| As a British Virtual Assistant who has specialised in | | | | client is going to send you and you need to know that |
| Digital Transcription whilst living in the south of France, | | | | you've got the right transcription software to handle |
| I'm often approached by people with administrative | | | | the job. This can vary according to digital recorder |
| backgrounds moving abroad who want to know my | | | | used when recording. Each can have their own |
| Top Digital Transcription Tips so they too can set up | | | | advantages and disadvantages. |
| their own Virtual Assistant Business. Here are my top | | | | One of my favourites is the DSS (Digital Standard |
| 7 tips! | | | | Speech) audio file format, a compressed audio file |
| 1. First and Foremost, Know How Digital Dictation | | | | developed by Olympus which does not suffer loss of |
| Transcription Works | | | | quality, but is still easily transferable via the internet due |
| Digital dictation starts with the client; for example a | | | | to its smaller size. |
| property surveyor, who goes out each day to | | | | In addition there is the more common WAV (larger file |
| examine properties with the aim of producing a | | | | size, excellent quality) and WMA (inferior quality) digital |
| surveyor's report. He takes with him a digital voice | | | | file formats. More associated with music, but excellent |
| recorder to record his findings. When he returns back | | | | quality are the MP3 or MPEG formats, as well as a |
| to his office, he downloads the voice file onto his PC. | | | | host of others. |
| He then sends this voice file via the internet to a Virtual | | | | 5. Know what's important to your client |
| Assistant Digital Transcriptionist to transcribe using | | | | Each client may have their own requirements when |
| Transcription Software, headphones and a pedal. The | | | | typing the transcription in a Word document. Ask if |
| report is typed out into a Word document and | | | | they have an in-house template they want to use, so |
| returned via email. Job done! | | | | you can use their predetermined heading styles, fonts, |
| 2. Decide on your Digital Transcription Niche | | | | headers and footers etc. It's extremely important that |
| It's a great idea to have a digital transcription niche - | | | | your client receives their transcription to the highest |
| use your previous experience to guide you to your | | | | quality and that means proofreading every time! |
| niche area, whether that be insurance, property, | | | | Deliver to your deadline and be totally confidential. |
| education, medical... becoming known for your speciality | | | | 6. Communicate in the right way |
| and be able to offer quality transcription work will | | | | When a client sends you a voice file, it can be |
| serve you far better than being a jack of all trades. If | | | | substantial in size and you don't want to block up your |
| you don't have a particular expertise in any fields, | | | | email by receiving it as an email attachment. Check out |
| research areas that motivate you and study | | | | internet communication services designed just for this |
| terminology associated with that niche. Take into | | | | purpose such as: |
| consideration the type of transcription you want to | | | | 7. Have the right tools for the job - Transcription |
| offer. This may be one-to-one interview transcription, | | | | Software, Headphones and Pedal! |
| meetings, focus groups and teleconferences. The | | | | Olympus supplies their own DSS Player Transcription |
| number of people being recorded will directly affect | | | | Software which transcribes DSS, WAV and WMA |
| the price that you charge. The greater the number of | | | | digital file formats. |
| people on the digital tape, the longer the tape will take | | | | There is also a range of free transcription software |
| to transcribe. | | | | available, for example Express Scribe. The Windows |
| 3. All Clear? | | | | version can be used to load most common audio file |
| Before accepting any work, ask for a test file to listen | | | | formats including WAV, MP3, DCT (encrypted |
| to. This can save hours of wasted time and money, | | | | dictation), RA and RM (RealAudio), SRI (VoiceIt), DSS |
| where the quality of the file is vital to your quotation. | | | | (Olympus, Lanier and Grundig), AU, AIF, MSV, DVF, |
| Voice files can vary hugely dependent upon many | | | | MP2, VOX, compressed WAV, Philips Digital Recorder |
| factors such as: the recording equipment used; | | | | format, Sanyo Digital Recorder format and more! |
| whether an external microphone was incorporated; | | | | Get a good set of headphones (my Skype wireless |
| whether people talk over each other; whether | | | | ones are just the ticket!) to listen through, a footpedal |
| someone is mumbling or talking very fast. As a general | | | | (USB connection) for effective voice file control, |
| rule of thumb, an average single person talking clearly | | | | leaving your hands to do the typing! |
| for one minute takes four minutes to transcribe. | | | | So get started using your 7 Top Digital Transcription |
| 4. Know your file types | | | | Tips when setting up your Virtual Assistant Business. |
| The audio file type is that of the voice file that your | | | | |