Seven Simple Steps to Getting the Best Written Record
As remote working becomes increasingly prevalent, more and more organizations are finding they need accurate written records of their virtual meetings and conference calls. Whether you are a first-timer or an existing customer, have you ever wondered how the transcription process works? Here’s Appen’s guide to what happens when.1. Identify Your Need
Before you start, define what you need a transcript of. Is it a one-to-one meeting, video conference, interview or phone call? Is it formal or relaxed? A regular event or a one-off? You should also decide how you will use the transcript. Will it be widely circulated for information, or is it an official record, to be kept on file or used in formal proceedings?2. Choose a Transcription Provider
There are five key attributes to look for when choosing a transcription provider:- Quality – transcripts are more likely to be accurate if they are provided by well-trained, qualified transcribers. Providers certified to ISO9001 will have demonstrated this.
- Experience – well-established providers will have the resources, skills and connections to respond to last-minute or high-volume requests and still meet your deadline.
- Security – check for rigorous information management systems (preferably certified to ISO27001) and members of staff vetted to the highest levels.
- Value for money – good transcription providers offer flexible pricing. If your project is not urgent, you can choose to pay less, or you could pay more for a high-security, in-house service.
- ‘Extras’ – some transcription providers prioritize innovation, which means they’ll have the very latest technology. Others offer additional services like foreign language transcription and translation.
3. Decide Which Service
Most transcription providers offer a range of services. Our core services are:- Verbatim transcription – includes every word, as well as non-verbal responses, noises, hesitations, repetitions or false starts.
- Intelligent verbatim transcription – as accurate as verbatim but with all non-verbal content and fillers removed.
- Summary transcription – draws out the salient points from the recording, conveying the meaning in a shorter, easier to read format.
- Note taking – if a recording isn’t possible, a note taker can either dial in to the meeting or attend in person.
- Language services – including translation and foreign language transcription.
4. Record Your Audio or Video
The better quality the recording, the better quality the finished transcript. To ensure your recording is the best it can be, use a good quality microphone, choose a quiet location, switch off all other equipment in the room (even mobile phones) and brief participants thoroughly in advance. Practice using the equipment beforehand – do a test run! Good providers can sometimes improve poor quality recordings using specialist software, but it’s always better to do it right first time.
