12 steps to an accurate audio transcript

Recording interviews and smooth transcription

My work as a Virtual Assistant involves a lot of audio transcription, the majority of which are recorded interviews between two or more people.

You'd be surprised at the amount of recordings I get that are a nightmare to understand, due to voices being too quiet, too much background noise, people talking over the top of each other, pen tapping etc.

People also don't tend to think about the type of equipment they're going to use. Whilst digital voice recorders are more widely used these days, clients often come to me with micro, mini and standard size cassette tapes. Whilst I do have the facilities to transcribe mini-cassettes, I've had to hire machines that take micro and standard cassettes, which ultimately means more expense for the client.

I expect 99% of VAs who offer an audio transcription service will have digital transcription software.

If you are going to pay someone to transcribe your interviews for you, having the right equipment and as clear a recording as possible will save you time and money.

12 steps to an accurate transcript:

1. Think about the equipment you are going to use. Use a digital recorder if at all possible. It's much easier, and quicker, to email the digital audio files than having to put cassettes in the mail and hope they get there.

2. Check that your VA has the correct equipment to transcribe your files.

3. Place the recorder closer to the interviewee rather than yourself.

4. Make a test recording of both the interviewee and yourself in the positions you will be conducting the interview. Record a minute or two and then play it back to check the sound quality.

5. If you are using a machine that has two different speed settings, set the speed control to fast to eliminate 'hiss'.

6. Don't place the recorder near air conditioning units, overhead projectors, laptops, open windows, or noisy corridors.

7. Try not to tap your pen on the desk!

8. Switch off your mobile phone.

9. Speak clearly and try not to speak over your interviewee.

10. If you are interviewing more than one person and you want your VA to indicate names of speakers in the transcript get each participant to introduce themselves at the beginning so she can identify who is speaking.

11. If you take a break during the interview, turn the recorder off (but remember to turn it back on again when you re-start!). A VA will charge you per audio minute, which will include any gaps in the dialogue.

12. Make sure you have some extra batteries to hand.

Give your VA plenty of notice - if you ring her up on Monday and want your interviews transcribed and back to you by the end of the day, the chances are it won't be possible. Get them booked in as early as possible.

Used correctly, audio recording can be an invaluable tool for individuals and businesses. Make sure your transcript comes back quickly and accurately.

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About the Author
Karen James is a professional, experienced UK Virtual Assistant specialising in audio transcription.
Source: http://goarticles.com/