Designing Technical Documentation for an International Audience

 

	Introduction
	Text and Graphics
	Terminology
	Layout
	Style
	Graphic Design

Introduction

You've just been assigned the task of producing a large technical manual for a new product, schedule for release in a few months. Oh, and by the way, this same document needs to be translated in five languages and all are scheduled for simultaneous release.

This scenario is being played out everywhere as US companies set their sights on global marketing. This strategy is accompanied by the need for documentation in the reader's native language. With numerous translation technologies now available, it is no longer unreasonable to expect product literature to be released in different languages simultaneously. Furthermore, careful design of your document can also help improve translation times and, if you're fortunate to have advance knowledge that the document will be in different languages, you can plan accordingly using the following techniques.

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Use a Proper Mix of Text and Graphics

Graphics are effective to help you interact with your reader. They can also reduce the amount of text that needs to be written and, as a result, translated.

Graphics can support the text in showing the user how to operate, install or maintain a piece of equipment or software, and in some cases can replace text entirely. International symbols printed on decals and labels, for example, can be attached to the product. However, in these cases the graphics must clearly convey the complete message. Using arrows and depicting people in action are common methods for showing action.

The right balance of text and graphics can make a document that is easily translated and you will realize significant savings in time, money and frustration.

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Use Generally Accepted Terminology

Avoid trade jargon and in-house names that are understood only by specialists. Technical translations are particularly susceptible to the use of buzzwords, jargon and catch phrases that do not translate well (or at all).

Example:  An ADC (Analog to Digital Converter) can be used to describe:
Both an electronic circuit and the reading obtained from an electronic circuit

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Use a Flexible Layout

When designing your document, always anticipate text expansion. You can do this by leaving sufficient white space, estimating that when translated the English count (page and character) will expand anywhere from 10 to 30 percent depending on the language. This is particularly important when using illustrations and tables, since the text and graphic usually must travel together. Anchoring the text and graphics will maintain their relationship regardless of text expansion or repagination.

Example of Text Expansion

English Source Text	German Translation
To see more ports, use the UP and DOWN ARROW Keys. (50 Characters)	Drücken Sie die NACH-OBEN-TASTE oder die NACH-UNTEN-TASTE, um weitere Anschüsse anzuziegen. (92 charaters = 84% expansion).
Drag these markers...to create a hanging indent. (63 characters)	Ziehen Sie diese Markierungszeichen...um im Text einen negativen Erstzeileneinzug zu erstellen. (101 characters=60% expansion)

If your documents require custom fonts, make sure they include the extended characters required by your target language. Also, when localizing the Asian or Middle Eastern languages you should anticipate additional text expansion since it may require a larger type than Western characters for better legibility. You should also account for different font styles in these languages.

If using callouts, you can use numerical callouts in your graphics accompanied by a legend in the document. This allows you to create a non-language specific graphic that can be use used regardless of language.

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Maintain Consistent Style

Use consistent terminology and graphics styles throughout the document. CRT, video display, and video monitor may be the same component, but if used interchangeably, will not only confuse the English reader but may also be translated differently each time.

As much as possible, use the same style guide for all languages. For example, if you are using boldface to indicate a software message, use that same style in all languages.

If there are materials translated previously in the target language, this material can be used as reference and to ensure consistency in the new project. If you have an office in the target country, involve these individuals as early in the process as possible. They can be a valuable source of information.

Also, it is recommended that the same translator (or group of translators) work on the same project, thus ensuring consistency within a document and the appearance of a single author. If you are translating software, your manuals and packaging should be consistent with the software, and vice versa.

Use Graphics Understood by All

Use graphics that an international audience can relate to and understand. Use of line illustrations, photographs and screen shots are effective only when they are understood and convey the proper meaning. Always consider how readers of different cultures will interpret colors, symbols, graphics, etc.

The right design will produce a document that can be easily translated and prove to be a significant savings in time, money and frustration.

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