Document Translation – Source Files

The PDF format has been a great way to share files through email by making the documents much smaller.  Many people request a price quote for translation and editing of a document by sending over PDFs.

It would be helpful to send the original document to your translator.  This also alleviates the extra time and desktop publishing (DPT) work by the graphic design team to recreate the file to look like the original document.

To reduce costs for you and save time on your project, send the translation agency the original editable documents for translation.

4 Foreign Language Translation Tips

When translating your website, marketing materials, documentation, owner’s manuals, user guides and instruction booklets it is important to keep the following items in mind.

1.  Hire a professional subject-matter expert who is a native speaker of the language you need translation for.  Your company’s international reputation and brand are in the hands of your translation team.  A reputable translation agency will have the experience, software and team to handle your specific project.

2.  Foreign language translation is not just typing your document into another language.  Your entire document’s meaning can be mistranslated and could cause legal trouble and lose of sales.  Experienced translators are intimately familiar with both the language and the subject matter – while non-native translators may miss a phrase or a word’s culture-specific meaning.  This could change the entire meaning of the document.  The art of translation should be left to the professionals. 

3.  Use a human translator.  Instant computer translated documents can have humorous-yet disastrous results. If your original documents took you several days or weeks to prepare – be wary if your translation doesn’t take some time to translate as the same care should be implemented for your translated documents.

4.  Do not be tempted to use cheap and fast translations that may actually be SPAM.  These translations can mean huge problems later.  There should be a balance between the price, the turn around time and the quality of the translation.  Technical translations can be more time consuming.  Be realistic with your deadlines. 

Tips for using Translation Memory Systems

Translation Memory (TM) can save you and your organization time and money.  There are certain tips to keep in mind to get the most bang for your buck when writing your technical documentation and translation and localization of your information.  Consistency is key but here are a few tips to help you navigate the items to keep in mind while writing your source content.

1.  Don’t use synonyms – For example: log in vs. log on – stick with one and use it

2.  Don’t change your formatting – For example: Click the next button vs. Click the NEXT button. 

3.  Create segments that can be used in several contexts.  Insert CD vs. Insert Disc

4.  Make generalizations – the three steps are vs the steps are

By keeping these technical writing tips in mind you will not only save money but create consistency and standards for your content.

Translation Memory – Why it should matter to Technical Writers

Translation Memory (TM) systems like Trados and SDLX can help technical content authors reuse their text with matches and save their organization money.

A match refers to segments of text that are the same or similar to previously translated and identified segments of text.  In translation, the segment pairs (source and target languages) are stored and saved in a TM database.  Why is this important?  You can leverage your matches across your documentation whether it is by product year, model or brand. 

• Exact matches are 100% the same – meaning the text segment is exactly the same word for word.  This is also known as repetitions.
• Fuzzy matches are exactly that – a match but only a certain percentage of the words are the same.  This can vary by translation service provider from 70%-99% of a the text must be similar.  
• New – are segments that must be translated from scratch.

The less translation you need the lower the cost and time requirements for you and your organization.  Be sure to think about reusing your text segments so that you can capitalize on cost cutting and saving when you go to translation.   

3 Tips for Writing Technical Documentation for Translation

If a consumer can’t understand how to use or service your product than what is the point of creating documentation?  Additionally, mistakes here can cause unforeseen liability claims.  By authoring, designing and translating your technical documentation with usability in mind you will have far more success globally.

Issues to consider:

1.  Design: 

• Book form, fan-fold or an innovative sheet fold form. 
• Use of photography and line art instead of text – usually takes up less space and is much more appealing
• Logical and structured format of ideas
• Avoid jargon and overly technical language

2.  Safety aspects and compliance with overseas directives:

• Requirements around the world vary greatly, be sure that your product/documentation is in compliance
• Standards – complies with all laws and safety regulations
• Documentation should be available during the entire life-cycle of the product
• Hazard Analysis – using a hazard and risk analysis to ensure the product does not provide danger to the user
• Target Market Conformity – many countries including the EU require declarations on the technical documentation

3.  Localization:

• Simply translating the documentation is not sufficient as the same words in the same language in different countries can have different meanings
• Source language should be perfect with no errors or mis-spelling
• Use professional translators with technical translation experience and are subject matter expertise
• Use short words/sentences with easy words and expressions, no idiomatic phrases or puns
• Utilize photos with text to help provide context
• Test the documentation with a sample in market audience before full distribution

Last but not least, be sure to utilize consumer feedback on all your documentation.  Even a team of seven reviewers can catch up to 90% misunderstandings in text, process or steps. 

The work you do before you distribute can help prevent miscommunication, liability issues and a bad impression when taking your products global. 

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