By Ferry Vermeulen
Simplified Technical English (STE) is generally considered important for writing clear and unambiguous content, mainly for user instructions like maintenance manuals. However, many technical writers experience specific problems when implementing STE.
Although theoretically possible, STE is not an easy language to learn by self study. The ASD-STE100 specification is a complex document and many writers have admitted that a disadvantage is the extensive learning time (Disborg, 2007).
Software tools, like the MadCap Flare API and HyperSTE, can support a technical writer in writing in Simplified Technical English. When using these kind of tools, knowledge of Simplified Technical English is a must.
As a first step to apply Simplified Technical English, without going through the full learning curve, I developed the “Thumbs-Up Technique.” By applying the steps as described in the technique, you will improve the quality of the content you translate, whilst decreasing translation costs and creating a better user experience.
Concepts that make up the “Thumbs-Up Technique”
English is a very rich language. Many words are redundant or ambiguous and English grammar is complex. English is the language most used for writing technical documentation and many translators are involved in translating documentation into English (AST-STE100). However, English is often not the native language of readers of technical documentation. Most readers have some knowledge of English that is limited, and they are easily confused by complex sentence structures and by the number of meanings and synonyms English words can have (MAINTworld).
Simplified Technical English was developed to help users of English-language documentation understand what they read, particularly in multinational programs. The ASD-STE100 Simplified Technical English Specification has been developed, which contains two parts: STE-Writing rules and the STE-Dictionary.
The Thumbs-Up Technique is based on the ASD-STE100 specification and contains a simplified version of the two parts of the specification.
Instructions to Implement Simplified Technical English
There are three steps that make up the Thumbs-Up Technique:
- Delete any non-relevant information and determine only relevant information.
- Use the online STE-Dictionary and check the approved meaning of words.
- Modify your sentences into simple and comprehensible language, based on the suggestions made by the online STE-Dictionary.
Step #1: Delete any non-relevant information and determine relevant information
Much instructional content, like tasks and warnings, contains information that is not relevant for the end user in order to complete his or her task.
In the example below, the words highlighted in red represent information that is not relevant in order to clearly warn the user. The green words highlight the information the user really needs to know in order or to be warned properly.
The synthetic lubricating oil used in this engine contains additives, which if allowed to come into contact with the skin for prolonged periods, can be toxic through absorption.
Step 1 of the Thumbs-Up Technique is about getting rid of all non-relevant information and only selecting information that is relevant for the end user. You can distinguish these two types of information by asking yourself, “Does the user really need this word/information in order to complete the task?” If not, those words should be removed.
Step #2: Use the online STE-Dictionary and check the approved meaning of words
The words you choose in documentation can have a big impact. For example, the word “set” can mean: “to diminish or decline,” “fixed and rigid,” or “to put in a specific position.” Translating in a clear, concise, and consistent manner is of great importance. As another example, the sentence “Turn off the engines not required” could mean: “Turn off the engines that are not required,” or “Turning off the engines is not required.”
Challenge: Here’s another an example. What meanings could the phrase “Cut the power” have?
These dual and even multiple meanings are why the ASD-STE100 specification contains a dictionary (part 2 of the standard). The dictionary is a list of just 850 words that are allowed to be used. The dictionary includes entries of both approved and unapproved words. The approved words can only be used according to their specified meaning. For example, the word “close” can only be used in one of these two meanings:
- To operate a circuit breaker to make an electrical circuit.
- To move together or to move to a position that stops or prevents materials from going in or out.
So the word “close” may only be used as a verb and not as an adverb. “Do not go close to the test rig during the test” is therefore an unapproved use of the word close.
Usually, each word is permitted for only one part of speech. For example, the dictionary specifies the word “oil” as a noun. Therefore, “oil” must not be used as a verb:
- “Oil the valve” is not permitted, because in this sentence “oil” is a verb.
- “The oil is dirty” is permitted, because in this sentence “oil” is a noun.
The use of approved and unapproved words is summarized in the following four writing rules:
- Choose only words from the dictionary.
- Use approved words only as part of the given speech.
- Keep the approved meaning of a word in the STE-Dictionary. Do not use the word with any word or meaning.
- Only use those forms of verbs and adjectives shown in the STE-Dictionary.
You can check whether a word is approved or unapproved by using the online STE-Dictionary, accessible through http://instrktiv.com/en/simplified-technical-english/. When you can access the online dictionary, perform the following actions to check the approved/unapproved meaning of a word:
- Login to the online STE-Dictionary.
- In the Search field, type the word that you want to check (e.g., type ENSURE).
- Click OK. All entries which contain ENSURE are marked.
- Select the approved word to use in your documentation (see the explanation below).
When searching for a specific keyword, everything in CAPITAL letters is approved in Simplified Technical English. Keywords in lowercase show that you must use another word or a different construction.
You will find the following information in the four columns:
- Keyword (part of speech):
Use an approved word only as part of the speech shown. Every approved word in STE is permitted only as a specific word type. For example, “ACCESS“ is only permitted as a noun (the access), but not as adjective (accessible). There are eight parts of speech used in STE: verb (v), noun (n), pronoun (pn), article (art), adjective (adj), adverb (adv), preposition (pre), and conjunction (con). - Approved meaning/ALTERNATIVES:
This contains the meaning of an approved keyword used in STE, as some words can have more than one meaning in everyday English. For unapproved words, this column lists approved alternatives. If a Technical Name or a Technical Verb is used in an approved meaning, this word is identified as (TN) or (TV). - APPROVED EXAMPLE:
This column shows how an approved word can be used correctly, or how to use the suggested approved alternatives to replace unapproved words. - Not approved:
This column gives examples of text that is not written in STE and is using an unapproved keyword.
Let’s go back to the example I used in Step #1. After putting the green highlighted words in the online STE-Dictionary, I found the following approved words:
| Used word | Approved word |
|---|---|
| Oil | Oil (TN) |
| Engine | Engine (TN) |
| Skin | Skin |
| Toxic | Poisonous |
| Absorption | Absorb (v) |
Step #3: Modify the sentences into simple and comprehensible language, based on the suggestions made by the online ST-Dictionary
This step contains part 1 of the ASD-STE100 Simplified Technical English Standard: the writing rules. There are two things that help to modify sentences toward STE:
- Look at the sentences in the APPROVED EXAMPLE column of the online STE-Dictionary.
The writing rules have been applied to all these sentences. Without knowing all 66 writing rules, it is possible to copy and paste commonly used sentences from this column or imitate the way the sentences are built and create your own sentences. - Present the crux of the information and convey it in simple and comprehensible language.
When writing in a functional controlled language, there are specific rules for text functions such as instructions and results or warning messages. Here are two simple examples for functional controlled language rules:
Text function: Instruction
Pattern: Verb (infinitive) + article + object + punctuation mark.
Example: Click the button.
Text function: Result
Pattern: Article + object + verb (present tense) + punctuation mark.
Example: The window “Expense Report” appears.
In both examples, the crux of the information is presented and conveyed in a simple and comprehensible language. Keep this in mind when modifying your sentences.
Let’s go back to the example from step #1. The text has been modified to:
Do not get the engine oil on your skin. The oil is poisonous. It can go through your skin and into your body.
As can be seen, fewer words have been used compared to the original text.
Challenge: Modify the following sentence into Simplified Technical English.
Open a new email and after you have added your text, you can click the send button.
References
AST-STE100. “The official home of ASD Simplified Technical English, ASD-STE100 (STE).” 2016. Retrieved from www.asd-ste100.org/.
Disborg, Karin. Master’s thesis in Cognitive Science Linköping University, Department of Computer and Information Science. “Advantages and disadvantages with Simplified Technical English.” 18 October 2007. Retrieved from http://liu.diva-portal.org/smash/get/diva2:16816/FULLTEXT01.
MAINTworld. “The Role of Simplified Technical English in Aviation Maintenance.” 6 May 2013. Retrieved from www.maintworld.com/HSE/The-Role-of-Simplified-Technical-English-in-Aviation-Maintenance.
FERRY VERMEULEN, MSc. is founder and director of business development at INSTRKTIV in Berlin, Germany. INSTRKTIV helps companies and brands produce technical documentation. His company stands for content quality, both in terms of usability and liability. The manual as a legal document, promoting safe and proper use, is at the core. Ferry has been involved in tech comm since 2006. Over the years, he gained knowledge through training and education on European and U.S. legislation regarding instructions, usability, UX, Simplified Technical English, single sourcing, content management, MadCap Software and SCHEMA software, Information Mapping, and minimalism in techcomm. You can read more of Ferry’s thoughts on usability in techcomm on his blog, The Man-Machine, at http://instrktiv.com/en/blog/.
