Efficiently creating high-quality technical publications in a
Contents
1. Smart way to smart products So what does simplified content mean Produce content that is systematically simplified Most efficient way to produce unambiguous information in a relatively short time at low cost Use of short simple sentences conveying accurate information Include illustrations only if they simplify and or clarify instructions and descriptions given in the text Provides better task performance for both native and non native English speakers Etteplan ASD STE100 Simplified Technical English STE benefits Improved quality and safety Reduced time to market Standardized way of writing Cost savings on translations localization and printing up to 30 40 STE approach Writing rules Keep it simple be specific be consistent Core dictionary 3000 words Add company specific terms to core dictionary One word one meaning STE can help reduce 80 000 words to 8 000 terms Smart way to smart products Simplified Technical English STE Before and after example BEFORE WARNING To reduce the risk of fire electric shock or product damage Do not expose this apparatus to rain moisture dripping or splashing and that no objects filled with liquids such as vases shall be placed on the apparatus Use only the recommended accessories Do not remove the cover or back there are no user serviceable parts inside Refer servicing to qualified service pe2. 9 Smart way to smart products What seems to be the problem Altough IT developments enable us to retrieve information quickly Now Understandable and easily retrievable is your technical information Research found the average time for a field service engineer to retrieve information for troubleshooting and maintenance to be between 25 50 Unclear faulty or incomplete information is becoming N a crucial factor therefore we need to apply standardization on content A good content strategy enhances the technical information process but when you combine it with IT developments you will truly see improvement in your operations KO Etteplan Content strategy Four pillars of good content strategy Smart way to smart products Content strategy Step 1 Agree what information is needed by the end user Step 2 DEEE O customize universal standards Step 3 Determine scope and depth Step 4 Determine Tooling Step 7 Generate information Produce media and publish OS Etteplan Smart way to smart products General requirements for producing high quality technical information Engineering Technical publications Level of effort rained and experienced authors and illustrators i Simplified content ii Single sourcing iv Topic based authoring Design Prototype Test Modify Test Release Ship Lifecycle phase KA Etteplan
3. Ss Etteplan Efficiently creating high quality technical publications in a global environment FTI Conference Stockholm _ 2 March 2014 rvice solutions tany time Smart way to smart products About me Born 1964 B Sc Eng in mechanical engineering in 1989 25 years in technical information Manufacturing Information management B2B technical information service business Family wife and one son Petri Ikonen Vice President Hobbies cycling gym music Technical Product Information Currently living in Best the petri ikonen etteplan com Netherlands https Awww linkedin com in ikonenpetr s Etteplan Smart way to smart products Etteplan in brief Finland s largest company specializing in machinery and equipment engineering design one of the largest in Sweden Established in 1983 One of Europe s largest companies specializing in technical product information solutions some 400 technical product information specialists The biggest Scandinavian company offering design services in China Revenue in 2013 EUR 128 6 million Offices 22 in Finland 13 in Sweden 1 in the Netherlands 2 in China and 1 In the USA representation in Russia Personnel close to 1 800 Etteplan s shares are listed on NASDAQ OMX Helsinki Ltd under the ETT1V ticker Se Etteplan Globalization What does it mean for you Smart way to smart products Effects of globali
4. bey the environmental guidelines to discard the batteries Results Clearer instructions Consistent use of words reuse increase by 15 Less words from 196 to 125 reduction of 40 Cheaper better and faster translations a Etteplan Smart way to smart products Case Study Elekta Total translation budget for FY2011 824K with GIM we achieved savings of 40 66 COGs reduction in print cost per manual 30 page count reduction 20 word count reduction in a user manual Improved customer experience and cost savings resulting from poor communication which can lead to Confusion Lost production time Service calls Easier to manage access integrate and reuse content ELEKTA 5 Etteplan Techical illustrations From CAD to illustrations Smart way to smart products Content strategy for illustrations 3D data STI derived data Structured 3D data J BEFLEEESESEREEES SESSSSSSS SSESS Structured 2D data Photographs 2D incl all variations incl all product client options STI configurator Kd Etteplan Smart way to smart products Why not use photos Contains redundant information Users are not wearing safety gloves and working boots Contains an unclear code on the left corner that is not used in any related procedures a Etteplan Smart way to smart products Photo v
5. rds 4 Use an electric screwdriver to release the three screws that connect the motor to the body Release only the screws in the marked holes 5 Pull out the motor Note that the wires of the motor are still connected to their plugs so pull the motor carefully Disconnect the two wires of the motor from their plugs and remove the motor O Etteplan Smart way to smart products After technician instructions six grinder 120619 Motor replacement A Motor removal 1 To remove the 6 hoppers pull them out of their bottom To make sure that the beans stay in the hoppers 1 1 Close the stainless steel covers 1 2 Put the Six grinder on its front 1 3 Pull the hoppers down Note the hoppers do not have a throttle on their bottom side 2 To remove the top cover from the bottom 2 1 Put the Six grinder on its bottom 2 2 Release the 3 screws on the left and right sides 2 3 Release the 5 screws on the front and rear sides 2 4 Pull the top cover up 3 Release the 3 screws that connect the motor to the frame The illustration shows the screws that you must release 4 Pull out the motor Caution pull the motor carefully to prevent damage to the motor wires 4 1 Disconnect the 2 wires of the motor from their plugs 4 2 Remove the motor Results e Clearer amp shorter instructions e Improved readability e 10 reduction in words e Cheaper better and faster translations amp Etteplan St
6. rsonnel CAUTION Do not install or place this unit in a bookcase built in cabinet or in another confined space Ensure the unit is well ventilated To prevent risk of electric shock or fire hazard due to overheating ensure that curtains and any other materials do not obstruct the ventilation vents Do not obstruct the unit s ventilation openings with newspapers tablecloths curtains and similar items Do not place sources of naked flames such as lighted candles on the unit Dispose of batteries in an environmentally friendly manner CAUTION This product utilizes a laser Use of controls or adjustments or performance of procedures other than those specified herein may result in hazardous radiation exposure Do not open covers and do not repair yourself Refer servicing to qualified personnel AFTER Warning e Obey the instructions e Do not let this unit get in touch with any type of liquid e Use recommended accessories e Do not remove the front or back cover Refer to approved personnel to do servicing This decreases the risk of fire electrical shock dangerous radiation or damage Caution e Do not install or put this unit in a confined space such as a bookcase or cabinet Make sure that there is no blockage of the air vents Make sure that the unit has a good airflow This decreases the risk of fire electrical shock or damage Do not put items on the unit that cause heat such as burning candles O
7. ructure Single sourcing and topic based authoring Smart way to smart products Single sourcing ee Structure reuse data Reuse single sourcing eaor in cures Faster to retrieve Multiple publication formats DITA S1000D Version 2 Version 2 Online Manual Etteplan Fim b Vie Pinia Thee Wii Ton inde Fearin Hip A a ie ee E Pen A E oe conprar E Ui iniimiba 2 a Reece wy TA E igh venam m a A ay A al Not released Modules erie INST ALUNG THE TUGE MOLAM ASSEMBLY 5 ir Pren E oF ine Byc Page miyar idi i t er aE wit L i p I i i ey of Li TH Ti Ti Ag Of A pH e ES One T E a Checking tha tuba height sianar a gt Emit C E a gt ri i J dingi b C3 Epp bin ma i eee e E i bj Fee Sa ca Ot Per Dia Ler od oy o rere OUT e Create topic based modules e Add metadata to the modules e Create filter based on BOM to create customer specific content e Publish to XML for dynamic publications Metadata amp BOM are used to dynamically create customer specific manuals Assembling the tube mount assembly and the telescopic carriage e 1 bnn bra Dike mp Donini nk Dumie Darre Dae pisn TH ot rm Filter on a Metadata E Sano TH iant Fillers Hp gt Etteplan Smart way to smart products Benefits
8. s illustrations After 1 shows the four colored Before 1 After 1 i parts that are referred to within the fi 2 procedure Li Eo Oo He After 1 matches the end users Qe amp o view during the procedure of the task This increases the recognition i _ of the part within the system and therefore reduces the chance of Before 2 After 2 mistakes BD 6 e U One should not have references rf hs a Te e inside a photo or illustration lt a a NOP Before 2 and After 2 demonstrate slo th the possible effects when a PDF manual will be printed amp Etteplan STI Configurations ay in m B on Source Data Illustration process in practice Wi U g Q EL cL Lis E Ww Q a a gt T rie Wi Smart way to smart products Before technician instructions six grinder 120619 Motor replacement 1 Remove the six hoppers by pulling them out of their bases If there are beans inside the hopper to prevent the beans from spilling lay the Six grinder on its front and pull the hopper downwards Make sure that the stainless steel cover is closed Note that these hoppers have no throttle on their bottom side 2 Stand the Six grinder back on its base Use an electric screwdriver to release the screws attaching the top cover to the base three screws on the left and right sides and 5 screws on the front and rear 3 Remove the top cover by pulling it upwa
9. to you and your customers Create quality content once and optimize reuse Save up to 40 on documentation translations and time to market Save 70 in illustration work Improve customer experience Reduce time to market Reduce liability and product damage Reduce time for maintenance Improve product lifecycle s Etteplan Smart way to smart products So now what Standardize and simplify your content Use an established standard to base your controlled language efforts on Keep it simple be specific be consistent Train writers on writing rules Differentiate the nice to know from the need to know and keep the latter Standardize corporate terminology Create your own controlled language standard Reuse CAD data to develop illustrations to improve efficiency and reduce errors Cost savings are realized through simplified content and content reuse s Etteplan
10. zation on technical communications one Dimpact Global corporations not tied to any national base or boundary Growing complexity of products Writing content for global audience Rise of the IT systems internet and mobile technologies Emphasis on doing more with less Geographically separated resources increased risk of errors Massive volumes of content information is becoming more complex Support MRO activities in a cost time effective and safe way Pressure of regulatory complicance Broad spectrum of users risk of misunderstandings liability for faulty or incomplete information higher translation costs Increased delivery channels linking design information with technical information shorter production cycles time to market pressure shrinking documentation budgets Se Etteplan Smart way to smart products Example of misunderstanding iaa vehicle on the runway On a nearby airport an airplane made a disastrous attempt to abort the landing after the pilots realised there was a The vehicle was a snowplough whose operator had been told to clear the runway for the arrival of the aircraft j ie tars a ee ee ee lt sia S Etteplan Turn off the engines not required means Turn off the engines that are not required or Turning off the engines is not required mage courtesy of Copyright Rolls Royce ple 200
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