What are the best practices for managing terminology and glossaries in technical communication?

3 How to maintain terminology and glossaries

Terminology and glossaries are not static, but dynamic and evolving. Therefore, you need to regularly update, review, and validate your terms, to ensure that they reflect the current state of your field, product, or project. You should also establish a workflow and a process for managing changes, additions, or deletions of terms, involving all the stakeholders, such as authors, editors, translators, reviewers, or users. You should also use tools and software that allow you to store, access, and share your terms easily and securely.

4 How to use terminology and glossaries

Terminology and glossaries are not only useful for creating and translating documents, but also for checking and improving them. You should use terminology and glossaries as references and guides for writing, editing, and proofreading your documents, ensuring that you use the correct and consistent terms throughout. You should also use terminology and glossaries as quality assurance tools, verifying that your documents meet the standards and expectations of your field, product, or project. You should also use terminology and glossaries as learning and communication tools, enhancing your knowledge and skills in your field, product, or project, and facilitating the exchange of information and feedback with your colleagues, clients, or users.

5 How to avoid common pitfalls of terminology and glossaries

Terminology and glossaries can be difficult to manage and come with certain risks. You should avoid creating either too many or too few terms, as this can lead to redundancy or gaps in your glossaries. Additionally, terms should be clear and consistent to avoid confusion or misunderstanding. Cultural and linguistic differences should also be taken into account to avoid offensive terms. It is important to review and update your terms regularly, as failing to do so can lead to outdated or inaccurate terminology. Misusing or misinterpreting your terms can have a negative impact on the quality and reliability of your documents.

6 How to benefit from terminology and glossaries

Managing terminology and glossaries can be a challenge, but also an opportunity for technical communication. Adhering to best practices can lead to improved clarity, conciseness, and consistency of documents, as well as enhanced quality, accuracy, and compliance. Furthermore, it can facilitate translation and localization of documents, increasing credibility, usability, and satisfaction. Additionally, it can help to develop knowledge and skills in the field, product, or project. Lastly, it can strengthen collaboration and communication with colleagues, clients, or users.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?