The outsourcing of transcription services works for many reasons, but the heart of the matter is that although you may need a good transcriptionist, not everyone that claims to be is qualified to do the job correctly.
Transcription service is a specialized business, so if your secretarial staff is not specially trained, or if they are simply overloaded, outsourcing can be a viable option.
So how do you ensure that you find superior transcription service? There are a number of options you have. One of the first things to do is online research. Find several companies, and weed through them carefully. Look for reviews, and negative comments to get a feel for a company’s work ethics. Follow recommendations by friends or coworkers, just as you would do for another business. If you don?t know anyone who can recommend a good provider, such as wescribeit.com, look for past customer testimonials, as many transcription services show these on their websites.
Second, know exactly what it is you want from a transcription service, and when you need the completed job returned to you. If you are new to using these services, educate yourself on the different types of services offered, and what the normal price range is for such services. It will be easier for a company to take advantage of you if you are not well informed of the job they should be doing for you. Do not be afraid to discuss the price and turnaround time (when they can get the recordings back to you) before you book the job. Keep in mind too that good transcription services might take some time to complete, so if you can book your service in advance of when you need your recordings, you will come out ahead.
A transcription service takes audio recordings on tape or digital recorder and makes a typed text your recordings. Such recordings may be from dictation (one person speaking), interviews, groups, or business meetings. Transcription services include more than typing out what is on a recorder. The transcriptionist has to understand the content in order to be able to punctuate and spell things correctly. A transcriptionist usually is an expert researcher on Google as well as being an expert typist with a fast typing speed, but audio typing generally takes much longer than reading the text to be transcribed. Even someone who touch types may find that without experience it takes much, much longer. Finally, the transcriptionist should pay careful attention to detail and proofread the work thoroughly before submitting it to the client.
If you have a large amount of recordings that are in need of transcription services in a short period of time, then inquire about what procedures are in place to manage large jobs. Some companies will subcontract to other companies, so you will want to ensure that they have confidentially procedures in place to protect your recordings.
If all your questions about transcription services are answered quickly and positively by the company you have chosen to work with then chances are that you have found a transcription service who is familiar with working with such projects! If that is indeed the case, rest assured that you have done the proper work needed to hire the best company available for your business.
What is the number one thing businesses are short on? Time. And what do they need to save? Money. So why not use an audio transcription service that will allow you to do both?
There are no exceptions when you need your work done to the expectations of yourself or the company for which you work.
What Will You Do?
You work for a large company and your boss has given you the notes for a meeting he is has the following day. He needs the notes transcribed and the information in his hands by 10:00 a.m. the following morning. He is meeting with some very important clients and the business that most likely will be generated with the proposals he has entrusted to you are extremely important.
You are pleased that he trusts you to get the work done and you really like your job so you do not want to let him down. What is the solution? It is already 2:00 p.m. and you are trying to find a dictation service and have the work finished so he will have it the first thing in the morning.
You have a friend that works in another department within the same company so you give her a call to ask for advice. She gives you the perfect solution, because she has used this audio transcription service before. She recommends WeScribeIt.com. Typists that are experienced and are on call for your needs are available. A goal of having the work completed within 6 to 10 hours is within the time limit you have and if you are really worried about getting it done on time, use the express service. This is a dictation service that will strive to have your work transcribed within 4 hours.
For a very reasonable price the work can be completed and in your hands before the time limit. The audio transcription service is available 24 hours a day. So there is no need to worry that just because your work was not submitted before noon or by a certain time, it will be late. The projects transcribed at WeScribeIt.com vary as there are people who are experienced in all aspects of transcribing.
Another great feature of this service is the documents are stored for a year so if you accidentally lose something all you have to do is let them know. A replacement copy can be sent right away and everything is once again taken care of when it comes to the transcribed material you need. Send the audio in by computer, recorder or telephone. Fax it in or use the toll free number. There are many formats accepted and if you have one that is not listed, contact WeScribeIt.com and they will do their best to accommodate the format.
It is a simple process and the talented employees taking care of your dictation service request are screened before being hired so the work you receive is the best you can possibly get. If there is a certain template your boss prefers, upload it through the system, have the work completed using the template and you have the situation under control.
Do you need to send particular instructions with your request? If so, this can be done and the typist can read this information before starting on your project. What happened to the employee that needed her boss’ meeting notes transcribed before his 10 a.m. meeting? Well, she used WeScribeIt.com on the advice of her friend, her boss had his transcribed information in plenty of time for the meeting and the company got the contract.
For as long as law enforcement agencies have been around, they have been working with recorded audio and video evidence.
There has always been a certain need for legal transcription services, despite many advancements in the latest technologies. Those audio and video evidence pieces are a crucial part of an investigation and will always need to be transcribed for reasons of documentation and clarity.
The responsibility for legal transcription services has usually been put on the secretaries of professionals that need the work done, such as law enforcement agencies, attorneys, courts, security companies, and others. Unfortunately, over time the case loads have fluctuated, while there has been no real increase in qualified individuals to manage the overabundance of transcription services needed. Budget cuts have cost many law enforcement agencies the ability to hire the proper staff for transcription, creating a nightmare for many divisions.
The thought of outsourcing their legal transcription services needs is one that is discussed among many agencies, but many have reservations when utilizing outsourced services, due to the delicate nature of evidence contained in audio and video pieces. Some agencies are wary about sending out master copies of audio or video evidence to be handled by a transcription company considering the high risk of loss if that content is corrupted. The more hands an item passes through, the better the chance that the material will be damaged or leaked to the news outlets. These security concerns encourage some agencies to do the transcription and translation work on their own. The real problem with that is, that in-house transcription uses a tremendous amount of manpower and time to complete.
As technology advances however, new and safer methods make it easy to get the needed content to a legal transcription service without fear of corruption. At times, audio and video content can be uploaded to a providers secured server. This upload makes it easy to monitor the chain of custody of the content as it passes point A to point B. The new age of digital transcription has given law enforcement and others a way of maintaining the security of official data, as it is being passed off to trained transcriptionists, and that promotes a rapid turn around on pressing cases that should be closed quickly.
For many legal transcription services, it is common that they charge by the line or page. Unfortunately it’s often difficult to conclude how many pages you will end up with once the interview is transcribed. There is often an option offered to law enforcement agencies for transcription services to be charged by the minute. Charging by the minute means that when an agency needs transcription for a 45 minute interview in audio or video format, they are charged for 45 minutes, not 45 pages. Outsourcing has proven to be one of the primary ways that many agencies are finding budget relief. With outsourcing to a skilled service, law enforcement agencies gain a number of benefits beyond cost control.
The outsourcing of legal transcription services means that agencies can put their personnel where they belong , without the need to hire additional staff or make current staff burn the candle at both ends.
Utilizing a dictation service is a fantastic way to outsource some of your work, keep up with reports and correspondence, improve your communications with clients, and help you become more productive.
But you do need to remember that the person doing your transcription can’t read your mind! Here are some tips to help your dictation service provide you with transcription services that will save you time and money!
1. Eliminate background noise when dictating. While it may be convenient for you to dictate while driving with your window open, road noise, and the sound of the wind blowing into the microphone can obliterate your voice and make it difficult to hear what you are saying. The same thing applies with dictating on the subway, in a crowded restaurant, or at an airport. Anywhere there is an abundance of background noise means the person doing the transcription can’t hear you clearly. Consider where you will be dictating and try to do it in a quiet area with little or no background noise – in a closed office is ideal.
2. Spell out all names and any unfamiliar terms. If you know what and whom you are talking about, it’s easy to assume the dictation service will know, too. Unfortunately, that’s not the case – and in a world where even the most common names now have multiple spellings, it’s best to always spell out all names – and to use the “A as in apple” technique to articulate the letters you are spelling since it is very easy to confuse letters that sound alike, such as “b, c, d, e, g, p, v, and z” or “j and k” or “f and s”. Likewise with any unfamiliar terms or terms specific to your industry.
3. Dictate like you are talking to a real person – you are. When you dictate, talk as you would talk to a secretary or other person you know. You can use a generic term, such as “operator” when you address the person, but this helps the person doing your transcription at the dictation service to differentiate between when you are giving an instruction (such as how you want a particular document set up) and when you want something typed or transcribed verbatim.
4. Provide any special formatting instructions. Tell the person doing the transcription how you want something set up – preferably at the beginning before you begin the dictation or else at the point where formatting should change while you are dictating. For example, you could say, “Operator, I want this heading in all capital letters, underlined, and centered. Then go back to the left margin in regular type and type the paragraph that follows.”
5. Speak clearly, directly into the microphone, and enunciate your words. Many people dictate while they are shuffling through papers or working on a project. That’s okay, but it’s important to be sure you are speaking clearly – and directly into the microphone – when you’re doing that. You don’t want to have your head turned away because your voice will not carry well and the transcriptionist won’t be able to hear what you said. Likewise, enunciate your words carefully. Try not to mumble.
6. Slow down! The more some people dictate, the faster they talk. And other people, well, they just tend to be fast talkers. The trouble with this isn’t that the person doing the transcription at the dictation service can’t keep up – the problem is that the words tend to slur together, making them indecipherable. Slow down, speak deliberately, and you’ll get better accuracy from your chosen dictation service.
Finding and using a dependable dictation service can be a lifesaver when you’re overworked and under time constraints. It can help you get back on track before or after a vacation or during a peak work period – or it can just be a great way to stay abreast of your business all the time. Remember, you get back what you put in. Provide great dictation and your dictation service will deliver professional transcription.
Choosing a transcription service can be a daunting task indeed. So many to choose from and it seems they all do the same things? Or do they? Let’s first look at what style of transcription best suits your needs.
Deciding which style best suits your needs is a first step in helping you choose the right transcriptions service for you. There is nothing worse than getting back a transcript with words left out that you wanted included or vice versa.
With WeScribeIt you will find that we provide any of the above styles or any custom requests needed on an audio to audio basis. There is an instructions box included when uploading any file to your account which you can include any specific instructions that you need for any particular audio transcription.
To a transcriptionist’s benefit, there are now a variety of software tools specifically designed to simplify audio transcription to optimize efficiency (and prevent unnecessary headaches!).
Tools like the VoiceWalker, Scrivener and SoundWriter all aim to make transcribing audio more manageable.
VoiceWalker enables transcriptionists to control the playback of the audio files, enabling you to transcribe without using a foot pedal. It also allows you to walk through the audio files so you can repeat short segments of the file before moving on.
Scrivener is a sophisticated and very flexible word processing tool, with its main strength being the easy control of audio and keyboard shortcuts that make transcription work a lot simpler.
SoundWriter is a very cool tool that links a written transcription to the segment of the audio file it corresponds to. So basically when you click on a part of the text transcription, it plays the audio part that has been transcribed.
The major transcription services include medical, legal and business, among a growing list of others. As a transcriptionist, you’ll not only be expected to know how to handle audio formats; you’ll also need to be familiar with various formats uploaded by clients, including text (.txt), portable document format (.pdf) and rich text format (.rtf), to name a few. The continual rise of the digital age has made it incredibly easy and convenient to upload audio files online.
Transcription is the process of converting audio, video, text and handwritten documents into digital or written files. Transcription services are required by many companies and businesses, such as educational institutions, insurance agencies, government organizations, investigation agencies, market researchers, medical facilities and many more.
There are a number of software tools that simplify and speed up the work. Some of the software tools are described in this video.
VoiceWalker is a software tool that lets the transcriber play the audio or video in a controlled manner, which eliminates the need for a foot pedal. An added benefit of this tool is that you can systematically step, or “walk” through, a recording, repeating short segments for a specified number of repetitions; then move on to the next segment. The segments overlap, so you don’t lose your place.
Scrivener is a flexible and sophisticated word processing software tool that makes a great transcription tool. Easy sound control and keyboard shortcuts simplify the work. The transcriber can play back, or step forward and backward, with a few keyboard strokes.
SoundWriter is a software tool that helps link a transcription to the corresponding digitized audio. The result is a transcription you can hear. When you click on a line of transcription, you hear the corresponding words as originally spoken. SoundWriter provides specific tools for working with intonation units, overlapping speech and more.
Transcribe! is a tool that enables transcription of audio without alternating between an audio player and a text editor tool, eliminating the shuffling between audio players and text editors. It’s mostly used to discern words from the music recording.