GUI texts: why they pose a special challenge in software localisation and how you can master them

GUI texts (short for graphical user interface) are texts we are regularly confronted with when using or navigating an application or device. GUI elements typically comprise button captions, menu options, alerts, notifications and other display texts for users.

GUI texts are particularly relevant in medical technology, with this text form being used extensively for ventilation equipment and imaging procedures as well as in the field of surgical technology. Nowadays, such devices are marketed and used internationally, meaning GUI texts have to be communicated in a plethora of different languages to ensure seamless usage by global users. A clear and understandable communication of instructions and information through these texts is paramount to ensuring safe and effective use of the device or application. What’s more, GUI texts also need to be localised correctly and consistently to avoid any operating errors. After all, the well-being of patients literally depends on them!

Overriding goal and legal requirements

The interplay between the localisation of GUI texts as part of software terminology and the translation of their corresponding operation manuals and handbooks is a tightrope walk due to the restrictive nature of GUI texts. The overriding objective therefore is to pre-emptively ensure that the translation is comprehensible and consistent with the GUI texts, while simultaneously taking account of any additional legal requirements, such as the EU medical device regulation (MDR).

GUI compliance: your guide through the medical-text jungle

The solution to this challenge lies in the development of a company-specific GUI compliance  procedure. In other words, this means adhering to a clear process in translation projects of this nature. 

In essence, GUI compliance entails ensuring that all texts and illustrations that appear in a user manual or online help are consistent with all texts that are shown on the display of a device. The layout and translation need to be harmonised in a way that makes sure the display texts function well.

Some of the challenges we face with regard to GUI-compliance management are:
•    Coordination with software programming
•    Provision of the GUI texts
•    Translation of the GUI texts
•    Validation of the GUI texts
•    Adoption of the corrections (translation memories, terminology)
•    Translation of the instructions of use (IFU)
•    Validation of the IFU

Everyone on board?

So who are the stakeholders typically associated with GUI translations? They usually comprise a combination of software programmers, technical editors and translation service providers, as well as reviewers and validators who check these translations. What makes such translation projects particularly challenging is the fact that the various stakeholders involved operate independently from each other in an often uncoordinated manner. What’s more, the area of focus and the level of influence exerted by each party on the project can vastly differ. For example, functionality is key to a programmer, which means the aspect of GUI problems is frequently overlooked. Technical editors and translation providers are more often than not left out of the consultation process entirely or brought on board too late in the process. Consequently, this gives rise to errors leading to project delays.

Typical issues include:

• Overly lengthy translations: many translations tend to be longer or shorter than the source text depending on the language they are being translated into. This leads to overlaps or the texts being displayed incorrectly.
• Ambiguous texts and terms: some translations can contain unclear or unintelligible descriptions that make them hard for the user to understand.
• Translations that compromise the layout: some translations can adversely impact the layout in that they are either too short or too long, overrun the field box or alter the spacing between texts.

There’s also other difficulties to consider: the programming of the device is not yet complete, the texts are consistently reworked, the translation reviews by the respective international colleagues or partners are delayed or contain errors because of overlooked terminology requirements or unclear source texts. This in turn holds up the validation process, jeopardising approval and deadlines.

All aboard!

In light of all the above-mentioned challenges, how can you ensure such projects are smooth sailing and don’t run aground?

The credo here is to bring all the stakeholders to the table to anticipate challenges early on in the process. It’s only when everyone involved pulls together and collaborates that you can ensure success with GUI localisation.

As a qualified language service provider (LSP), we use tools such as Passolo and Phrase that have been developed to meet the special requirements of software localisation and improve the quality of results while accelerating the localisation process at the same time. We also go beyond the tools available, taking on the role of facilitator and offering our customers the following recommendations for their projects:

• Clarify which tools are available, which file formats are being implemented and what the visual impact of the chosen option is
• Maintain a close relationship with the developers, if possible
• Establish a workflow with a clear timeline
• Communicate the deadline for each milestone of the project clearly to all participants

GUI projects are playing an increasingly important role for many of our customers and remain a daunting challenge. So if you are also planning a GUI-compliant localisation project or have further questions regarding the topic, get in touch  – we’d be happy to assist you.