8 Key Points for the Necessity and Creation of English Manuals

2. Key Points for Creating English Manuals

So, what points should we keep in mind to create an English manual?

 

2-1. Creation of the Japanese version as the source for translation

When domestic companies create English manuals, it is often more common to first create a manual in Japanese and then translate it into English, rather than writing from scratch in English.

When creating an English manual from a translation of Japanese, the quality of the original Japanese manual becomes crucial.
If the original Japanese manual is unclear or lacks information, even if a skilled and experienced translator translates it, the English version will also end up being unclear.
Therefore, it is important to create a manual that is easy to understand and translate at the stage of the Japanese version.

When creating a Japanese version manual that will serve as the source for translation, please make sure to keep the following points in mind.

・Clarify the audience and purpose of the manual
First, let's clarify "for whom and for what purpose the manual is created."

The content and extent of what should be included will vary depending on the purpose of the manual and the audience.
For example, if the audience is new employees in an internal operations manual, it will be necessary to explain the overview of the operations, the basic workflow, and fundamental terminology. On the other hand, if the audience is experienced professionals, it may be better to omit basic information and focus on detailed information, assuming they will refer to it as needed, like a dictionary.

In the case of product manuals released externally, the writing style, information included, and terminology used will vary depending on whether the reader is an end user or a service engineer.

As a result of writing somewhat aimlessly without clarifying the readers and purpose, there are often cases where the manual becomes underutilized due to excessive or insufficient information and unclear explanations. Please do not forget to first clarify the readers and purpose of the manual.

・Clearly state the 5W1H
In the manual, by clearly stating the 5W1H of "When, Who, What, Why, Where, and How" it will enable anyone reading it to perform tasks and operations accurately and without confusion.
On the contrary, if the 5W1H is not clearly stated in the manual, it may lead to situations where inquiries are necessary due to lack of understanding, or tasks may be performed based on incorrect interpretations.

In the case of business manuals, we recommend starting with the organization of the 5W1H of the current operations.
By organizing the 5W1H, it is also possible to clarify operational issues such as procedures that are currently dependent on specific individuals.

For organizing the current business operations, please refer to the blog below.

Having just a template is not enough! The first essential step for a business manual | Human Science Co., Ltd. (science.co.jp)

・Make it easy to find the necessary information
In manuals, it is rare for the content to be read thoroughly from beginning to end like a novel. Most often, users check only the necessary sections when they have questions or things they do not understand.
Therefore, it is essential to structure the content so that necessary information can be quickly found from the table of contents.

To create a highly searchable table of contents, please keep the following points in mind:
– Group information appropriately
– Use appropriate headings.
– Rearrange items according to the user's purpose (e.g., in order from overview to details, or in the order of business flow)
– Use headings that convey the content

Please refer to the blog below for tips on creating a table of contents.

[Introduction to Manual Creation] Escape from "Can't Find What You Want"! Tips for Creating a Table of Contents to Enhance Manual Searchability | Human Science Co., Ltd. (science.co.jp)

・Write in clear and concise sentences
In manuals, it is necessary to write accurate and concise sentences that can be understood by anyone who reads them. Additionally, long and redundant sentences may lead to misinterpretation and incorrect translations by the translator.
To write sentences that are easy to translate, it is important to be aware of the following points.

– Short sentences
Keeping each sentence within 25 to 50 characters results in concise and easy-to-understand writing.

– One Sentence, One Meaning
Only include one idea in each sentence. By being conscious of one sentence, one meaning, the sentences become shorter and more concise.

– Clearly state the subject and object
Japanese is a language that can exist without a subject or object. However, to avoid misinterpretation of meaning by readers or translators, it is important to clearly state the subject and object.

– Avoid ambiguous expressions
We avoid ambiguous expressions that can be interpreted in multiple ways or leave interpretation up to the reader. We ensure that the text can only be understood in one way by anyone who reads it.

– Standardize terminology and usage
If there is inconsistency in terminology and usage in Japanese, there will also be inconsistency in English. Terminology and usage will be standardized throughout the manual.

Please refer to the blog below for tips on writing text that is easy to translate.

Tips for Creating Easy-to-Translate Japanese Manuals | Human Science Co., Ltd. (science.co.jp)

・Make it visually understandable
A manual filled with text can be discouraging to read.
It is important to create a manual that is visually clear and appealing by using creative layouts and illustrations.

Please refer to the blog below for tips on creating manuals with easy-to-understand designs.

[Introduction to Manual Creation] What is the Design of an Easy-to-Understand Manual? | Human Science Co., Ltd. (science.co.jp)

The points introduced above are also applicable when creating English manuals by writing in English rather than translating. Please consider using them as a reference.

 

2-2. Translation from Japanese to English

◎Key Points for Translation into English

When translating Japanese manuals into English, it is important to pay attention to the following points.

・Decide on the style of translation
Even though it is English in a word, the choice of words and expressions varies depending on whether it is American English, British English, or global English for the whole world.
Additionally, similar to Japanese manuals, the style of translation may differ based on the purpose of the manual and the audience.
We recommend conducting a sample translation tailored to the target region, purpose, and audience, and aligning the understanding of the English style among stakeholders before starting the translation of the entire manual.

・Request an experienced translator
Depending on the field and content, some translators may be more suitable than others. When requesting a translator, it is advisable to choose one with a proven track record in that field and expertise in manual translation.
When requesting a translation company, please confirm the translator's background and how they manage quality before making a request.
By the way, at Human Science, we conduct trials for translators by field to manage quality.

- Unify Terms and Expressions
To create an easy-to-understand manual, it is important to unify terms and expressions throughout the entire manual. If different terms or expressions are used to refer to the same thing, it may confuse the users.
It is recommended to establish guidelines or a glossary for the terms and expressions to be used in the manual before proceeding with the translation.
When requesting translation services from a translation company, it is also possible to ask them to create the guidelines or glossary.