Transcription

What is transcription?

Transcription is the process of converting speech into a written form, such as electronic documents, often done using transcription software. Transcription is most commonly used to convert a spoken-language recording into a printable document, such as a report. 

Common examples of transcription use are:

• Medical physicians' voice notes
• Trial proceedings
• Converting long meetings into a readable report

Transcriptionists are often hired by a transcription service to transcribe audio content into written text. Transcriptionists begin work by completely understanding the client’s requirements, and then determine the type of transcription that will best meet their needs. 

Types of transcriptions

Transcription software can be used for either audio-based or video-based recordings. How it works varies depending on the type of transcription.

Audio transcription

This type of transcription converts speech recognition software. Transcription professionals listen to audio files and convert the words into text form. Users of the service need to choose what type of audio transcription they want the professional to follow. 

Types of audio transcription

There are different types of audio transcription, each with varying advantages and use-cases. 

• Verbatim audio transcription:This type of transcription is one of the most detailed a client can use. The audio recording is transcribed word for word. For example, if a doctor opts for a verbatim medical transcription, all pauses, coughs, conversational affirmations, or even applause are transcribed. 

• Edited audio transcription: This is a standard method of transcribing and one that most clients opt for. While unnecessary words such as grammatical mistakes, slang, and incomplete sentences  are left out, edited audio transcription does not change the meaning of the content. 

• Intelligent audio transcription: This type focuses solely on transcribing the audio file into a sharp and readable form, which means that parts of the audio can be edited or removed. For example, filler words such as “you know”, “yeah”, or “like” are removed. Apart from this, pauses, general noises, and off-topic sentences are also removed so that the final transcription is clear. 

• Phonetic audio transcription: This form of audio transcription captures the way that the speaker utters sounds. This also includes how their tone changes throughout the conversation. This includes the way the speaker pronounces certain words, different dialects, and more. 

• Speech-to-text transcription: Speech-to-text is a service that uses artificial intelligence (AI) to automatically, and accurately transcribe spoken audio into text form. Most services are built to understand different dialects, and even languages. This type of transcription is more convenient, and can transcribe content from any file source, such as audio files, or microphone recordings. 

Video transcription

Video transcription is used by clients who need the audio from a video file converted to text. The primary purpose of this transcription is for on-screen presentations.

Like audio transcription, it can be done using software or manually. While many documents heavily rely on automated transcription, some may require manual transcription for better results and accuracy.

Transcription Software

Software, die transcription als Funktion oder Begriff erwähnt.

Fathom

Gong

Avoma

Chorus by ZoomInfo

Descript

Rev

Industry uses of transcription

Various industries use transcription for different needs. Here are some industry-based uses of transcription: 

• Media: Interview transcription is the verbatim documentation of an interview. Interviews related to ongoing legal cases, business interviews, research, and more can be transcribed. While recordings need to be repeatedly played back to get the exact words right, transcribed copies allow for easy reading of the information conveyed. A written transcript makes finding essential topics within the particular interview easier. Verbatim transcription of interviews guarantees higher accuracy and prevents the loss of crucial information.
• Healthcare: Medical transcription software is significant and highly used today. This allows medical practitioners to easily record critical pieces of information and have it in written form for easy reference. Medical transcribers need to be aware of medical terminologies, and the software or service needs to be compliant with the Health Insurance Portability and Accountability Act (HIPAA).
• Law: Law firms, paralegals, attorneys, and professionals use legal transcription. Depositions, court hearings, presentation of evidence, and more need to be transcribed. Converting these files into a readable format makes them more accessible to lawyers, juries, and judges.

Tools used by transcriptionists

To understand how transcription works, it’s essential to know about some transcription professionals' tools. Here are some of the tools that transcriptionists use in their day-to-day:

• Computer: One of the essential tools a professional transcriber uses is a computer. This could be portable, like a laptop, or fixed like a desktop. While laptops could mean that transcriptionists can work on the go, desktops are preferred by professionals who prefer to stay in one location and complete their work without much movement. 
• Headphones: Transcribers generally use headphones. Audio and video files need to be carefully listened to before converting to text form. This means that there shouldn't be any loss in the speech feed that can cause the professionals to miss out on crucial information. Most transcriptionists these days use active noise-canceling headphones. 
• Keyboard:Keyboards are essential for the transcriber to convert speech to text. While some professionals prefer their laptop's default one, some prefer to use a separate keyboard. This helps prevent forearm and wrist pain while transcribing hours of speech content into text form. 
• Word software: Transcribers have access to powerful word-processing software such as Microsoft Word. Some professionals even used cloud-based suites such as Google Workspace. Understanding and knowing tips and tricks about this software is vital for a professional. 
• Foot pedal: Transcriptionists use foot pedals to rewind, fast-forward, or play audio files without lifting their fingers. This helps ensure that they don't have to use their hands, rewind a part of the audio they didn't hear clearly, and resume to type it out. This helps save a lot of time and effort. 
• Time tracking software: Professional transcribers need access to time-tracking software. This helps ensure that they can easily track how much time they spend on an audio file. Using this information, they can charge clients accordingly. 
• Speech recognition software: Speech from audio and video files can easily be converted into a text document with speech recognition software. While this software can generate a quick transcription, a professional transcriber needs to review and edit it if there are any errors. 
• File processor: A professional transcriptionist needs to be equipped with an audio and video file converter. This ensures that the client's files work on any device and there are no issues in opening them.

Benefits of transcription

The use of transcription by businesses has increased in recent years. This is because written forms of texts are more convenient than audio or video, especially in instances when it is essential to take notes.

Here are some benefits of transcription: 

• Work accuracy: Transcriptionists are known for providing high-quality work. They handle every audio or video file using the best techniques with high accuracy. Companies can do transcription in-house, but there are fewer bottlenecks with a professional transcription. Transcriptionists can easily be found for each industry, regardless of industry and specific requirements.
• Technically strong: Transcription professionals are known for taking the time to understand all the technical aspects of a document. Before beginning the transcription process, they know what the business does and its requirements. This ensures that the documents contain fewer errors and the professionals complete work quickly.
• Few delays: Transcription have access to all the right tools and services. This ensures few delays and that the work is completed on time. Every document gets the attention to detail it deserves. Transcription professionals provide quick results and precisely what businesses require. What's interesting to note is that transcriptionists can generally type at a speed of fifty words per minute (WPM).
• Saves money: Transcription saves companies money and the effort required from inexperienced employees to transcribe a document. Most professionals provide quick services at a low cost, depending on the tools and equipment they generally use for the job.
• Security: Transcription professionals are exactly that: professionals in what they do. Every audio file is protected by rigorous security measures to ensure that transcriptionists do not leak sensitive company information. 

Transcription best practices

While understanding how transcription works makes sense, it isn't enough. Before choosing a transcription software or service, companies need to be clear about what they’re looking for. 

• Setting expectations: Companies need to clearly conceptualize what they want to transcribe and how to transcribe it. While transcribing an interview, the output has to be verbatim in some situations. On the other hand, if companies prefer a near-accurate transcription, that expectation has to be made clear.
• Provide a clear picture of the company: Before opting for transcription, it is vital to be as descriptive as possible about a company. This helps the service understand a company and its requirements and builds a more prominent online presence for the company.
• Job description: Companies need to be clear about the work they want to be done. Professionals can then take their time, understand the company's requirements and do the job. 

Difference between transcription and translation

Transcription is the process of writing down whatever is heard, from a specific source. Consider a court trial, for example. The courtroom has a typewriter who constantly notes down everything that is being said in the court. This person hears and writes down every single thing that happens in the courtroom for the duration of a trial. The same can also be said for a student who takes notes of a lecture during class. Put simply, transcription is a hearing and writing process. 

On the other hand, translation is the conversion of a text file from one language to another. Consider a book written in the German language, for example. When all of the text from the book is converted into the English language, this process is called translation.