Webinar2: Configuring and Using Content Optimization Software
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Configuring and Using Content 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
description
In the second webinar of our series, “Your Content, Only Better,” you’ll learn the key steps to implementing content optimization software: choosing your goals for optimization, setting up your dictionaries and terminology, and establishing your style and tone of voice. You’ll also see a demonstration of using the software, so you can understand the experience from the author’s point of view. Our presenter, who has spent the last twenty years helping companies communicate better, will cover these topics: *Five types of optimization *Thirteen examples of grammar errors *Six choices you can make to determine your tone of voice *Fifteen examples of style issues *Checking and resolving language issues
Transcript of Webinar2: Configuring and Using Content Optimization Software
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: [email protected]
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
