In our last post, we talked about specialized technical documentation, the challenges involved in the process, the criticality of terminology maintenance, and how the inappropriate use of terminology in the source documentation can affect translation quality.
It is clear that terminology development and maintenance are key in effective technical content, which, in turn, is critical to customer satisfaction and retention. As such, who is in charge of this process? Who needs to be involved?
This post talks about the different stakeholders in terminology development. Clarity on the roles in the process of terminology development helps in smooth delegation and timely completion of work.
The following teams are usually part of the terminology management process.
Domain experts
Product engineers or product development engineers have actually been involved in the design of the product and taken it through the several iterations of development. They are the best placed to explain the specialized technical terms that the product literature may include.
Subject matter experts or specialized consultants have in-depth knowledge of the field. Their input is necessary to set the context and use the right terminology according to industry standards. They may be part of internal teams or hired on project basis.
Technical writers will create the original documentation, working in tandem with product engineers and specialized consultants. They have the professional skills to effectively communicate the usage guidelines, safety precautions, do’s and don’ts and so on about the product.
Translation and localization service providers
Some translation agencies specialize in technical translation. They have teams of technical translators and terminologists who can help create consistent terminology for technical documents.
Their experience and skillsets help them understand the terms in the original documentation clearly and build a central repository of the terminology, which clearly defines each term. This terminology database is accessible to all translators working on the translations into their languages, so that they have a correct understanding of the term as set out in the original document. This helps in clearing up any confusion on the intended meaning of the term and they are able to come up with the equivalent term in their language.
These translation agencies also work with terminology management software which enables consistency and standard use of terminology in all documentation produced within the company. However, an in-depth understanding of terminology management practices is required to use the tools at their optimum.
Standardization and industry organizations
Standardization organizations issue standardized terms and norms for various industries. This saves companies from having to re-create terminology from the scratch all the time or using terminology erroneously. Also, as the standards apply across the industry, it is easier for customers to comprehend the products and services and compare them between companies. Standards also allow for thinking on how to evolve terminology creation processes and involve all stakeholders in the process.
Industry associations in some sectors may possess terminology resources curated over time, which can be helpful in providing terms specific to that sector.
Often, all or a combination of these teams may need to work together to come up with terminology management processes, tools, and best practices. It is important that there be cohesion and collaboration among the groups to produce technical guides useful to the customer.
When the different teams come together, it opens new avenues of communication as they look at the product or service from new angles. It can throw light on new information on how the end-user will interact with the product, various global or cultural perspectives to be considered, and so on.
However, it is also important that the collaboration between the internal and external teams happens smoothly to produce the best results. To ensure this, clearly define roles and responsibilities of each team, stating who is responsible for which task and the associated deadlines. Within the technical writing team, create a clear management structure involving project managers, technical writers, editors, and proofreaders.
Given that terminology development and maintenance is a complex and ongoing task involving several teams, how do you decide on who does what? Some companies prefer to manage terminology all by themselves while others want to outsource the task. There can be hybrid arrangements as well. Which is the right choice? We’ll talk about it in our next post.
Vijayalaxmi Hegde
