Transcription Services 101 – Communication and Organization

A professional transcription business is about one thing, words on a page. It’s simple, right? Just plug a media file into your transcription software and bang… Well, as you might know, its a lot harder than that. In this brief article, I want to cover two basic components of the operation that separates the professional transcription company from the “other guys.”

Communication – Get The Info While Being Human

Communication is the key!

The fine art of communication is essential when providing transcription services. There are a vast amounts of variables to consider for any given transcription project. Don’t be shy! Ask the right questions, the first time. A transcription service provider must be diligent about the information they obtain from their clients so the job gets done right. If you want some ideas about what to ask potential clients, or what you should ask before sending work for transcription, check out this article.

10 Things To Consider Before Sending Media For Transcription

Keep in mind however, that good communication is not just about what information you get, but how you get it. Here’s a pro tip, the more “automated” the intake process becomes, the less people think you value them as customers. Furthermore, trust and loyalty come from treating people with integrity, dignity, and respect. In this regard, automated transcription management systems fail to create a sense of connection during the communication phase. Experience is everything, so make it a good one and you will be rewarded.

Organization – Efficiency and Optimization

Color Coded

Humanizing your communication channels is not enough. Once you have all of the information, you need to develop a way of keeping it all organized. It won’t do you any good if you have three clients but you don’t know which one likes time code, and which one likes verbatim. Depending on your resources, it is a good idea to invest in a project management system of some kind. There are plenty of free ones out there, but if your a large company like, Word Wizards, you need to be able to keep all of your open jobs and contact information well organized.

It may take a little bit of time to get used to keeping track of some many details for each project, but in the end its worth it. After all, thats why they call a business an “organization.” Organization is not just about getting the right thing to each client, but it also helps promote efficiency in your transcription practice. Knowing where all the information is kept, and being able to utilize it quickly, has a significant impact on how efficiently you can work.

Keep a Tight Ship

We hope that this little lesson in transcription services 101 was helpful to you, either as a potential client or as a fellow transcription provider just looking for some good tips on the industry. Make sure to sign up for our mailing list to receive more articles like this. Please leave us a comment if you have something to share. Oh yea, and we invite you to Contact Us for further information about our services, pricing, or even just to chat.