Why Outsource Your Transcription?

Outsourcing your transcription benefits you and/or your business in two main ways:

Saves money — Many businesses do not have the money to set up an in-house transcription department or pay a full- or part-time worker to transcribe. Outsourcing your transcription allows you to save money by ordering transcription services only when you need them. Therefore, you avoid providing an in-house transcriptionist with office space, benefits, paid vacation, etc. Transcription also requires special software and hardware that can range from free to quite costly. If you have a significant number of files that need to be transcribed or you will need transcription services on a weekly or monthly basis, many transcription services will be willing to provide you with discount rates, which will save you even more money.

Saves time — There is a definite learning curve when trying to transcribe an audio or video yourself. You may know the voices and terminology better than anyone else, but have you actually tried to produce a transcript? Did you know that one hour of audio can take from 4 to 6 hours to transcribe depending on the audio quality and the level of terminology used? In addition, if you or your employees are already overworked by dealing with the day-to-day duties of your business, the quality of the transcript may suffer or not be completed by the time you need it at all.  By outsourcing, you can often get your transcription done faster without sacrificing quality.

Although outsourcing is beneficial, be careful when choosing the company or individual you outsource your transcription work to. Offshore transcription companies have very cheap prices; however, you often “get what you pay for” so to speak.

Contact OmegaTranscripts.com today to order audio or video transcription services.

Choosing a Quality Transcriptionist

Many businesses and individuals often find themselves in need of transcription services. Unfortunately, anyone can call him or herself a transcriptionist. If you do a Google search, you can probably find a ton of websites dedicated to people who take on the title. But how do you know you’re choosing the right one to transcribe your seminar, interview, teleconference, or podcast? Consider the following attributes of a good transcriptionist.

Quality transcriptionists…

• Have at least 2+ years’ experience. Transcription is not simply being a good typist, so your transcriptionist should have at least two years’ experience (and preferably five or more) producing transcripts in a professional setting.
• Give out samples. If a transcriptionist performs quality work, he or she should be willing to perform a free sample for you. This will give you an idea of what your finished transcript will look like and let you know whether the transcriptionist you are evaluating has good spelling, grammar, punctuation, and research skills.
• Have testimonials and/or clients who are willing to vouch for their services. If they do not have any testimonials, be sure to ask for a free sample so that you can gauge the quality of their services yourself.
• Have a price list clearly posted on their website. There are several factors that may influence transcription prices, such as audio quality and number of speakers; however, transcriptionists should be able to tell you what their base prices are and give you a final and binding quote before starting on your project.
• Will research terms. This doesn’t mean that you can count on having absolutely no blanks left in your transcript; however, you should be able to tell that your transcriptionist made a decent effort to research unfamiliar terms or names.
• Answers your e-mail inquiries or phone calls in a timely fashion.  They should have their hours of operation listed on their website and monitor their e-mail/voicemail during those hours. Many transcriptionists prefer to be contacted by e-mail instead of by phone to reduce interruptions while they are transcribing; however, they must be willing and able to respond to clients’ e-mails within minutes or at least within the next hour or two during operating hours.
• Meet deadlines consistently. Transcriptionists who more often than not miss your deadline do not deserve to keep you as a client. Emergencies do happen, but your transcriptionist should be willing and able to meet the deadline you agreed upon and inform you well ahead of time if he/she will be unable to make the deadline. Always leave yourself at least a 24-hour “window” of time between the deadline you agreed upon and the actual time you need the transcript returned.

If you keep these things in mind when searching for a transcriber, you’ll be able to form a long-lasting relationship with an exceptional transcriptionist who will make converting your audio or video files to text an easy and painless experience.

Contact OmegaTranscripts.com today to order audio or video transcription services.

Help Your Transcriptionist Help You: Tips to Getting A Quality Transcript Every Time

There are several ways you can assist your transcriptionist in producing error-free transcripts with few blanks. As a bonus, you just may decrease the cost of transcription services for yourself too!

Tips for quality dictating/recording:

• Do not eat, drink, or chew gum while dictating.

• Speak clearly and at a regular pace.

• Avoid speaking in a monotone.

• Use a digital recorder. Standard or mini cassette tapes create a lower quality audio. It is also more difficult to find a transcriptionist who still works with cassette tapes. You may also be charged a fee for converting the tape to a digital file.

• Take care to record in a quiet area/room. Recorders easily pick up background noise.

• Make sure all cell phones are turned off for the duration of the recording.

• Do not shuffle papers or make loud noises while recording. If this happens, repeat what you were saying during this time or pause and re-record this section.

• Do not place the recorder too close to your mouth; this may cause static.

• Do not place the recorder too far away from your mouth or it may not pick up your voice.

• Make sure all voices are able to be picked up on the recording. For example, if audience members are speaking and/or asking questions, make sure each one has a microphone before he or she begins speaking.

• If more than one person is on the recording, take care not to speak over one another or interject. Wait until they stop talking or pause.

• If more than two people are speaking on the recording, have each one state his or her name before speaking. It is quite difficult to tell who is speaking during a recording (especially audio) when there are multiple voices. Transcriptionists often charge more for focus groups for this very reason.

• Test your recorder. If it is not functioning correctly or recording clearly, invest in a new one.

General tips:

• If you have multiple files that need transcribing, submit them to your transcriptionist as they are completed. Submitting them all at once or at the last minute will definitely have you paying a premium price for large orders or express services.

• Have digital audio and video versions of your recording saved on your computer and ready to be sent over the Internet. This will give you a greater range of transcription services (and price ranges) to choose from. If your recording is only on DVD, CD, or cassette tape, you may be restricted to choosing a transcriptionist in your area and/or have to send the media through the mail, which will extend your turnaround time.

• Submit a list of names, places, abbreviations, and unusual words along with your audio or spell them at the beginning of your recording. This will significantly decrease the number of blanks left in your final transcript.

• Carry extra batteries for your recorder just in case.

• Avoid making unnecessary reaffirming comments like “Mm-hm” and “Really?” while interviewing someone. This will also cut down on the length of your recording and save you money.

Following these tips can get you the quality transcript you want at a price you can afford. Contact OmegaTranscripts.com today to order transcription services.

 

So What Is General Transcription Anyway?

I have to admit, most people are familiar with medical transcription but are absolutely clueless about general transcription. It’s not hard to see why that is, as medical transcription plays a very important role in the healthcare industry. Without medical transcription, a patient’s medical record would be almost barren to say the least.

I spent about five years working as a medical transcriptionist before venturing into general transcription. I may delve into the whys of my transition into providing general transcription services in a future post. It’s such a long and tedious story. But back to the subject at hand…

General transcription usually falls into four specialties:

• Business transcription
• Legal transcription
• Academic transcription
• Media production transcription

However, general transcription can include any area of focus (besides medical) that requires either audio or video recordings to be converted into text.

In the not so distant past, transcriptionists worked mainly with analog (i.e., standard cassette and micro cassette) recordings. However, in recent years, digital audio/video transcription has overtaken the industry, as digital formats are much clearer and able to be sent over the Internet. These include wav transcription and mp3 transcription.

A general transcriptionists will take your recording and play it back using special transcription software such as Express Scribe or Start Stop. He or she types the transcript while controlling the playback of the audio or video file with a special foot pedal.

Any number of recordings and/or events may need a transcript produced including interviews, webcasts, podcasts, seminars, TV shows, films, conference calls, phone calls, focus groups, workshops, depositions, oral histories, business meetings, and lectures.