simplified technical english: how standardization of content will reduce costs and facilitate...
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© 1974-2008 – Tedopres International 1
Simplified Technical English
Quality Assurance & Standardizationfor technical documentation
© 1974-2008 – Tedopres International 2
Established in 1974
Services for technical documentation, including translations and content management solutions
Offices in Europe, USA, Singapore and Japan
References: Boeing, Caterpillar, Eurocopter, Philips, BAe Systems, Hyster, Saab, Siemens, WatchGuard
© 1974-2008 – Tedopres International 3
Outline
Simplified Technical English – why? History Benefits Samples of writing rules How to implement
© 1974-2008 – Tedopres International 4
The risks of not standardizing
Turn off the engines not required
means…
Turn off the engines that are not required, or
Turning off the engines is not required
© 1974-2008 – Tedopres International 5
The risks of not standardizing
Clean the turret dome chassis thermal window securing screw threaded holes and the thermal window 16 securing screws of all previously used sealant using solvent.
means…
Clean the screw threaded holes and the 16 securing screws of the thermal window. Use solvent to remove all sealant.
© 1974-2008 – Tedopres International 6
A call to a help desk
Caller: "Can you give me the telephone number for Jack?"
Operator: "I'm sorry, sir, I don't understand who you are talking about."
Caller: "On page 1, section 5, of the user guide it clearly states that I need to unplug the fax machine from the AC wall socket and telephone jack before cleaning. Now, can you give me the number for Jack?"
Operator: "I think you mean the telephone plug-in point on the telephone."
© 1974-2008 – Tedopres International 7
What can go wrong
© 1974-2008 – Tedopres International 8
Avoid miscommunication
Be unambiguous Be consistent Provide your customer with quality Consider your
audience
© 1974-2008 – Tedopres International 9
Gain access to blade. After removing old blade, new blade may be fitted by proceeding in reverse order, using gloves to avoid injuries by teeth of blade.
Before you attempt any of the above, the power should have been switched off.
Make sure that the on/off switch is in the “off” position.Remove the blade cover from the machine.Warning: wear gloves when you touch the blade.Remove the old blade. Install the new blade. See figure A. Install the blade cover.
Written in Technical English ...
... Written in Simplified Technical English
Example (saw bench manual)
Keep it simple, be specific, be consistent
© 1974-2008 – Tedopres International 10
The RisksAfter removing old bolt, new screw may be fitted by proceeding in reverse order, using gloves to avoid injuries by sharp edges of fan blades.
Confused and frustrated readers Safety risk Damage during operation or maintenance Potential for product liability High localization costs Unsatisfactory translations Higher training support costs Ineffective customer service
?
© 1974-2008 – Tedopres International 11
Simplified Technical English
STE makes technical English easy to understand Writing rules for
grammar and styleKeep it simple, be specific, be consistent
STE generic dictionary (± 900 words)One word = one meaning
Add company-specific terms to dictionary
Technical names (approved)Technical verbs (approved)Non-approved custom words
linked to synonyms
900 approved words (900)2,000 non-approved words linked to synonyms
© 1974-2008 – Tedopres International 12
History1932: BASIC English – Ch. K. Ogden1970: US Federal Government encourages
regulation writers to use Plain English 1972: Caterpillar Fundamental English
(later Caterpillar Technical English)1980: AECMA Simplified English, to improve
the readability of aircraft maintenance manuals: required by aerospace anddefense industries
2004: AECMA becomes ASD2005: AECMA SE renamed to
Specification ASD-STE100(Simplified Technical English)
Companies in various industries are discovering the benefits of Simplified Technical English: automotive, IT, medical equipment, etc.
© 1974-2008 – Tedopres International 13
Benefits of STE
Quality assurance and improvement Standardized way of writing Based on an official Specification (ASD-STE100) and required by
others (S1000D and ATA 2200) Improved safety Efficient authoring Time saving for you and your customer:
Reduced time for maintenance operations Reduced time to market
Good customer service Burden on your customer reduced Facilitates content management Facilitates structured authoring (DITA, S1000D) Considerable cost savings Cheaper, faster and better translations
© 1974-2008 – Tedopres International 14
Why STE as a basis
As with many high quality, safety and technology standards, STE derives from A&D
STE is a linguistic / international standard
A&D, therefore strict by nature: You don’t have to reinvent the wheel You can be flexible where needed
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Cost Savings
Time saving = cost saving Decreased word count (up to 20%):
decreased volume of manuals Cheaper to translate (up to 40%), print and
maintain Avoid costs resulting from poor
communication: Confusion Recall Lost production time Liability claims
© 1974-2008 – Tedopres International 16
How to implement
Three steps:1. Create company-specific dictionary
2. Training of writers on writing rules
3. Check your documentation with HyperSTE checker software
• Quality Assurance / Quality Control /Quality Measurement
• Faster product cycle time• Efficient authoring
© 1974-2008 – Tedopres International 17
Writing Rules
Words Noun phrases Verbs Sentences Procedural vs. descriptive Warning, cautions, notes Punctuation and word counts Writing practices
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HyperSTE - featuresFully ASD-STE100 compliant (for aerospace and defense)
Customizable for all industries
Customizable and configurable to your technical documentation needs
Distinguishes procedural vs. descriptive text
Allows rules to be added or disabled (e.g. incorporate company style guides, check for correct use of terminology only, allow for step by step conversion of legacy data, etc.)
Profile management: apply different sets of rules to different parts or types of documents
Supports semantic checking
Quality Assurance: create reports for validation purposes
Exports interactive feedback to HTML: allow suppliers and contractors to access HyperSTE feedback interactively
Converts units of measurement, US English to UK English and vice versa
Dictionary Maintenance Tool available: manage your dictionary
Available as a plug-in for Arbortext Epic Editor, Adobe FrameMaker, XMetaL, Microsoft Word and as a PDF checker
Supports the use of multiple dictionaries
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HyperSTE Screengrab # 1EPIC document
HyperSTE is available as a plug-in for Epic, FrameMaker, Word,XMetal and as a stand-alone checker for PDF files.
Interactive check in Epic: check an element or the entire document.
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You have the option to select which language you would like to receive interactive feedback in.
Available languages for interactive feedback: English (US or UK), French, German, Spanish, Portuguese (BR), Russian, Japanese and Bahasa Indonesia.
© 1974-2008 – Tedopres International 21
HyperSTE Screengrab #5HyperSTE errors
wrong spelling/capitalization
HyperSTE: in addition to writing rules, HyperSTE checks for the correct use of terminology. In this case, “ma-osc module” is misspelled.
HyperSTE provides linguistic feedback: ma-osc module is a singular noun and has approved forms.
Origin: which dictionary is loaded.
Messsages: HyperSTE provides feedback on which error occurs, which rule applies and approved forms.
Semantic information: definition of the approved form.
List of unknown words in the document.
Suggested correction: by clicking on ‘update document’ the incorrect word will be replaced with the suggested correction, and the sentence will automatically be rechecked.
© 1974-2008 – Tedopres International 22
Although ‘higher’ is approved, it is not precise enough. HyperSTEinforms the writer to use clear references.
© 1974-2008 – Tedopres International 23
‘acceptable’ is not clear enough. HyperSTE gives several suggestions.In this context, the word ‘permitted’ is the best option.
Synonyms: by clicking on each synonym you will be given a definition, as well as a non-approved sentence and an approved sentence. This will help the writer to determine the correct word.
© 1974-2008 – Tedopres International 24
Do not use the ‘genitive s’. HyperSTE suggests either ‘systemperformance’ or ‘performance of the system’.
Synonyms: either use the phrase performance of the system or the noun system performance.
© 1974-2008 – Tedopres International 25
HyperSTE informs the writer to use the active voice in procedural writing: ‘when you use the system..’.
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Warnings must start with a simple and clear command.
The writer knows the correct command: “Warning: do not touch the housing because it can be hot.”
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Words that are not in the dictionary can be added to the user dictionary, and can later be added to the main dictionary.
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HyperSTE supports semantic checking: approved words only have one approved meaning.
Wrong meaning: although ‘follow’ is an approved word, it is not allowed here as it has the wrong approved meaning.
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Quality assurance / quality control (QA/QC): create a report on a single or multiple files for validation purposes.
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HyperSE Screengrab #9HyperSTE errors
Create report
Statistics are provided in an Excel or XML sheet. Click on a rule to see which sentences include the error.
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HyperSTE Screengrab #11HyperSTE errors
Create report
Unknown words and unapproved words can be identified quickly to help maintain the dictionary.
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HyperSE Screengrab #10HyperSTE errors
Create report
The XML report shows the compliance rating.
© 1974-2008 – Tedopres International 33
Share HyperSTE’s interactive feedback with your colleagues, suppliers, or contractors by exporting to HTML.
© 1974-2008 – Tedopres International 34
HyperSTE Screengrab #12HyperSTE export feedback
You will only need an Internet browser to view the same interactive feedback as the writer.
© 1974-2008 – Tedopres International 35
HyperSTE allows you to automatically convert between units of measurement: metric to non-metric and visa versa.
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HyperSTE settings menu: configure text rules to meet your authoring requirements.
HyperSTE checks for over 57 rules on terminology and grammar: words, nouns, verbs, numbers, punctuation, sentences, paragraphs, warnings/cautions/notes and part of speech.
HyperSTE allows you to automatically convert between American English and British English.
Select or unflag the rules to meet your business needs.
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Determine the sentence length for procedural and descriptive writing. If you want to omit certain rules, you can do soby simply not selecting them.
HyperSTE complies with ASD Simplified Technical English (aerospace and defense standard), but also includes corporate style guide rules, and can easily be customized to any industry.
© 1974-2008 – Tedopres International 38
HyperSTE supports the use of multiple dictionaries: in addition to the primary ‘company’ dictionary, you can create project-specific dictionaries.
Additonal dictionaries can include company, product, project, or customer specific technical names.
© 1974-2008 – Tedopres International 39
Create profiles to apply different sets of rules to different parts or types of documents.
Profile manager: by simply loading a profile all predetermined settings (such as which rules, which dictionaries and which types of text should be checked according to which rules) will automatically be loaded.
© 1974-2008 – Tedopres International 40
Thank you
For more information, please contact:
Tedopres, Inc.
1705 S. Capital of Texas Hwy, Suite 500
Austin, Texas 78746
USA
Tel: +1 512 306 8601
Fax: +1 512 306 9320
E-mail: ste@tedopres.com
or visit our website at:
www.simplifiedenglish.net
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