The advantages and disadvantages of transcription

As a virtual assistant, one of the services you may want to consider offering your clients is transcription. While it sounds easy enough (you listen to an audiotape and just write what you hear), it is much more complicated than that.

There are pros and cons to consider before making the decision to offer transcription services.

According to the Merriam-Webster Online Dictionary, the official definition of transcribing is “making a written copy of” or “making a copy of (dictated or recorded material) by hand or on a machine (such as a typewriter).” Now before you take out your trusty old typewriter, you need to make sure you have a few things first. Most importantly, you will need a good computer with a high speed internet connection and word processing and transcription software installed because that old typewriter is no longer going to work. Other equipment you’ll need is a quality headset, a comfortable chair in a quiet room, and, if you’re serious about transcribing, a foot pedal (preferably the USB type). Depending on the format used (DVD, mp3, cassette, microcassette, etc.), you may need additional equipment for audio playback. Of course, to be an efficient transcriber, you must also have a fairly decent typing speed, good listening comprehension, spelling, and grammar.

Here are some of the points you’ll want to consider before deciding to offer transcription services:

Advantage:

Pricing is pretty straightforward (per word, page, or minute / hour of audio)

Sharpen your listening and writing skills

Opportunity to learn about new and interesting topics.

You can become a long-term customer, as transcription can easily lead to other projects (editing, proofreading, writing articles, or creating an e-book).

Pre-recorded audio gives you the flexibility to transcribe at any time (great for those who are also trying to juggle a 9 to 5 job)

With a little extra education, you have the ability to specialize (i.e., medical or legal transcription) and charge a higher specialized fee.

Disadvantages:

It may be necessary to buy some equipment and / or software (headphones, pedal, etc.)

You must have a decent typing speed or you won’t make much of a living doing the transcription

Sound quality, multiple speakers, accents, people talking to each other, and interaction with the audience can significantly slow down the transcription process, leading to frustration and reduced productivity.

Customer-provided templates can be difficult to work with

The transcription is not suitable for multiple tasks; You will need to focus so that there are no phone calls or tweets.

Real-time transcription requires that you and the client be available at the same time. This does not give time to edit or breaks.

As with any task you do for your client, you will need to ask a few important questions before you begin.

You should be ready with a checklist of some kind, because finding out certain information ahead of time will save you time and hassle. Some questions to ask your client before transcribing:

What will the customer ultimately do with the transcript (i.e. create an article or e-book)?

In what form is the audio (DVD, mp3, cassette, micro cassette, etc.)?

How will you receive the audio (mail, email, etc.)?

Does the customer want a hard copy or just the electronic file?

In what form do you want the final product (Word, PDF, etc.)?

Do you want word for word or do you want umms and other unfinished thoughts to be eliminated?

How many speakers are there?

Do any of the speakers have accents?

Are you just looking for the words to get on paper or are you looking for something that is revised, edited, and in the final draft stage?

Does the audio include confidential information?

o Will the client require a Confidentiality Agreement in addition to the Virtual Assistance Agreement?

o If it is a medical transcript, will there be HIPPA compliance issues involved?

If you decide to venture into the field of transcription, make sure you have all the tools you need to make your trip a positive experience. Take your time when creating your proposals and make sure you understand all the details of each transcription project. If you are unsure of the terms of the project, please contact the client for clarification.

You don’t want to get into your head and disappoint yourself and your client.

Consider doing a couple of small “test” projects before officially offering transcription services on your website.

Volunteer to transcribe a meeting or two for a church or civic group to gain some experience. You could even suggest an exchange and get a customer testimonial for your business! Either way, it’s a great opportunity to test transcription and see if it’s worth adding to your business.

If you have the typing, spelling and grammar skills that transcription requires and are willing to invest in some equipment to get started, then transcription may be for you. Transcription can be frustrating and tedious at times, but it can also be a rewarding, engaging, and flexible service you can offer your clients. While it has pros and cons, always keep in mind that transcription is a perfect stepping stone to additional services that you may want to market to your clients to keep your business thriving.