Why Minimalism Matters

Minimalism matters. For the purposes of the points we want to make in this article, please note that we know that not all topics will be the same size, and that not all content can be reduced in the same way. We just want to point out a few basic ideas and are using a simple starting point to make our case.

In the case of the current document, the ideas are presented with a specific focus on cost savings in translation. However, don't discount the ideas of improving the message, reducing the print overhead, simplifying the user experience, and a world of other reasons to reduce what you write.

Cut the dead words

Good technical writing is precise and concise.

Use precise verbs

make a decision > decide
should create > create
perform a search > search

Avoid jargon

utilize > use
finalize > conclude or end

Get to the point

it has been designed to search > it searches
logs are recorded on an hourly basis > logs are recorded hourly
this section is a summary > this section summarizes

Eliminate needless repetition

adequate enough > adequate
advance planning > planning
appears to be > appears
basic essentials > basics, essentials
close proximity > proximity
consensus of opinion > consensus
cooperated together > cooperated
definite decision > decision
elongate in length > elongate
first priority > priority
future predictions > predictions
general rule > rule
increase in increments > increase
initial prototype > prototype
joint cooperation > cooperation
major breakthrough > breakthrough
modern science of today > modern science
most optimum > optimum
necessary requirement > requirement
outside periphery > periphery
rate of speed > speed
resemble in appearance > resemble
true facts > facts
twelve in number > twelve
usual rule > rule
very unique >unique

Eliminate the useless

a majority of > most
a sufficient amount of > enough
after the conclusion of > after
along the lines of > like
ascertain the location of > find
at such time as > when
at the present time > now
a type of program > a program
be deficient in > lack
be in a position to > can, be able to
by means of > by
come to a conclusion > conclude
despite the fact that > although
due to the fact that > because
during the time that > while
equally as well > as well, equally well
fewer in number > fewer
for the purpose of > to, for
for the reason that > because
for this reason > therefore
give indication of > show, indicate
happens to be> am, is, are
has a requirement > needs
has been proved to be > is
has the ability/capability > can
if conditions are such that > if
in a number of > several, many
in case > if
n all cases> always
in close proximity to > near
in excess of > more than
in many cases > often
in most cases > usually
in order that > so that
in order to > to
in some cases > sometimes
in the amount of > for
in the case of > for
in the event that > if
in this case > here
in view of the fact that > because, since
is an important factor > is important
is capable of > can
is found to be > is
is in a position to > can
it is possible that > perhaps
manner in which > how
on the basis of > from, because, by
on the order of > about, approximately
prior to > before
provided that > if
put an end to > end
reach a conclusion > conclude
since > because
subsequent to > after
the question as to > whether
there are three options that describe > three options describe
until such time as > until
with reference to > about
with the exception that > except tha

Content reduction

Consider two examples of the same type of content: One raw source file, and one where best practices have been applied. In the original topic sample (based on a topic provided by a real client) there is a lot of extra word use that can be eliminated with a clear and easy to read message as seen in the revised topic..

Original topic

Inserting a standard text phrase

Text Phrases > Insert standard places the predefined standard phrase as needed for this procedure into different sections of your document.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

To insert a standard phrase do as follows:

Click Text Phrases > Insert standard.
1. The standard text phrase is inserted into the relevant document sections.

Revised topic

Insert standard text phrases

Predefined phrases can be inserted into relevant document sections.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

Click Text Phrases > Insert standard.

Financial impact

For the purposes of our example, consider ONLY the savings in translation costs. This does not include any personnel savings on time and effort used to produce, manage, edit, update, correct, review, publish, and otherwise manage content.

The original topic had a word count of 68 words over 6 paragraphs. The revised content has 37 words and only 4 paragraphs. The total reduction is about 45%.

The word count matters for translation. Assuming a cost of $0.50 per word (to make this simple) we would pay $34 to translate the first example, and only $18.50 for the second. The savings in cost (for this one simple topic example) is therefore around $15. If the translation is to 4 languages, then this topic is reduced in cost by a total of $60. If the translation is instead to 10 languages, then the savings would be $150.

Change summary

Title use:The original title contains a gerund and an article. The revised drops the article, and changes the noun to a plural. This helps remove possible issues with translation and simplifies the message

Inserting a standard text phrase

Insert standard text phrases

Short description:The short description in the original begins with the procedure being defined (Text Phrases > Insert standard) and it's wordy.

We also removed the very last paragraph in the original which (again) repeats a lot of ideas. Instead, we took the information that this task results in content being inserted in "relevant document sections" and moved it to the short description.

In essence, we combined two statements into one and simplified the message again.

Text Phrases > Insert standard places the predefined standard phrase as needed for this procedure into different sections of your document.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

To insert a standard phrase do as follows:

Click Text Phrases > Insert standard.
1. The standard text phrase is inserted into the relevant document sections.

Predefined phrases can be inserted into relevant document sections..

Procedural lead-in sentence: We reduced content by removing a sentence that, basically, just repeated the title. By getting rid of the lead in sentence we simplify the message and bring the focus back to the key part of this task: The step.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

To insert a standard phrase do as follows:

Click Text Phrases > Insert standard.
1. The standard text phrase is inserted into the relevant document sections.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

Click Text Phrases > Insert standard.

Step result use: We looked at the step result. By having clearly defined the task with a solid title, and a good short description to lead-in to the procedure, we can eliminate the step result. The user already knows that the result is the insertion of a standard text phrase in a relevant document.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

To insert a standard phrase do as follows:

Click Text Phrases > Insert standard.
1. The standard text phrase is inserted into the relevant document sections.

Note: You can only insert a standard text phrase if your report deals with a single procedure.

Click Text Phrases > Insert standard.

Expanded savings sample

Again, assuming all topics are about the same size as what we see here, and that we can gain similar savings, then a publication made up of 100 topics like these would contain an original amount of about 6,800 words. The revised version would be about 3,700 words.

Simply expanding the previous cost base by a factor of 100 and assuming a cost of $0.50 per word (to make this simple) we would pay $3400 to translate the first example, and only $1850 for the second. The savings in cost (for this one simple topic example) is therefore around $1500. If the translation is to 4 languages, then this topic is reduced in cost by a total of $6,000. If the translation is instead to 10 languages, then the savings would be $15,000.

We also regularly deal with clients who have topics numbering in the 10's of thousands. Imagine the total savings in translation costs when minimalist writing is applied to many topics which are translated into numerous languages.

Even with smaller saving (we estimated 45% on a single topic) of only 15% the savings are still noticeable.

Additionally, the reduction continues to clarify the message, and it reduces the total content that has to be managed, reviewed, edited, updated, and otherwise manually worked with over the lifespan of a product.

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