7 Top Digital Transcription Suggestions When Setting Up Your Virtual Assistant Business

Nov 22, 2022

As a British Virtual Assistant who has specialised in Digital Transcription whilst living within the south of France, I’m often approached by individuals with administrative backgrounds moving abroad who need to know my Top Digital Transcription Suggestions in order that they can also arrange their very own Virtual Assistant Business. Listed here are my top 7 suggestions!

1. First and Foremost, Know How Digital Dictation/Transcription Works

Digital dictation starts with the client; for instance a property surveyor, who goes out every day to look at properties with the aim of manufacturing a surveyor’s report. He takes with him a digital voice recorder to record his findings. When he returns back to his office, he downloads the voice file onto his PC. He then sends this voice file via the web to a Virtual Assistant Digital Transcriptionist to transcribe using Transcription Software, headphones and a pedal. The report is typed out right into a Word document and returned via email. Job done!

2. Settle on your Digital Transcription Area of interest

It’s an awesome idea to have a digital transcription area of interest – use your previous experience to guide you to your area of interest area, whether that be insurance, property, education, medical… becoming known on your speciality and give you the chance to supply quality transcription work will serve you much better than being a jack of all trades. In the event you haven’t got a specific expertise in any fields, research areas that motivate you and study terminology related to that area of interest. Take into accounts the variety of transcription you wish to offer. This may increasingly be one-to-one interview transcription, meetings, focus groups and teleconferences. The number of individuals being recorded will directly affect the value that you just charge. The greater the number of individuals on the digital tape, the longer the tape will take to transcribe.

3. All Clear?

Before accepting any work, ask for a test file to take heed to. This will save hours of wasted money and time, where the standard of the file is significant to your quotation. Voice files can vary hugely dependent upon many aspects corresponding to: the recording equipment used; whether an external microphone was incorporated; whether people talk over one another; whether someone is mumbling or talking very fast. As a general rule of thumb, a median single person talking clearly for one minute takes 4 minutes to transcribe.

4. Know your file types

The audio file type is that of the voice file that your client goes to send you and you have to know that you’ve the appropriate transcription software to handle the job. This will vary based on digital recorder used when recording. Each can have their very own benefits and drawbacks.

Considered one of my favourites is the DSS (Digital Standard Speech) audio file format, a compressed audio file developed by Olympus which doesn’t suffer lack of quality, but remains to be easily transferable via the web as a consequence of its smaller size.

As well as there’s the more common WAV (larger file size, excellent quality) and WMA (inferior quality) digital file formats. More related to music, but excellent quality are the MP3 or MPEG formats, in addition to a number of others.

5. Know what’s vital to your client

Each client can have their very own requirements when typing the transcription in a Word document. Ask in the event that they have an in-house template they wish to use, so you should use their predetermined heading styles, fonts, headers and footers etc. It’s extremely vital that your client receives their transcription to the very best quality and which means proofreading each time! Deliver to your deadline and be totally confidential.

6. Communicate in the appropriate way

When a client sends you a voice file, it may possibly be substantial in size and you do not need to dam up your email by receiving it as an email attachment. Try web communication services designed only for this purpose corresponding to:

7. Have the appropriate tools for the job – Transcription Software, Headphones and Pedal!

Olympus supplies their very own DSS Player Transcription Software which transcribes DSS, WAV and WMA digital file formats.

There may be also a spread of free transcription software available, for instance Express Scribe. The Windows version may be used to load most typical audio file formats including WAV, MP3, DCT (encrypted dictation), RA and RM (RealAudio), SRI (VoiceIt), DSS (Olympus, Lanier and Grundig), AU, AIF, MSV, DVF, MP2, VOX, compressed WAV, Philips Digital Recorder format, Sanyo Digital Recorder format and more!

Get a superb set of headphones (my Skype wireless ones are only the ticket!) to listen through, a footpedal (USB connection) for effective voice file control, leaving your hands to do the typing!

So start using your 7 Top Digital Transcription Suggestions when organising your Virtual Assistant Business.