Tips for Communicating With Families Through Automated Translations

In an effort to support staff in communicating with families through ParentSquare, the ACPS Family and Community Engagement Center (FACE) has provided a list of helpful tips that staff can use when drafting messages that will be translated through the platform’s automatic translation feature.

1. Write short and simple sentences. Sentences should be approximately 20 words or fewer and kept to one line.
2. Do not use a $5 word when a $1 word will suffice is enough. Simplify any vocabulary — especially professional/education jargon — that could require a previous explanation.
3. Be direct. Use active voice rather than passive. Words like “was” and “by” may indicate passive voice. For example, “The rock was moved by the landscaper” is passive. The sentence can be rewritten using active voice: “The landscaper moved the rock.”
4. Review your text for slang and idioms. Expressions such as “old school” and “out of left field” do not translate as intended.
5. Spell out confusing abbreviations and acronyms. We use many abbreviations and acronyms that families may not understand. For example, instead of “CTE,” write out “career and technical education.”
6. Be consistent with word choice. Use the same words to convey the same concept. You could say that you “inserted,” “placed,” or “included” a flyer in students’ Thursday folders, but it will be more understandable if you pick one verb and stick to it.
7. Remember to check your writing for spelling and grammar mistakes. Whether using your desktop, laptop or the ParentSquare mobile app, most devices have a built-in spell checker to help you correct mistakes.
8. Keep it professional. Even though you may need to modify how you would normally write when using an automated translation tool, remember that ParentSquare is still a professional platform and that you should follow proper conduct as you communicate directly with families.