Terminology Management: Consistent Language for Clear Communication and Legal Certainty
Our internationally active clients—including those in the mechanical engineering, IT, automotive, and renewable energy sectors—entrusted Etteplan with the development and implementation of a comprehensive terminology management system. Terminology management involves the creation and maintenance of technical terms within a company. The goal was to establish company-wide, standardized terminology for each client, avoid misunderstandings, and minimize legal risks, particularly in an international context. At the same time, the aim was to lay the groundwork for consistent, brand-compliant communication in all target languages.
Project Overview
Project tasks:
- Development and maintenance of a central corporate terminology database in German and English
- Definition and approval of nomenclature, including research and systematization
- Development of rule-based terminology workflows, including change management
- Development of a future-proof terminology database with a clear structure and ontology
- User training for the consistent and accurate use of terminology
Our customers faced the challenge of standardizing differing terminology and phrasing in technical and logical contexts. Inconsistent terminology led to misunderstandings, increased coordination efforts, and, in the customs context, even potential legal risks.
In addition, significant additional costs arose due to repeated rework, follow-up inquiries, and correction cycles.
The individual freedom of expression enjoyed by individual authors also made consistent communication and international comprehensibility more difficult.
Implementation
- Terminology creation and maintenance in German and English: Systematic development of new terms and processing of change requests, including research and definition creation
- Naming Conventions and Guidelines: Developing structured naming conventions and establishing binding terminology guidelines to ensure consistent usage
- Change Management: Evaluation, decision-making, and implementation of change requests by experienced terminology specialists
- Database and Process Development: Design and implementation of a future-proof terminology database, including ontology and release planning
- User Training: Training relevant user groups in the safe and consistent use of terminology in their daily work
Etteplan developed a structured terminology management system that systematically evaluates, documents, and approves both new terms and proposed changes.
In collaboration with our customers, we established naming conventions, developed definitions, and created guidelines to ensure consistent usage. A terminology committee reviewed change requests and oversaw their implementation. At the same time, we created a scalable data structure that can be maintained and expanded over the long term.
Added value
- Key corporate terminology for clear communication and efficient processes
- Legal certainty through standardized terminology in customs-related contexts
- Fewer follow-up questions during the translation process thanks to clear definitions
- Strengthening the brand presence through consistent messaging worldwide
Through the structured development of a centralized corporate terminology database, Etteplan was able to significantly improve the clarity and consistency of technical language for our clients. Consistent terminology and clear definitions reduced the need for clarification during the translation process and enabled more efficient communication across departments and markets. At the same time, legal risks, such as those related to customs-relevant terminology, were minimized through precise terminology definitions. The introduction of rule-based change management and the establishment of future-proof terminology databases create a sustainable foundation for consistent communication and strengthen the international brand image.
The strategic value for our customers
With the terminology management system developed by Etteplan, our customers have a centralized, future-proof foundation for linguistic consistency - both internally and externally. Consistent technical terminology not only improves clarity and translation quality but also reduces legal risks and strengthens the international brand image. At the same time, the effort required for coordination and follow-up inquiries is significantly reduced: a clear gain in efficiency for everyone involved.
Terminology Management as the Foundation for AI Use
Structured, rule-based terminology management provides a central foundation for linguistic consistency. It improves clarity both within the company and externally, enhances translation quality, reduces legal risks, and strengthens the brand image. At the same time, it significantly reduces the need for coordination and follow-up inquiries which marks a clear gain in efficiency.
Consistent terminology supports AI applications such as automated text generation, semantic search, machine translation, and document analysis. An ontology-based database enables the semantic linking of content and improves the quality of AI-generated results.
Terminology management thus not only contributes to the quality of communication today but also creates a reliable foundation for future digital and AI-powered applications.
Clear, consistent terminology is essential for semantic processing by LLMs
Without consistent terminology, AI cannot reliably understand, make connections, or operate automatically.
Ontology-based data structures enable targeted knowledge modeling
Ontology-based structures transform unstructured data into a networked knowledge model that AI can not only read, but also understand and utilize.
Less bias and misinterpretation
Terminology management reduces the risk of carrying over errors from training data by establishing binding standards.