Why terminology and controlled language are the basis for translation-ready writing

Why terminology and controlled language are the basis for translation-ready writing

In the first part of this blog series, we looked at the benefits of translation-appropriate writing and showed that it can reduce costs, time and quality losses. Now we turn our attention to a key aspect of translation-appropriate writing: terminology.

Difference between terminology and controlled language

Terminology refers to the set of technical terms used in an industry or company. To avoid misunderstandings, it makes a lot of sense for companies to use standardized terminology in internal and external communication. Controlled language, on the other hand, refers to a limited vocabulary and certain syntactic constructions that are simpler and, above all, standardized.Controlledlanguage requires a defined corporate terminology. The best-known example of controlled language can be found in the aerospace industry, so-called “controlled English”. Especially in a highly complex environment with many different technical instructions, it is almost impossible to work without a standardized language.

Advantages of terminology databases

A technical text with consistent terminology is easier to understand and translate. There is less need for clarification, fewer correction loops and the risk of user error is also reduced. So many advantages – but why don’t all companies consciously and bindingly use defined, company-specific terminology?

At first it seems like a lot of effort, but success is quickly apparent: in the creation of texts, in comprehensibility, in translation costs and in time savings.

The process for setting up a terminology database could look like this:

1. Specify and define the company-specific terminology in the source language and make it available to all users.
2. Now save in a terminology database or an Excel list
3. Entry of all relevant foreign-language terms for all languages required by the company,
4. Finally, it’s time for regular maintenance! Because only through constant maintenance and further development will the standard remain high and translation costs fall.

Inconsistent or even incorrect use of terms can seriously damage the company or, for example, lead to gross operating errors on machines. Time-consuming corrections afterwards can be expensive for the company. This can be avoided by continuously maintaining and expanding the terminology database. Translation service providers are experts when it comes to creating, maintaining and managing terminology databases. They use special software for this, such as MultiTerm. This means that translation projects can be completed more quickly and efficiently and all (new) employees in a company are kept up to date.

Building a terminology database: step by step

1. 1. The first step is to define the framework of the termbase, i.e. which languages, which fields etc. belong in it. Specific responsibilities should also be defined: who adds new terms, who validates them, who provides additional information (e.g. definitions). This requires close coordination between the project managers in the company and the translation agency.
   2. In the second step, these terms are translated into the foreign language by the main translator and agreed with all project participants in the company. This also takes into account whether there are different terms for different departments, e.g. in marketing and production.
   3. The third step is optional and is used for verification by the company. Some companies have foreign branches or native-speaking employees who can check and validate the designations.

The termbase has now been set up and will continue to be maintained during ongoing operations. With every follow-up order, the terminology database is expanded and developed further. Translators can deliver accurate texts more quickly and new employees in the company can immediately adopt the company’s own language: A win-win situation for everyone.

Formatting: the second pillar of translation-ready writing

In addition to terminology, writing for translation is based on a second important pillar: formatting and style guides. The third and final part of this blog series is dedicated to this topic.

Would you like to know more about terminology and translation-oriented writing? We would be happy to advise you on your terminology project: COMLOGOS employs excellent, certified project managers who have already built up a number of term bases. Just get in touch with us! The project managers at the COMLOGOS translation agency look forward to receiving your call, e-mail or message via the contact form.