Steps to Quality Professional Dictation

Quality professional dictation is essential in getting high quality transcripts. When professional dictation is done perfectly, it also helps in saving time as the transcriptionist will not have to keep revisiting the audio files to capture the unclear information and countless revisions. This also translates to the amount of money spent on transcription since the quality of dictation determines the cost of transcription services. In order to come up with a perfect professional dictation, you can follow the steps below.

Get the right recording tools

Gathering the right recording tools is a task that should be done way before the recording due date. This entails the tools that helps in clear voice recording that will be instrumental in aiding easier listening of the audio recording by the transcriptionist. It is advisable to make use of digital recorders that allows for saving of the files in the flash. In addition, it is important to have a microphone to ensure that the voice is well projected without shouting.

Eliminate noise

Noise is a major block to a perfect professional dictation process. It is important to note that noise can be internal or external. In order to eliminate external noise, you need to scan the environment of recording way before time of recording. In case the designated venue is noisy, you need to change the venue to a quieter place. In general it is advisable to avoid parks, restaurants, public beaches and houses with children. Once the venue is set, ensure that the internal noise is eliminated by silencing your thoughts to focus on what you want to dictate. This eliminates unnecessary interruptions that may ruin the quality of the recording.

Focus on essential information

When dictating, it is important to ensure that you provide all the essential information. Do not assume anything as you might leave out vital information that is likely to introduce more questions to the listeners. Providing the vital information helps in eliminating incomplete sentences that might otherwise cause challenges in transcription of the audio file.

Pay attention to punctuations

When performing a professional dictation, you need to pay attention to punctuations in your speech. In this case, ensure that you dictate comas, full stops, colons, semi-colons, question marks, exclamation marks and quotation marks appropriately. This will be of great help to the transcriptionist when transcribing the file hence providing you with a perfect transcript.

Speak with clarity and spell out jargons

In professional dictation, you need to speak with clarity and in continuous prose. You can achieve this by pronouncing word by word, providing complete sentences without unnecessary breaks. Also, jargons should be spelt out as they may not be familiar to the transcriptionist. This leads to a perfect professional dictation that aids in getting a high quality transcript.

Jessica Miller, Marketing Head in Transcriptionwave, General Transcription Services Company in the US.

Steps in Inserting Timestamps

Inserting the timestamps is an essential technique in transcription process. It is less tedious compared to time coding as there are programs specifically designed to make the process easy to handle. There are many programs available in the market today but it is important to move with the technology. The most convenient and popular program currently is the FTW which is easy to use while simplifying the whole process. Here are the steps that you need to follow for successful timestamps insertion using different programs.

FTW program


When using the FTW timestamps insertion program, you need to have the word document open as well as the program. Then, locate the [Ctrl] + [Shift] +T and press them systematically. This automatically inserts the timestamp into the word document being transcribed. The format of the timestamp of this program is hh:mm:ss as required in the transcription process.

Using F8

The in order to insert timestamp using the F8 you are required to trim the # on both right and left with an additional zero which should be copied and pasted on the transcribed document. This is considered as a slower method of coding which is not perfect. Therefore, when F8 is pressed, the time code shows up in the pane of word processor program. The time code in this case has the following format #00:00:00-0#

Express scribe


Here, the timestamp should have the proper format of hh:mm:ss just like in the FTW program. Thus, before starting the process, ensure that the format is correct by going to >OptionsDisplay> and check on the Time Format tab from where you need to select the hh:mm:ss. When the format is verified, now start the transcription process on the document. In order to have the timestamp inserted in the word document you are working on in express scribe, you need to go to options and select the Hot Keys. Check at the bottom of the box and click add to get a provision to create the system wide Hot Key. A dialogue box will show up prompting you to press the key. Here, press the F1 key where by the select command dialogue box shows up. In order to copy time scroll down the tab and select the time.

Playing audio file

When plying the audio file in Express Scribe, you need to follow a press to have the time stamp inserted on the desired word. Therefore, when you reach at the word you want to code, press the F1 being the hot key and CTRL V to paste the timestamp into the word.

The above steps are instrumental in inserting the timestamps in the transcription document.

Jessica Miller, Marketing Head in Transcriptionwave, General Transcription Services Company in the US.

Tips on Getting a Perfect Transcription

It is the desire of every client and transcriptionist to have a perfect transcription piece of work. This is possible to achieve with both the client and the provider having their distinct roles to play in the process. As a client, you are required to ensure that the recording is done in an audible and clear way while handing the recorded work to the transcriber on time. This facilitates easy working process without many unwanted challenges that can be avoided. When this is said and done, the ball lies squarely on the transcriptionist cot. Here are some tips to help you get a perfect transcription.

Determine the needs

In order to get a perfect transcription from the recorded work, it is important to determine your needs. In this case, you need to identify the nature of recording you are to have. This points out to the recording tools to be used in the interview or group discussion. Then, get to know how many speakers will be involved in the interview, conference or discussion. In addition, the length of the recording needs to be established in order to make the necessary plans to eliminate any interruptions. Lastly, the purpose of the recording need to be established whether is for press release, research project or any other purpose.

Right recording equipment

Depending on the reasons as to why you are carrying out a recorded interview, the right equipments should be gathered. In this case, the external microphone and the digital recorder that supports the transcription software should be used. Ensure that you test the equipments before the due date of recording to ascertain that they are functioning properly.

Organize briefing meeting

A briefing meeting is very important prior to conducting the interview or group discussion. This meeting is aimed at briefing the participants that the interview will be recorded. This gives an opportunity to discuss issues surrounding consent and obtaining the same from the participants. In addition, the participants should be made aware of the purpose of the recording so that they can make informed decisions. At this stage, handle all the queries regarding the recording to avoid interruptions during the interview.

Identify the right transcriptionist

In order to identify the right transcriptionist or the company, it is important to check for the one with the desired qualities. This should be determined by your needs. Ensure that the provider you choose has a history of providing quality transcriptions, has vast experience in the field, observes confidentiality and has the required capacity to handle the workload you are about to give. Then, make your special needs known to the provider before signing the contract. In this case, provide the instructions that you need to be followed during the transcription service process.

Submit the recorded file

This is the last step and the most vital. Cross check the recording to ensure that it is complete. Then, upload it to the website ensuring that it is in the correct format acceptable to the drives in the website. Communicate with the transcriptionist to ensure that they have received the whole recording. This helps in facilitating a perfect transcription of the recorded interview.

Jessica Miller, Marketing Head in Transcriptionwave, General Transcription Services Company in the US.

Tips on Effective Transcribing Careers

Transcribing is a career that takes time to grow. However, many give up in the initial stage without considering that with dedication, practice and willingness to learn it becomes easier and enjoyable. With enough experience one gets the ability to handle huge workload with quick turnarounds and high quality. After getting the basic skills in language and typing, it becomes difficult for one to access reliable mentorship on the job hence failure in one’s transcribing career. Here is an interview with a highly experienced professional transcriber who offers some tips on this noble career.

Briefly share your experience in transcribing

I have been in the transcription business for the last 15 years. Having a background in journalism with typing and writing skills, I realized that my career as a journalist was not doing well. I had to develop a plan B. I landed on an online job posting for transcription and I applied for it without knowing what it entailed. I was given a trial assignment which didn’t go well and the company advised me never to apply for their job again. This did not kill my spirit as I continued to apply for more transcription jobs.

My encouragement to those venturing in this career for the first time is to have the interest and passion for the job. Never get discouraged by the many rejects that one gets in the process but learn from the mistakes to perfect the future assignment. Secondly, one needs to join transcriptions forums the best ones being the Transcription Essentials and Transcription Haven for mentorship in the career. Also, always go for quality over the speed or workload covered. The later develops with time but good quality builds the career stability.

What are the tips to maintain excellent quality all through?

  • Practice, practice, practice makes perfect. Thus, I do practice writing a lot as an off task activity. I record my own work when I am not busy and practice transcribing it with the aim of perfecting the quality of my work.
  • In addition, develop a working weekly planner. I have a monthly planner that highlights the assignments that I have handled with their length, format and due date clearly indicated. This helps me to utilize the time at hand effectively hence meeting the set deadlines.
  • Be single minded and dedicated. I dedicate most of my time to my job in which I spend between 10-15hours in order to meet the target of the day. Also, I do eliminate all the distractions in order to concentrate on my job, by getting a comfortable working environment free of noise and with ideal working equipments.

Do you any advice for transcribers out there?

  • Get a text expander for the job. This is a gadget that helps in improving the quality of your work through auto-corrections hence increased speed. Then, identify the phrased that you make use of most when typing and create a short cut for them memorizing the keystrokes for them, making your work pretty easier.
  • If the company you are working for have wiki pages that gives a clue to what their interview is all about. Thus, make use of these pages when you do not grasp the context of the interview.
  • Make Google your companion. This comes in handy when you do not understand the exact word you are hearing hence you can search for it from the Google window.
  • Lastly, your health comes first. Take care of your mental health by taking time off from the transcription job.
  • Be efficient, articulate and bank on quality all the time!
Jessica Miller, Marketing Head in Transcriptionwave, General Transcription Services Company in the US.

Tips to save 50% off Interview Transcription

Interview transcription is normally affordable to all whether it is for individual research interview or the focus group discussion. However, there are some factors that can make the transcription of the interview rather expensive. These factors range from the quality of the recording done to the time available to have the transcription done. It is possible to have the cost cut hence saving up to 50% off the transcription fee. The decision to cut down the cost of interview transcription starts way before carrying out the interview recording. Here are viable tips to help you cut the transcription cost.

Be time conscious

There is a direct relationship between time and money. To be time conscious requires for proper planning ahead of the actual interview. Thus, ensure that you have identified and negotiated a tentative budget with a preferred transcriber. Then, make the recorded interview to be transcribed available to the transcriber soon after recording. In addition, obtain consent from the interviewee way before the due day of interview to avoid delays caused by issues surrounding the consent once the recording is complete. Remember that late handing of the materials to be transcribed will require the work to be complete within a day. This is likely to cost you 2 or 3 times the 4-5 days turn round. It might also compromise the quality of the work as it is done in a rush. Therefore, be effective in recording the interview and submitting all the required materials to the transcriber immediately hence saving cost.

Identify the right transcription method

When recording the interview, it is important to have the transcription method at the back of your mind. This is vital for the transcription to be done on the recorded focus group discussion. This is because there is need to identify the different speakers in it. In this case, marking the speaker by use of numbers such as ‘speaker 1’or letters like ‘speaker A’, is helpful. This helps in making the work of the transcriptionist easy hence charging you the normal rate.

Record quality audio

The quality of the recorded audio determines the cost of transcription to be incurred. When the quality of the audio is poor, it becomes very difficult for the transcriber to capture all the important words from it especially in verbatim transcription. In this case, you are likely to be charge twice the normal rate. Therefore, ensure that you have the right equipments for recording the interview and get a venue without the background noise while avoiding possible interruptions during the interview. Also ensure that you have an external microphone in order to avoid issues of unclear voice from the interviewee of interrupting them by directing them to be loud. This plays a major role in reducing the interview transcription cost.

Jessica Miller, Marketing Head in Transcriptionwave, General Transcription Services Company in the US.

Recording Research Interviews Viable Tips

Recording academic research interviews is essential in collecting qualitative data. This exercise is mostly done in dissertation and thesis research project as it allows for descriptive data analysis. Research interview recording can be done in different ways such as recording the interview as well as notes written before or after interview. However, recording the research interview is essential as it helps in capturing the little very essential details that one is likely to miss out when writing notes when having one on one interview. The audio recorded gives a chance to play back and forth the different parts of the interview hence confirming the contents. In order for the recording research interview to be successful, there are some considerations to be made. Here are some viable tips on doing such recordings.

Right equipments

The success of every research interview recording depends on the availability of the right equipments. Unfortunately in this era of technological inventions, many result in using the iPhone and iPad to record an interview. This will definitely provided contents of poor quality as interruptions are possible from the incoming texts and calls. In addition, any mistake in handling the device is likely to delete the recorded interview. Therefore, it is worth investing in buying the right equipments that are affordable to all. The equipments with flash memory as they do not make noise that might interfere with the audio recorded. One needs to consider acquiring an external microphone for enhancing powerful voice recording. A good example is making use of a normal laptop with an external microphone. One can also make use of PCM or AIFF that allows for uncompressed audio format that can be shared for transcription purposes. This ensures that the desired quality is achieved.

Ideal location

The choice of the interview venue determines the quality of the recording made. Before setting the date for recording research interview, it is essential to designate the venue and visit it before hand. This helps in assess the suitability of the location as it should be free from any noise from the exact venue or the surroundings. It should be remembered that the right equipments might be available but the noisy environment ruins the quality of the recording. An ideal venue for interview is the boardroom, office or any other quite environment. One can also record the academic research interview in a quiet hotel room or at home making sure that there are no children around to make noise. Therefore, one should avoid holding the recordings in the restaurants, sport fields or even public parks as there is a high possibility of background noise.

Give respondent the chance

When carrying out the recording academic research interview, it is important to bear in mind that the interviewee is the key player. In this case, the interviewer should take the shortest time possible to ask the questions that should be open ended and allocate most of the time to the respondent. This gives the interviewee enough time to express and answer the questions posed. In addition, do not jump into conclusions but take time to clarify with the interviewee about the unclear issues. This helps in having a quality recording research interview.

Jessica Miller, Marketing Head in Transcriptionwave, General Transcription Services Company in the US.