As tech advances at breakneck speed, products like smartphones, TVs, and appliances regularly upgrade in features, creating the need for new user manuals for each release. However, since the core functionality and usage don’t change drastically, much of the content can be reused across models. Industries such as automotive and camera manufacturing face similar needs; even within the same car model, user manuals may vary by engine type, interior options, or extra features, leading to multiple versions based on a common template. Efficiently creating these derivative manuals by reusing standardized content saves time and streamlines content updates.
Why Recycle Content?
Recycling content isn’t just about convenience—it’s about maintaining brand consistency, saving content creators’ time, and reducing translation costs. Creating content once and recycling it across user manuals and languages ensures alignment with brand voice while cutting down on the rising costs of translating repeated content.
Content Recycling Solution 1: Content Management Systems (CMS)
One popular approach is using a content management system (CMS). In a CMS, user manual contents are divided into modules, with core features stored individually for easy inclusion in multiple versions. This modular approach allows companies to customize content for each product model with minimal effort. When paired with translation memory (TM), a CMS enables fast and consistent multilingual recycling. For large-scale manual production in sectors like defense, aerospace, and heavy machine manufacturing, CMS solutions tailored to unique company needs are well worth considering.
Content Recycling Solution 2: Content Libraries
For some companies, especially those with smaller volume manuals, the high setup cost of a CMS may be prohibitive. Additionally, CMS platforms can restrict the ability to adapt content to changing trends in UI/UX design, and many technical writers find it challenging to work in the XML environments that CMS requires. In these cases, a content library can offer a flexible and innovative alternative for content management and recycling without the need for a CMS platform.
Building an Effective Content Library: Methods and Tools
1. Shared Folder Systems
Organize a content library using cloud storage services like Google Drive, Dropbox, or OneDrive. This setup allows team members to access shared content, reuse documents as needed, and manage versions easily.
2. Spreadsheet-Based Content Management
Use Excel or Google Sheets to manage standard phrases by category. Frequently used phrases for manuals can be organized within a spreadsheet, making them easy to search and reuse. Columns for ‘Phrase ID,’ ‘Category,’ ‘Description,’ ‘Standard Phrase,’ and ‘Translated Phrase’ help ensure smooth and consistent content management.
3. Using Document Templates
Store frequently used explanations or phrases in templates within Word, PowerPoint, or similar tools. This way, derivative documents can be quickly created and customized as needed.
4. Terminology and Style Guides
Share standardized terminology and style guides with your team as PDF or Excel files to maintain consistency across all content. This method supports brand voice alignment without needing a CMS.
5. Online Collaboration Tools
Tools like Notion and Confluence offer robust options for content libraries, with features for version history, content management, and sharing standardized content. These tools may lack some of the functionalities of a CMS but can be effective for streamlined, collaborative content recycling.
Steps to Building Your Content Library
1. Design Your Content Structure
Start by systematically classifying your content based on purpose, category, and target audience. For example, folders might be arranged as ‘Product Name > Feature Description > Installation Guide > Maintenance Guide.’
2. Define Standard Phrases and Modules
Organize commonly used phrases or instructions into separate modules for easy reuse. Safety warnings, installation instructions, and maintenance guidelines can all be saved as individual content blocks.
3. Create Centralized Terminology and Style Guides
Ensure consistency across documents by creating and sharing centralized terminology and style guides in a shared folder or cloud spreadsheet.
4. Set Content Management and Reuse Standards
Assign unique IDs to documents and content modules for easy searching and reuse, allowing team members to find needed content quickly.
5. Strengthen Search Functions and Shared Folders
Implement a systematic file-naming convention, using product names, versions, and module names in filenames to make searches efficient and intuitive.
6. Implement Version Control and Record Documentation
Keep track of content changes with version control documentation, noting the date, modification details, and author for a clear record of content evolution.
7. Review and Update the Content Library Regularly
Regularly check the content library to remove outdated materials and update with new modules to keep the library relevant and up-to-date.
Hansem Global’s Advantage with Content Libraries
Hansem Global has developed content libraries to help major consumer product manufacturers efficiently recycle content from user manuals, maximizing content reuse and minimizing translation costs. With Hansem Global’s content library solution, content creators and clients can share standardized content in real time. Weekly updates log any new, modified, or deleted phrases, recording the history and rationale for each change, ensuring all team members can reference these details. If you’re looking for a proven solution to effectively recycle content, reach out to Hansem Global for expert guidance grounded in years of experience and insights into global trends.