Webinar2: Configuring and Using Content Optimization Software


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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

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  • You can use the Acrolinx terminology manager to ensure consistent use of your corporate branding and word usage.Check that your obsolete product names are not used any more: Sony Xperia™ Smartphone vs. Sony Ericsson Xperia™ Smartphones Check that trademarks are written correctly:Adobe® FrameMaker® 11 vs. Adobe FrameMaker® 11 Check that generic words or short phrases are used consistently: meta-data vs. metadatacheck vs. make sure
  • Acrolinx can help with competitive analysis by running a check for keywords on a competitor’s website
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  • Webinar2: Configuring and Using Content Optimization Software

    1. 1. Configuring and Using Content Optimization SoftwareU.S. callers should dial: Second of our series: “Your Content, Only Better”+1 (213) 289-0020 September 13, 2012 PG Bartlett, Acrolinx
    2. 2. 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
    3. 3. Agenda Decide what you want to optimize Set up spell check dictionaries Establish your style Build your terminology Demonstration About Acrolinx
    4. 4. “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 Pennhttp://quotationspage.com/subjects/language/
    5. 5. What Do You Want to Optimize? Spelling Grammar Style Terminology KeywordsPlain language    One voice  Localization costs(human & machine)    Compliance  Search    
    6. 6. Traditional Spell Checking Number of authors…
    7. 7. Traditional Spell Checking Number of authors…
    8. 8. Traditional Spell Checking Number of authors…
    9. 9. Traditional Spell Checking Number of authors…
    10. 10. Traditional Spell Checking Number of authors…
    11. 11. Traditional Spell Checking Number of authors = Number of dictionaries
    12. 12. Acrolinx Spell Checking All authors
    13. 13. Acrolinx Spell Checking All authors
    14. 14. Acrolinx Spell Checking All authors use a single dictionary.
    15. 15. 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
    16. 16. Grammar Optimized for technical content Help for non-native speakers (for example, articles)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”
    17. 17. 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
    18. 18. How Do You Speak to Your Customers?“Please don’t forget to remove the tab beforeturning on the system.” “Remove tab, then apply power.”
    19. 19. 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”)?
    20. 20. Style ExamplesStyle 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 “arrive at a decision,” “be in agreement,” “make a70 phrases) 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
    21. 21. 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
    22. 22. Customizing Rules To Match Your Needs Disable rules Add new rules
    23. 23. 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
    24. 24. Check that the device is enabled.Verify that the device is enabled.Make sure that the device is enableEnsure that the device is enabled.Assure that the device is enabled.
    25. 25. 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
    26. 26. Demonstration
    27. 27. 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
    28. 28. 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
    29. 29. Acrolinx Overview
    30. 30. 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
    31. 31. Everyone can Managers canHow Does it Work? access terms view status & results Acrolinx works within editing tools Acrolinx checks content against rules & terms Set up rules & terms Set up users & systems
    32. 32. Follow-Up Contact info: pg.bartlett@acrolinx.com 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
    33. 33. Thank You!PG Bartlettpg.bartlett@acrolinx.com