Technical documentation from failure to success

Pascal Kesselmark

Manager Technical DocumentationKlingelnberg AG

About me• Journalist/Author

• Technical Communicator with Swiss Federal Diploma of Professional Education and Training

• Ing. EurEta Computer Science

• Manager Technical Dokumentation since 2002

• Manager TechDoc

• Since 2008

• President

• www.tecom.ch

About Klingelnberg

• Founded in 1863

• Family business

• In the 7th generation, owner-management

• Leading international company in gear technology

• More than 1000 staff in the Klingelnberg Group

• Turnover of Klingelnberg Group: approx. 175 m€

Klingelnberg AG in Zürich, Switzerland – formerly known as Oerlikon Geartec is the headquarter. Production plants are located in Hückeswagen, Germany. The TechCenter is based in Ettlingen.

Klingelnberg GmbH, HückeswagenKlingelnberg AG, Zürich Ettlingen branch

Locations

TechDoc @ Klingelnberg

• Team working from 4 locations (Europe & Asia)

• Technical Editors, Terminologist and Translation Management

• Source language is german

• Approx. 600 documents per year (TechDoc)

• Size of documents 200 – 600 pages

• Translation in 12 languages

Publication system

Publication System

Technical Documentation

acceptance approval budget costumer_requests creativity delay

editorial_deadline editorial_guideline graphics

importance interfaces lack_of_information language_variants

legally_compliant options overload priority processes

production_time publication_system responsibilities rules

service_provider software_development standard internal_status structure

supervisor supplier_documentation

terminology text time_schedule tools

translation_oriented translation_time work_environment work_equipment_regulation writing_rules

2008

From 2008 until now

How did we do it?

By just improving everything!

1. Restructuring and rewriting all Content and more

2. Using the right Translation and Terminology Software

3. Implementing Author Assisting tool

4. Developing Functions by ourself which were not available on the market

Restructuring and rewriting all content and

more

Restructuring and rewriting all content and

more

What we did:1. Analyse Target Group and Information Demand

2. Problem Analysis on existing documents

3. Defining and Structuring new documents

4. Create Sample Documents

5. Identify reusable semantic structures

6. Define editorial Standard for text and pictures

7. Analyse and redefine Processes

8. (Implement Publication System,) Qualify editors

9. Regularly audit and improve documents and processes

Using the right translation and terminology softwareUsing the right translation and terminology software

Experience with prior tool provider• Actual costs came after buying the software• Additional «forgotten» modules were very expensive• "Bottomless pit" because no advice on implementation

All inclusive or not?

Experience with SDL Trados• After 2 days the system was

running on our own servers• Complete package

(no extra cost)• Professional technical advice

before the purchase

Optimal localisation, worldwide

We need to be have translations on time and for the best price

• Localisation/proof reading in market

• Speed is critical (penalty)• Accuracy of the calculated

translation cost

Implementing Author Assisting Tool

Implementing Author Assisting Tool

Author Support

• Showing existing content while writing

• Checking against translation memory

• Checking terminology

• Checking own rules

• Grammar checking

Analysis report

Additional functions developed by ourselfAdditional functions developed by ourself

Quality Checks and Improvements with VBA

• Check modules and documents

• Configurated symbol bar

• Template for structured content

• Optimised indexes for pictures and tables

Correct sequencing

through Autotexts

Semantic Structure for Instructions

Derived  rules:• A-er  «L0:Handlung»  can  ...  come

• Before  «Marginale»  must    be  «L1:  Handlung_Ende»

• Other  formats  are  not  allowed

Summary

• Build a good base or get capable help

• Then get the right tools

• Improve constantly content & processes

• Be creative with your solutions and have fun improving them

Results

• Consistent documents

• Higher reuse of content

• Less problems with translations, it‘s faster and cheaper

• Better customer experience

…and this thanks to a combined approach of rules, author support and quality checks

Questions?Now, during the day or contact me later:p.kesselmark@klingelnberg.com