Agile Translation Best Practices Ann Rockley, CEO The Rockley Group

The Rockley Group More than 15 years’ experience in Healthcare Clinical Labeling Promotional Industry experts Structured content strategy Content reuse Structured content management systems Content globalization strategy Multichannel delivery

Rockley customers

Ann Rockley Known as the “mother of content strategy” Forefront of content strategy, reuse, structured content management, multichannel delivery (print, Web, eBook, mobile) Passionately committed to defining and sharing industry best practices Master of Information Science Fellow of the Society for Technical Communication

What is Agile? The methodology associated with Agile was developed for the software industry to speed up the development of software Prior to Agile, the most common software development process was the Waterfall process (sequential through the lifecycle) Rather than waiting until everything is finished Agile creates iterative interim deliverables that are assessed and rapidly updated Agile results in faster turn-arounds

Common issues Client side Takes too long Costs too much Unclear requirements LSP Inconsistent content Not written for translation Many last minute changes

Agile can help!

Agile content for translation is: Modular Structured Reusable

Modular Content is chunked into components rather than documents Modules that are unchanged that have previously been translated are not translated again New/changed modules are translated when they are approved, no need to wait for the entire “document” to be complete A PDF of the section or document is provided to ensure that sufficient context is available for effective translation When something changes, only the changed module needs to be retranslated

Structured content Content has identifiable structure Structure allows us to identify what content is, not what it looks like Inconsistent content can be made consistent through structure Structured content is format neutral, any stylesheet can be applied to content based on its structure

Sample models

Cont.

Labeling model Simplified version

Structure separate from format

Print Content can be automatically “poured” into structured templates Translated content is poured into templates designed to accommodate the language requirements Change the source, not the print, to ensure that content is controlled Change the look and feel, no problem, simply re-pour the content into the new layout Minor tweaking required

Print: Empty structured InDesign template

Automatically filled IFU

Web Content can be automatically “poured’ into structured web templates Change the source, not the web page, to ensure that content is controlled Change the look and feel, no problem, simply re-pour the content into the new layout

Mobile Source content can be automatically: Layered Displayed/not displayed based on rules (e.g., screen size) Mixed and matched to build customized/personalized content

Reuse Reuse is the practice of “pointing” to common content and referencing it into your material (not copy and paste) Write once, translate once, reuse many Review once, use “many” (e.g., same caution multiple places is translated once and used many) Content which is designed to be reused, creates more matches than content that is not

The power of reuse ©Nathan Sawaya http://www.fastcocreate.com/1682144/making-lego-into-art-nathan-sawayas-impossible-brick-sculptures#1

Where’s the reuse? Branding information (Logos, brandmarks) Contact information Legal information (warranties, disclaimers) Product information (product descriptions, functionality) Procedures Images

How to find reuse Author knowledge of opportunities Comparison based on TMS Programmatic analysis

Managing complexities Typical Spreadsheet of changes for each country & language Addresses Units of measure Contact information Images Etc.

Use conditions instead Include all variants of content in the module Tag the content with metadata to identify what the content is applicable to Create a version of the content with the correct content included in English for translation

With conditions

Core/Master to country specific

Changing workflow Modules not documents Modules as they are approved, don’t wait for all modules Only the modules that have changed (module plus PDF of section or document) Content with all conditions Or Content with only the applicable content for that country Iterate only modules with last minute changes Republish quickly to templates

Agile translation best practices Get involved early Consider the use of a CCMS/SCMS Make your LSP your partner

1. Get involved early Effective translation begins at source Work together to create a globalized content strategy Think translation when content is created Write for localization Consider a terminology/stylistic management system

2. Consider the use of a CCMS/SCMS A component-based structured content management system: Manages content at a granular (component) level of content, rather than at the page or document level. Each component represents a single topic, concept, or asset (such as an image or table). Components are assembled into multiple content assemblies (information products) such as a manual, IFU, service guide or help. Each component has its own lifecycle (owner, version, approval, use) and can be tracked individually or as part of an assembly. Has a strong translation workflow management system

Manage translation using a CCMS/SCMS Tracks changes to components Supports translation workflow Triggers translation ‘jobs’ Outputs only those components that have changed Can automatically integrate with LSP or hand-off translation to LSP Can integrate translated content back into SCM Can output to structured composition templates

3. Make your LSP your partner Ensure you Localization Services Provider (LSP) “gets it” Modular Structured Reusable Work closely with your LSP Include them in the content strategy discussions Test workflows Discuss best practices

Benefits of Agile Shorter timeframes Reduced costs (translation, review, publishing) Higher quality Predictable processes

Summary Make your content agile to respond to rapidly changing requirements (modular, structured, reusable) Adopt Agile translation best practices Get involved early Consider the use of a CCMS/SCMS Develop an intelligent content strategy Make your LSP your partner Realize the benefits of Agile translation processes Shorter timeframes Reduced costs (translation, review, publishing) Higher quality Predictable processes

Ann Rockley rockley@rockley.com @arockley Questions Ann Rockley rockley@rockley.com @arockley