The necessity of English manuals and 8 points for creating them

2. Points for creating English manuals

So, what points should we keep in mind when creating an English manual?

 

2-1. Creating the original Japanese version for translation

Many domestic companies often choose to create a Japanese manual first and then translate it into English, rather than writing from scratch in English, when creating an English manual.

When creating an English manual from a translation from Japanese, it is important to consider the quality of the original Japanese manual.
Even if a skilled and experienced translator translates it, the English manual may become difficult to understand if the original Japanese manual is unclear or lacks information.
Therefore, it is important to create a manual in Japanese that is easy to understand and easy to translate.

When creating a Japanese version manual to be translated, please keep the following points in mind.

・Clarify the readers and purpose of the manual
First, let's clarify who the manual is created for and what its purpose is.

The purpose and level of detail to be included in the manual will vary depending on the purpose and readership.
For example, in the case of an internal business manual with new employees as the readers, it may be necessary to explain from the overview of the business, basic flow of operations, and basic terminology. On the other hand, in the case of a manual for experienced readers, it may be better to focus on detailed information, assuming that they will refer to it as needed, and omitting basic information like a dictionary.

For product manuals to be released outside the company, the writing style, information included, and terminology used may vary depending on whether the readers are end users or service engineers.

There are often cases where manuals are not utilized because there is insufficient information or the explanations are difficult to understand, as a result of writing without clearly identifying the readers and purpose. Please remember to "clearly identify the readers and purpose of the manual" from the beginning.

・Clearly state the 5W1H
In manuals, clearly stating the 5W1H ("When", "Who", "What", "Why", "Where", "How") allows anyone to perform their duties and operations without confusion and with accuracy.
On the other hand, if the 5W1H is not clearly stated in the manual, it may require verbal inquiries or lead to performing tasks incorrectly due to misinterpretation.

In particular, for business manuals, it is recommended to start by organizing the current business's 5W1H (Who, What, When, Where, Why, How).
By organizing the 5W1H, it is also possible to clarify business issues such as procedures that are currently dependent on individuals.

Please refer to the following blog for organizing current business tasks.

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

・Make the structure easy to find the necessary information
In manuals, it is rare for the content to be read thoroughly from start to finish, like reading a novel. Most of the time, it is used to quickly check the required sections when there are things you want to know or don't understand.
Therefore, it is necessary to have a structure that allows you to quickly find the necessary information from the table of contents.

To create a searchable table of contents, please consider the following:
- Group information appropriately
- Use appropriate headings
- Rearrange items based on user's purpose (e.g., from overview to details, in the order of business flow)
- Use headings that convey the content clearly

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

[Manual Creation Introduction] Breaking free from "Can't find what you're looking for"! Tips for creating a table of contents to enhance the searchability of manuals | Human Science Co., Ltd. (science.co.jp)

- Write concise and easy-to-understand sentences
In manuals, it is necessary to provide accurate and concise sentences that can be understood by anyone. Moreover, long and redundant sentences may lead to incorrect interpretations by translators and result in mistranslations.
To write sentences that are easy to translate, it is important to keep the following points in mind.

- Short sentences
Keeping each sentence within 25-50 characters makes for concise and easy-to-understand writing.

- One sentence, one meaning
The content included in one sentence should be only one. By being conscious of creating sentences with one meaning, the sentences become shorter and more concise.

- Clearly state the subject and object
Japanese is a language that can be understood even without a subject or object. However, in order to avoid misinterpretation by readers and translators, it is important to clearly state the subject and object.

- Avoid ambiguous expressions
Avoid ambiguous expressions that can be interpreted in multiple ways or leave the interpretation up to the reader. Make sure the text can only be understood in one way by any reader.

- Unify terminology and vocabulary
If there is inconsistency in terminology and vocabulary in Japanese, it will also result in inconsistency in English. Terminology and vocabulary should be unified throughout the manual.

Please refer to the following blog for tips on writing easily translatable sentences.

Tips for creating easily translatable Japanese manuals | Human Science Co., Ltd. (science.co.jp)

・Make it visually easy to understand
In a manual full of text, you will lose the motivation to read it.
It is important to make the manual visually easy to understand and appealing by devising the layout and utilizing illustrations.

Please refer to the following blog for tips on creating user-friendly design manuals.

[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 instead of translating. Please feel free to refer to them.

 

2-2. Translation from Japanese to English

◎Points for translating into English

When translating Japanese manuals into English, you need to pay attention to the following points.

・Deciding on the translation style
When it comes to English, there are different words and expressions depending on whether it is for the American market, the British market, or a global English for worldwide use.
Additionally, just like with Japanese manuals, the appropriate translation style may vary depending on the purpose and audience of the manual.
It is recommended to start by conducting a sample translation that aligns with the target region, purpose, and audience, and then proceed with the translation of the entire manual after confirming the agreed-upon English style among the stakeholders.

・Ask an experienced translator
Depending on the field and content, translators may have their strengths and weaknesses. When requesting a translation, it is advisable to choose a translator with experience in that specific field, especially for manual translations.
When outsourcing translation services to a translation company, please verify the translator's background and quality control measures before making a request.
By the way, at Human Science Co., Ltd., we conduct trials for translators in each field to ensure quality management.

・Unified Terminology and Expressions
To create a clear manual, it is important to unify the terminology and expressions throughout the entire manual. Using different terms and expressions for the same thing can confuse users.
It is recommended to establish guidelines or terminology lists to determine the terms and expressions to be used in the manual before proceeding with the translation.
If you are outsourcing the translation to a translation company, you can also request assistance in creating guidelines or terminology lists.