Driving efficiency and accuracy in life-saving documentation through structured content

Introduction

Supporting a critical product launch by replacing outdated content production methods

A global medical device manufacturer, our client produces a precision surgical machine that enables surgeons to perform complex procedures remotely. Preparing to launch a new version with advanced features, they faced a critical challenge: transforming the user manual into a scalable, multilingual training tool for diverse markets.

With rising demand for accurate, variant-specific documentation to support entire surgical teams, they could not risk errors or inconsistencies. Realising their existing processes could no longer keep pace, they turned to us to create a content strategy for a move to a CCMS and establish a streamlined, scalable content production system.

Challenge

Overcoming inefficiencies to produce critical medical documentation and instructions for use

Our client developed a surgical device supported by a 500-page user manual and substantial training material. This manual was created and maintained manually using Word and InDesign, and spread across multiple systems—including PowerPoint, web, LMS, and CMS—which made updates slow, complex, and prone to error. With several translation agencies involved, localizing content for multiple markets became increasingly costly and difficult to manage.

Facing the launch of a new version of their device, they knew their existing processes could no longer keep pace without risking inaccuracies, compliance issues, and spiralling costs. They turned to us to help create scalable, multilingual material that would improve efficiency, reduce translation costs, and accelerate time to market.

The issues we encountered:

• A single 500-page manual constrained by physical binding limits
• Manual processes using Word and InDesign, increasing risk of errors and inefficiencies
• Translation processes with external agencies lacked efficiency and consistency
• No translation memory, requiring repetitive updates across multiple platforms
• High translation costs due to lack of process standardisation
• Content had to support doctors, nurses, and maintenance teams simultaneously
• Regulatory requirements prevented splitting manuals into separate role-based guides
• Entire surgical teams required training, not just surgeons
• Need for localized learning materials in every market served

We were ready to step in with a structured content management approach.

Our approach

Building an actionable roadmap for scalable content

Altuent got to work by preparing a strong business case and content strategy designed to maximise the value of our client’s chosen technology and existing systems, while recommending the tools and processes needed to achieve their objectives. Here’s how we approached it, beginning with a comprehensive discovery phase.

1. The discovery phase: We validated our client’s initial findings to strengthen the business case and supported this with a discovery–a requirements matrix, content inventory and analysis, localization impact assessment, governance audit, and capacity review–and a gap analysis resulting in a comprehensive strategy.
2. The strategy phase: We delivered a set of recommendations and a clear roadmap that covered various operational aspects, from authoring to reviews and approvals, to a governance model. While the CCMS had already been chosen, we assessed its capabilities and delivered recommendations to maximise value.
3. The training phase: We equipped writers, translation coordinators, SMEs, and the education team with training on modular writing for structured content.
4. The implementation phase: We retrofitted the existing manual into reusable content blocks, preparing it for structured, component-based management within the CCMS. This method retained the audit trail, a critical consideration for regulatory compliance. We also delivered additional UX-designed templates to resolve layout challenges identified during implementation.

A follow-on phase expands the application of component-based, structured content to the educational and other material.

The results

Supporting faster time to market and scalable growth

Our approach delivered significant improvements in efficiency and cost of production, and quality of documentation. By moving to structured content, the client gained full control over their processes and established a scalable foundation for future growth.

Some of the results achieved:

• Reduced time to market through streamlined workflows
• Reusable content integrated into educational modules
• Source language fully componentised for consistency and reuse
• Warnings and errors pre-approved, reducing compliance risk
• SMEs only sign off on sections, not entire documents, saving review time
• Translation costs to be reduced by up to 80%, and production time cut by 80% (down to 20% of previous time)
• Greater control of translation quality and processes with owned translation memory and glossaries
• Clear audit trail ensuring visibility of all changes and approvals

By leaving behind legacy systems and embracing modern enterprise knowledge management, our client safeguarded content against errors and duplication while generating significant efficiencies. This freed SMEs to focus on higher-value priorities and reduced translation costs.

If you’re ready to transform your content production processes, get in touch.