is used to translate a text from one language (such as English) to another (such as Spanish). Because the demand for reliable and cost-effective translation increases every year, translators turn to software tools to streamline work flow; and increase the reliability and volume of output. A rough census of the Internet shows that the demand for multilingual content increases annually. It is reasonable to assume that the demand for multilingual technical communication increases likewise.

Annual Demand for Multilingual Internet Content

CAT Functions

CAT can compare source and translated documents for consistent use of terminology and then store these translations so that the same rules can be applied when aligning another source/translation pairs. The terminology management function gives the translator a means of automatically searching a database for terms appearing in a document to ensure that the correct source/target term combination has been used. The alignment function takes completed translations, divides source and target texts and segments, and compares them to determines how closely they match. Positive matches are used to build up a database of correct translations that can be reused. While terminology management can’t take context or localization into account, it can free the translator to focus on improving the usability of the translated material.

Rules-based and Statistical-based Translation

CAT applications apply one or a combination of methodologies to parse natural language into translatable segments. Rules-based CAT parses text according to predefined linguistic rules that codify grammatical and stylistic requirements. Simplified Technical English and other versions of constrained English make rules-based translation easier because source texts written with a limited vocabulary leave fewer opportunities for mistranslation. One drawback, rules-based methods generally sacrifice fluency in favor of predictable output.

The statistical translation method relies on the global analysis of one language (e.g. English) and the same analysis of a second language (e.g. Spanish). The translation is based on the statistical likelihood that translated material will approximate the meaning of the source material. With the purely statistical method, there is no guarantee that identical source phrases will produce identical translated output.

Remember guidelines and establish them before you begin authoring for translation

If you decide CAT is appropriate for your organization, you need to establish some guidelines for authoring and managing content. For any global audience, use care when referring to geographical locations, references, holidays, celebrities, seasons and humor. Use simple sentences or simple compound sentences in your text and avoid words that can be both a noun and a verb. For example, instead of using “drill” for both a thing and an action, consider using bore as your verb.

On the evening of February 9, a learned but curious group of members gathered at Klemmers to hear from Tatiana Batova, our chapter’s ace of translation. Tatiana’s presentation brought clarity to the powerful but often perplexing relationship between content management (CM) and translation.

Tatiana’s first order of business was to explain how CM and computer-assisted translation (CAT) combine to put powerful tools at the translator’s disposal:

●       CM allows text to be reused but, in the case of translation, it also allows translated text to be reused.

●        CAT is a software tool that allows translators to invoke linguistic rules to convert one language to another.

●        CAT uses XML tagging (like CM) to separate content from style elements like font, color or type size.

CAT alone can’t generate a translation that perfectly recreates the original author’s intent. To more accurately address the target user, the translator has to vet the CAT output for references to context and the local/cultural norms of the target audience.  For instance keep text free of colloquialisms and humor. These and other culturally-specific references will certainly bring time-killing queries from your translator.

Check out Tatiana’s presentation

Tatiana Batova…
is a technical communicator who also translates (or maybe a translator who also creates technical documentation). She is a PhD Candidate in Professional Writing at the University of Wisconsin-Milwaukee and has 11 years of experience as a localization specialist, project manager, and translation editor. Tatiana has served as Director of the Midwest Association of Translators and Interpreters and has helped local and international companies to reach customers in the Midwest and around the globe. Her professional interests are in international and cross-cultural technical communication, content management, and health care and pharmaceutical communication.

Content reuse allows the writer to store text or visual information in discrete modules that can be structured into whole documents or even families of documents. Each module of content, be it a warning, a description or a reference, is written only once but used repeatedly.

Consistent structure provides a way for users to navigate through content and eliminates guesswork for writers. In producing content for reuse, you’ll find a number of structured authoring standards like DITA, DocBook or S1000D. Each has it’s niche but all produce structured documents with opportunities for reusing properly authored material.

Opportunities for more effective writing
The modular approach to document creation separates style from content. When content is written for reuse, it is stored independent of formatting information like font, type size or color. The writer, freed from formatting decisions, can put more effort into writing. Naturally some information like header or numbered lists are tagged within the content but decisions about how these elements appear can be made independently.

Reuse also encourages a minimal style of simple sentence structures and a controlled vocabulary. Because a minimal style will yield fewer unique words and simpler constructions documents require less effort (and less money) to translate.

Develop standards when writing for reuse
As part of planning and implementation, you need to develop standards for structuring content. These standards are much the same as you’d apply to your unstructured authoring.

Keep it simple: Remember that users want answers quickly. Use style guides and controlled vocabulary to maintain a consistent and brief message. Create call-outs or highlights for key terms that will quickly telegraph the module’s content.

Write small modules: Keep your topics and subject blocks small. Remember, a computer screen displays less information than does a printed page.

Observe common guidelines: These are practices should apply to all of your writing, whether it will be reused or not.

• Write in active voice addressing the reader in the second person (“you” and not “the user”)
• Define all terms and acronyms and be consistent in their use.
• Simplify your constructions by using simple or compound sentences and avoid complex, compound sentences.
• Help the reader through multiple subtopics using parallel structures.
• Every subject or instruction should include examples
• Codify your document’s tone (formal vs informal) and stick to it in all text.

Post a comment and tell us about your plans.

Basics of the 2011 Summit

Dates: 15–18 May 2011

Location: Sacramento, California. The Summit will take place in the “Tech Comm Summit Triangle”:

• Sacramento Convention Center
• Hyatt Regency
• Sheraton Grand

Room rates for both hotels are $174 per night for single or double occupancy.

Registration: Starts 1 December 2010.

Price: The Early Bird rate of $895 for members, $1,145 for not yet members, is in effect through 15 March.

On the evening of January 11th, at the MSOE Alumni Center, our distinguished and nearly omniscient presenters, Mollye Barrett and Leigh White, took us through the how and the why of content reuse.

The focus of the presentation was reusable content in structured documents with content written once and reused often. The presenters recommended using an existing structure and their emphasis was on DITA.

Reuse provides opportunities for more effective and efficient writing. Using structure, content is separate from format and this frees the writer to focus on quality and reuse. Leigh discussed inherent DITA methodologies for reuse that include:

• Topics (topicref, @print)
• Components (conref)
• Conditional Text (attributes and ditavals)
• Variables (keys)

Mollye highlighted the need for a minimalist writing approach that includes simple sentence structures and controlled vocabulary. She also discussed standards for reuse writing that include active voice, defined terms and acronyms, use of parallel structures, examples, and consistent tone.

Our Presenters
Mollye Barrett is a veteran content management and technical communication consultant at ClearPath, where she develops strategies for optimizing content, improving the authoring environment and planning for business continuity. Leigh White is a content creator and information architect. She is primarily interested in helping small technical publication groups use existing tools and improve processes to maximize content reuse, improve efficiency, increase offerings and save their sanity.

Jim Houck

You might think that your product’s brand identity has, by virtue of marketing, been set in stone by the time you’re asked to write the technical content. If you subscribe to this traditional view, you need to think twice or so says Matthew Olson, president of Signalfire and our speaker at the December chapter meeting.

Signalfire is a regional marketing agency and, as president and lead creative thinker, Matthew helps his clients improve their brands’ identities. Every day Matthew pushes his clients to accept that content is the key to success in today’s social media world. Matthew’s idea of content is language or imagery that reflects upon a brand by helping or hindering a customer’s ability to use it’s products. Contrary to conventional wisdom, technical content is one of the key components of a brand’s identity.

The technical communicator is the new brand ambassador
Imagine a guy in Anytown, USA is trying to assemble a new Brand X lawn mower. The instructions are confusing and only make the job more difficult. Do you think that this new customer is going to keep his complaints to himself? If he’s like a lot of people, he’ll go online and post a scathing opinion that Brand X lawnmowers are junk and not worth the trouble to assemble.

Now what if a prospective Brand X customer runs into this negative review as he is shopping for a mower. Will any amount of marketing neutralize the disgruntled user’s opinion? It’s not likely, especially if several other users expressed the same frustration. One look and the prospect will find another brand, one whose users give it better marks. If you were the technical communicator who wrote Brand X’s user support content, you have unwittingly turned one of your customers into a social media liability.

Social media is a powerful tool but how do we manage it?
In the world of social media, your brand’s users are tweeting and posting, just waiting for you to find them. If you want to hear what your brand’s customers are saying, search out blogs, and social media venues where your users are likely to be found.

If you see users complaining about the documentation, get in on the discussion, acknowledge the problems and let these insights guide content revisions. Also, engage your users by asking for feedback about your brand’s technical content and solicit ideas for fixing it. People love to be asked for their opinions and, if you listen, you’ll probably hear about product issues and solutions you would never have imagined on your own..