How can you create a controlled language system for technical writing?

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Technical writing is a form of communication that conveys complex and specialized information to a specific audience. It often involves instructions, manuals, reports, or documentation that need to be clear, accurate, and consistent. To achieve these goals, technical writers can use a controlled language system, which is a set of rules and guidelines that restrict the vocabulary, grammar, and style of a text. A controlled language system can help improve the readability, understandability, and translatability of technical texts, as well as reduce ambiguity, errors, and costs. In this article, you will learn how to create a controlled language system for technical writing in six steps.

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Abdikhani Mohamed

Experienced English to Somali Translator | Interpreter | Transcriber | I.T Specialist | Senior Somali Editor at Meta…
Afolabi Shyllon

Leadership Advocate || Education Enthusiast || Community Service Champion || Technology Innovator. Building Better…

1 Define your purpose and scope

The first step to create a controlled language system is to define your purpose and scope. You need to identify why you want to use a controlled language system, who your target audience is, what kind of texts you will write, and what languages you will use. Your purpose and scope will help you determine the level of control and the specific rules that you will apply to your technical writing.

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Afolabi Shyllon

Leadership Advocate || Education Enthusiast || Community Service Champion || Technology Innovator. Building Better Futures Through Empowerment and Innovation
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Controlled Language System helps you to ascertain if your writing suit the purpose, intent and audience it is meant for. From my experience, creating a system is always deliberate. When writing technically, you need to create medium that will guide you to ensure you use deliberate, concise words meant for the industry you are writing for.

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Phalgun Sethi

Technical Content Writer
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In my experience, defining a clear-concise-clarity-consistent communication system holds the baseline to establish a controlled language system for technical writing. Adhering to develop a concise style guide that encompass rules of grammar, syntax and industry-specific terminologies is more important. I would rather try using defined approaches to abbreviations and acronyms to avoid confusion and a straightforward review process. It would help elevating the overall clarity of our technical documentation. Do not ignore readability, it helps you understand your audience.

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Lautaro Malpassi

Medical Interpreter and Translator EN>ES | Medical translation specialist
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When you're diving into technical translation, first, get a good grip on why you're doing it and who you're talking to. Make your language match your audience's tech know-how. Cook up a style guide covering all the nitty-gritty like grammar and lingo consistency. Keep your tech talk in check with a glossary so everyone's on the same page. Don't make it a Shakespeare play—simplify things without losing the smarts. Go for easy-flowing sentences, toss in some active voice for that natural vibe, and keep the look and feel consistent. Use translation tools smartly for a smoother ride, and always give your work a once-over with experts or native speakers to keep it real and accurate. That's the recipe for a top-notch controlled language system!

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Abdikhani Mohamed

Experienced English to Somali Translator | Interpreter | Transcriber | I.T Specialist | Senior Somali Editor at Meta and Google
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To create a controlled language system for technical writing, first clearly define the purpose and scope. Identify the specific goals you want to achieve with the system and the areas of technical writing it will cover. This initial step establishes the foundation for the controlled language system by delineating its intended applications and limitations.

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Persio Burkinski

Tradutor Juramentado inglês, italiano, francês. Consultor em Servi?os Notariais e Cidadania Italiana at Angélico Burkinski Consultoria Jurídica
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Every technical text has a specific language and if you set up a specific controlled language will help you be concise and precise in your communication. Besides, you can connect in a much better way to your target public.

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2 Analyze your existing texts

The second step to create a controlled language system is to analyze your existing texts. You need to collect and review the texts that you have already written or that are relevant to your topic, domain, and audience. You can use tools such as readability tests, terminology extractors, or corpus analysis to measure the quality, complexity, and consistency of your texts. You can also identify the common problems, errors, or challenges that affect your technical writing.

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Abdikhani Mohamed

Experienced English to Somali Translator | Interpreter | Transcriber | I.T Specialist | Senior Somali Editor at Meta and Google
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Before implementing a controlled language system, thoroughly analyze your existing technical writing. Identify common language patterns, recurring issues, and areas that may benefit from standardization. This analysis provides valuable insights into the current state of your technical documentation, informing the development of rules and guidelines for the controlled language system.

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3 Establish your rules and guidelines

The third step to create a controlled language system is to establish your rules and guidelines. You need to define the criteria that you will use to control the vocabulary, grammar, and style of your technical writing. For example, you can limit the number of words, sentences, or paragraphs per text, use simple and common words, avoid jargon and acronyms, use active voice and present tense, use consistent terms and definitions, or follow a specific format and layout. You can also use existing standards or best practices from your industry or field as a reference.

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Abdikhani Mohamed

Experienced English to Somali Translator | Interpreter | Transcriber | I.T Specialist | Senior Somali Editor at Meta and Google
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Develop clear and comprehensive rules and guidelines for your controlled language system. Define specific grammar and style conventions, and address any identified issues from the analysis of existing texts. Ensure that the rules are tailored to meet the unique needs of your technical writing, promoting clarity, consistency, and precision in communication.

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4 Create your terminology database

The fourth step to create a controlled language system is to create your terminology database. You need to compile and organize the terms and concepts that are specific to your topic, domain, and audience. You can use tools such as terminology management software or spreadsheets to store and manage your terminology database. You can also include information such as definitions, synonyms, translations, examples, or usage notes for each term.

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Abdikhani Mohamed

Experienced English to Somali Translator | Interpreter | Transcriber | I.T Specialist | Senior Somali Editor at Meta and Google
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Build a robust terminology database to support your controlled language system. Compile a list of technical terms, definitions, and preferred usage to enhance consistency across documents. This database serves as a reference guide for writers, helping them adhere to standardized terminology and ensuring accuracy and coherence in technical communication.

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Persio Burkinski

Tradutor Juramentado inglês, italiano, francês. Consultor em Servi?os Notariais e Cidadania Italiana at Angélico Burkinski Consultoria Jurídica
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This is the best way for you to communicate to different audiences, especially if you deal with many technical areas. Different areas use the language differently and with different meanings. A databank will help you travel through these areas.

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5 Implement your controlled language system

The fifth step to create a controlled language system is to implement your controlled language system. You need to apply your rules and guidelines and use your terminology database when you write, edit, or revise your technical texts. You can use tools such as controlled language checkers, spell checkers, or grammar checkers to verify and correct your texts. You can also use feedback from your audience, colleagues, or experts to improve your texts.

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Abdikhani Mohamed

Experienced English to Somali Translator | Interpreter | Transcriber | I.T Specialist | Senior Somali Editor at Meta and Google
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Roll out the controlled language system across your technical writing team. Provide training and resources to familiarize writers with the established rules, guidelines, and terminology. Implementing the system involves integrating it into your documentation workflow, ensuring that all team members follow the standardized language practices during content creation.

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6 Evaluate and update your controlled language system

The sixth and final step to create a controlled language system is to evaluate and update your controlled language system. You need to monitor and measure the results and benefits of using a controlled language system for your technical writing. You can use tools such as readability tests, quality assessments, or user surveys to evaluate the impact of your controlled language system on the readability, understandability, and translatability of your texts. You can also review and update your rules, guidelines, and terminology database regularly to adapt to the changes and needs of your topic, domain, and audience.

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Persio Burkinski

Tradutor Juramentado inglês, italiano, francês. Consultor em Servi?os Notariais e Cidadania Italiana at Angélico Burkinski Consultoria Jurídica
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Language is dynamic and you should always revise the language you use. Be sure to use the correct databank for each area and that it is updated.

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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?

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How can you create a controlled language system for technical writing?

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1 Define your purpose and scope

2 Analyze your existing texts

3 Establish your rules and guidelines

4 Create your terminology database

5 Implement your controlled language system

6 Evaluate and update your controlled language system

7 Here’s what else to consider

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