Transcription Steps: The Ultimate Guide

 In Alphabet Team
Transcription Steps

Understand Transcription Steps with our Easy-to-Follow Tips

What do you know about transcription steps? Every journey begins with a single step. That is especially true for audio transcription. Taking that vital first move is easy – if you choose to work with Alphabet Transcription Specialists. Our transcription steps are clear and easy to follow. Are you new to outsourcing transcription or considering it? This week’s blog will give you a clear understanding of our processes. Don’t worry, our transcription steps are straightforward.

Martin Luther King said, “Faith is taking the first step even when you don’t see the whole staircase.” The same can be said about trying something new. We like to give clients the full picture at Alphabet Transcription Specialists. We ensure you have faith in the quality of our processes before you entrust us with your transcription work.

Most businesses have been feeling the heat recently. And not just because of the hot weather. You don’t have to be Gordon Ramsey to feel like you are in Hell’s Kitchen. Staffing levels could be depleted through annual leave. The summer is also a prime time for employees to throw ‘sickies’.

Can’t find someone in-house with the skills to produce an accurate transcription? Tired of correcting poorly transcribed work? We are here to help.

Easy to Follow Transcription Steps

Transcription can leave some people feeling frustrated. It is a specialist job. Very few audio typists have the skills to produce accurate documentation from a sound file. If you do not have the time to correct someone else’s mistakes, talk to us. We are professionals.

Alphabet deals with all sound files and documentation in complete confidence. We will never disclose the content of a file. We never discuss our work with third parties. And, unless told otherwise, we destroy all sound files and supporting documents after we have completed a project.

Hilary Clinton sums up the importance of confidentiality perfectly. She said, “In almost every profession, whether it’s law or journalism, finance or medicine or academia or running a small business, people rely on confidential communications to do their jobs. We count on the space of trust that confidentiality provides. When someone breaches that trust, we are all worse off for it.”

Our transcription steps involve five single actions. But there is one, simple thing you have to do first.

Send a Proposal to Alphabet Transcription Specialists

Our transcription steps start with a single thing – send us a proposal. You can connect with Alphabet Transcription Specialists in a matter of seconds. We make it easy. Just follow the Contact Us link on our website. You can send us a proposal before you record your sound file or afterwards. It is up to you. A proposal form can also be found on our Homepage.

We are one of the UK’s market-leading transcription companies. As well as providing outstanding audio transcription services, our online portal puts the security of your data first. Once you have contacted us, you will be given login details to access your own space on our platform. This is where you can upload your sound files and send us any related documentation.

Use your login area to manage your transcriptions and workflow. We keep you informed with instant notifications. You will receive notifications by email every time you successfully upload a file. Our system also notifies us. This means we are always aware when a new project is submitted.

We care about your data. That is why we use military grade encryption. It protects your files at every stage of our transcription steps. Cipher AES-256 uses 256 keys to scramble information. It is considered uncrackable because of the sheer number of key combinations.

The First of Our 5 Transcription Steps

Record Your Sound File

If you have been given your login details, we are ready to receive your sound file. We have a few tips to help you ensure you achieve a high quality recording. A good sound file will aid the transcription process. To assist quality we recommend you limit background noise. You can do this by carefully considering the location of your recording. Close windows and doors. Avoid creaking furniture. Don’t start a recording in a room that has an echo.

We are experienced in transcribing audio files with multi-speakers. But we do recommend that conversations are managed. This avoids the problem of too many people speaking at once. Make sure everyone says their name clearly before the conversation begins.

Ensure a good quality microphone is placed in a central location. Try to place it at equal distance from everyone who will be speaking. Low tone recordings take much longer to transcribe. Voices can be inaudible. You can further enhance the quality of your recording with an audio limiter.

We accept a wide range of file formats. Many of our clients invest in professional audio recording software. This may not be necessary if you follow the points above.

Transcription Steps – Number 2

Upload Your Sound File

Our transcription steps are easy from this point. Step two involves uploading your sound file to our portal. Simply login to your client area on our website. Upload your file. It takes a matter of minutes.

We have made it easy for our clients to upload files. You won’t need any specialist tech knowledge. It is quick, simple and efficient. We will start to project manage your sound file straightaway.

Our team is trained to assess individual audio files. Once we have determined the subject matter, we will pass it to an audio transcriber with specialist knowledge of your industry. We have experts in corporate, legal, research, medical, pharma and HR transcription.

Your transcriber will schedule your work for transcription. Before he or she starts transcribing, they will conduct subject-appropriate research. This will ensure they are familiar with industry-specific terminology. It aids accuracy and speeds up the transcription process.

Transcription Steps – Number 3

Receive Notification of Your Successful Upload

You will know that your sound file has successfully uploaded. That is because we will send you an instant notification. We use notifications to keep clients informed and in control. It means you can use our audio transcription services with certainty.

This detail of our service is a valuable aid. It helps you plan your workflow and keeps you in control. We promise not to bombard you with notifications. We only contact our clients when we have got important information to relay.

Bill Gates may marvel at spam, but we don’t. Although, we confess, we are mildly amused by his quote, “Like almost everyone who uses email, I receive a ton of spam every day. Much of it offers to help me get out of debt or get rich quick. It would be funny if it weren’t so exciting.”

Transcription Steps – Number 4

Transcription and Proof Reading

Our transcribers are professionals. They have mastered the art of concentration to perfection. Listening is one of their key strengths. They know how decipher even the most complex recordings. And they know how to produce documentation that is accurate.

The transcription process is just one part of your sound file’s journey. We provide proof reading as standard. Our professional proof readers don’t just dot the i’s and cross the t’s. They pay attention to formatting and the way a document is presented. This is important for legal work and many other areas of transcription.

We ensure grammar is correct. This includes correct spellings and punctuation. All our proof readers have areas of specialism to guarantee outstanding transcriptions.

Transcription Steps – Number 5

Your Transcription is Complete

We will let you know as soon as your transcription is complete. We will log and give your transcription a final assessment before sending you a notification. Your transcription will be in your client folder and ready for you to access.

Our transcriptions are valuable resources. They are used for a variety of purposes. Court-ready documents are used by HR professionals and legal teams. Some of our transcriptions are used for marketing or teaching materials. A lot of them go on to form the basis of content. Others are used to support ground-breaking research.

You may want to consider what transcription can do for your organisation. Could it aid PR? Will some transcribed sound files add value to your blog or email newsletter?

Who Uses Our Transcription Services?

Our audio transcription services support the work of professionals around the globe. Clients trust us to deliver superb transcriptions. We relish the challenge of transcribing complex audio files. It is why we are the preferred transcription provider to some of the world’s leading scientists and researchers.

We know that lives can depend on our work. Every word we transcribe is important. Whether we are helping a large corporate defend an employment tribunal claim or helping further medical science, we are committed to delivering excellence.

Confucius had something apt to say about excellence. As his famous saying goes, “The will to win, the desire to succeed, the urge to reach your full potential -these are the keys that will unlock the door to personal excellence.” We follow this ethos. In fact, we firmly believe that excellence is a continuous process, not an accident.

Our Transcription Steps Are Inspired by Simplicity

There is a lot to be said about keeping things simple. Our philosophy is the same today as it was more than 20 years ago. That philosophy is to provide superior documentation with effortless transcription steps. It is why we can proudly say that our world-class transcription services are simple to access.

As Leonardo da Vinci said, “Simplicity is the ultimate sophistication.” He is not the only ‘great’ to appreciate simplicity. Take Bruce Lee. The martial arts supremo once said, “To me, the extraordinary aspect of martial arts lies in its simplicity. The easy way is also the right way, and martial arts is nothing at all special; the closer to the true way of martial arts, the less wastage of expression there is.”

One of the most important aspects of simplicity is transparency. This is important in business. We do not want to complicate the often complex process of transcription with unnecessary client actions. Another simple aspect of our work is that you only pay for your transcription once you have your finished document.

Any Questions About Our Transcription Steps?

We are always happy to answer questions about our transcription services. Ask us anything. Is there an aspect of our transcription steps that you don’t understand? Perhaps you are worried about the size of your sound file. You may be concerned about the file format.

We deal with questions from new clients every day. Want to know about our availability or timescales? Not sure how much transcription costs? You may find the answer you are looking for in our FAQs section.

The topic of questions brings us back to the beginning of this blog – almost at the end. That famous quote from Martin Luther King. The one that talks about faith. Giving clients faith in our services is pivotal to our success.

Our clients are our biggest advocates. That is why we retain customers and are the preferred transcription partner of the NHS. Want to know more? Our blog is packed with practical tips and advice. Discover how to produce high quality recordings. Learn how our court-ready documents help fight fraud and defend employers.

Stay up to date with transcription news. Visit our website regularly. We cover topical subjects on our blog and constantly refresh our website pages. Giving our clients a great experience starts the moment they find us online.

We hope you have enjoyed reading our guide to transcription steps. Supporting your work with valuable information is all part of the service. And it’s free.

Discover more about Alphabet Transcription Specialists today. For more information about our transcription services we are just a telephone call away. Call +44 (0) 1707 260027. Alternatively, use our contact form to request a proposal.

Alphabet Transcription Services - Denise

The Founder of Alphabet, Denise Elsdon, commenced her training at British Aerospace.  Having gained her RSA and Pitman qualifications, she embarked on her chosen career path as a personal secretary. Back in 1995, Alphabet Secretarial Services was born. Since then, Alphabet has provided professional transcription services to amazing clients like the NHS, Chatham House (The Royal Institute of International Affairs) and others.

Employment TribunalVerbatim Transcription