Configuring and UsingContent Optimization Software

Second of our series: “Your Content, Only Better”

September 13, 2012

PG Bartlett, Acrolinx

U.S. callers should dial:+1 (213) 289-0020

You’re Here Because:

You produce a lot of content Your content is vital

– Pre-sales – generates revenue– Post-sales – enables self-service

Your budget is under pressure Your market is competitive Your team is international Your market is global

Agenda

Decide what you want to optimize Set up spell check dictionaries Establish your style Build your terminology Demonstration About Acrolinx

“Speak properly, and in as few words as you can, but always plainly; for the end of speech is not ostentation, but to be understood.”

- William Penn

http://quotationspage.com/subjects/language/

What Do You Want to Optimize?

Spelling Grammar Style Terminology Keywords

Plain language

One voice

Localization costs (human & machine)

Compliance

Search

Traditional Spell Checking

Number of authors…

Traditional Spell Checking

Number of authors…

Traditional Spell Checking

Number of authors…

Traditional Spell Checking

Number of authors…

Traditional Spell Checking

Number of authors…

Traditional Spell Checking

Number of authors

= Number of dictionaries

Acrolinx Spell Checking

All authors

Acrolinx Spell Checking

All authors

Acrolinx Spell Checking

All authorsuse a single dictionary.

Spelling

We help you create initial dictionary– “Batch check” your documents– Examine “misspelled” words– (No need to add terminology to dictionary)

Can batch check for spelling errors– To check if content ready for editing or publishing

Grammar

Grammar Rule Example of ErrorContext-specific misspellings “sneak peak”Capitalization errors “this is An error”Comparative and superlative adjectives “more easier”Number-noun agreement “the kit has eight cable”Subject-verb agreement “these modules is available”Common competence errors “choose on or the other”Duplicate similar words “remove the bolt to on the left”Missing word error “if is installed”Hyphenation errors “back-up your files”Wrong verb form “system cannot processed bad data”Verbs followed by “ing” verbs “system requires to log in”Missing object “the software enables to transfer documents”Common word confusion “check for lose screw”

Optimized for technical content Help for non-native speakers (for example, articles)

Why is style important?

Helps everyone in your organization speak with one voice

Match your style to your audience’s needs

Vital for engaging your audience

“Please don’t forget to remove the tab before turning on the system.”

How Do You Speak to Your Customers?

“Remove tab, then apply power.”

Style Choices

Pronouns: refer to your reader in 2nd person (“you”) or 3rd person (“the customer”)?

Contractions: allow contractions (“doesn’t” or “aren’t”) to indicate informality or prohibit them?

Pleasantries: allow words like “please” or avoid to minimize word count?

Active voice: allow passive voice (“when the button is pushed”) or guide authors to use active voice (“when you push the button”)?

Slang: allow colloquialisms (“all right”)? Tense: avoid future tense (“will display an error indicator”)?

Style Examples

Style Rule Example of IssueComma after subordinate phrase “to learn more go to the help system”Goal must precede action “system requires 32-bit OS to work properly”Use noun after “this” or “that” “this can cause severe damage”Avoid wordy phrases (complete list has 53 phrases) “as a general rule,” “due to the fact that,” “with the

exception of”Avoid converting verbs into nouns (complete list has 70 phrases)

“arrive at a decision,” “be in agreement,” “make a suggestion”

Avoid redundant words (complete list has 55 phrases) “actual fact,” “already exists,” “current status”

Avoid passive voice “the correct version must be chosen”Avoid commas in month-year formats “designed in June, 2000”Spell out ordinal numbers “the 3rd item”Use (or do not use) serial commas “Monday, Wednesday and Friday”URL errors “http:/acrolinx.com”Avoid archaic words (complete list has 18 words) “aforementioned,” “hereby,” “thereby”Avoid colloquialisms “all in all,” “right off the bat,” “humongous”Avoid subjunctive “if damage were to occur”Sentence too long sentence exceeds 26 words

Acrolinx’s Standard Rule Sets

English– Acrolinx Best Practice Writing Standards– English for Non-Native Writers– Chicago Manual of Style (partial support)– Microsoft Style for Technical Publications (partial support)– ASD-STE100 (Simplified Technical English for aerospace and defense)– DITA– Support for Rules-Based Machine Translation

German– Acrolinx Best Practice Writing Standards– TüV Süd DocCert (developed in cooperation with the TüV)– Tekom-Leitlinie (developed based on a Tekom standard)– Pi-Mod (supports the Pi-Mod XML standard for technical documentation)– Acrolinx Standard for PowerPoint

Japanese– Standard Technical Japanese– Simplified Technical Japanese

Standard Technical Chinese

Customizing Rules To Match Your Needs

Disable rules Add new rules

Terminology

Terminology = technical terms, phrases & brands Important to use terminology consistently

– Compliance– Consistency– Branding– Translation

Process– Establish starting point (for example, product catalog)– May also extract from existing set of documents and/or translation memory– Agree on preferred, acceptable & prohibited terms

Ongoing maintenance & management– Collaborative process– Available to everyone

Check that the device is enabled.

Verify that the device is enabled.

Make sure that the device is enabled.

Ensure that the device is enabled.

Assure that the device is enabled.

Search Keywords

Keywords = terminology Important to include keywords in content with appropriate:

– Placement– Density

Process– Build keyword list (Google Analytics, competitive analysis)– Build multilingual list – take SEO global

Ongoing maintenance & management– Collaborative process– Available to everyone

Demonstration

Demonstration Preview

Author– Opens existing document in Word– Runs Acrolinx check– Reacts to errors & recommendations– Comments on existing term

Terminologist– Receives comment on existing term

Author– Views report– Submits new term

Demonstration Review

Author– Opens existing document in Word– Runs Acrolinx check– Reacts to errors & recommendations– Comments on existing term

Terminologist– Receives comment on existing term

Author– Views report– Submits new term

Bottom line– Not just a checking engine– Also a management system with collaboration and reporting

Acrolinx Overview

Acrolinx Overview

Technology developed by Acrolinx team at German Research Center for Artificial Intelligence

Spun out in 2002 to develop software that helps write better content

Privately owned Berlin headquarters, offices in U.S. &

Japan Available in English, Chinese, German,

Japanese, French, Swedish

How Does it Work?

Set up rules & terms

Set up users & systems

Acrolinx works within editing

tools

Everyone can access terms

Managers can view status &

results

Acrolinx checks content against rules & terms

Follow-Up

Contact info: pg.bartlett@acrolinx.com

Next webinar– “Building the Business Case for Content Optimization”– October 4– Register at: http://www.acrolinx.com (next week)

Recording will be posted soon at http://www.acrolinx.com/webinars_en.html

Thank You!PG Bartlett

pg.bartlett@acrolinx.com