Specialist Typing Services, est 1996                                www.specialisttypingservices.co.uk                                   Site updated July 2016

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Mobile: 07968 121269

Mobile: 07968 1212 69

SPECIALIST TYPING SERVICES

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Letterheads, Invoices, CV's, Resumes, Website Design and Host
 

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GREAT TIPS TO HELP YOU GET YOUR DICTATION TRANSCRIBED
QUICKLY AND EFFICIENTLY.



Clear Dictation

Good clear dictation will mean that we are able to give you a quality service and a competitive quote.


Dictation Tips

The following tips are given purely for guidance and the time taken to transcribe recordings may vary.


Know your Equipment

Get to know your recording equipment, check out how it works and how to maintain it, have it serviced regularly so that the dictation quality remains high.  Do you have enough tapes or can it be saved to a flash card?  Nowadays recordings can be made via all kinds of media, perhaps even your mobile phone, having a back up system in place is not a bad idea. Check out what you can use and how to use it effectively.  


Dictating when Travelling

Some people like to dictate when they are travelling.  That is fine as long as someone else is driving, your dictation is clear and your voice is not diminished by a noisy background. If you are dictating at home or at work ensure noisy backgrounds like tv and machinery are switched off.  Alternatively move to a quieter room where you are less likely to be interrupted.  Please do not eat or drink when you are speaking.


Are you organised?

Before you start dictating, get organised!  Assemble all the relevant information you may need before you start dictating.  This will help you stay focused and maintain your equilibrium.


Don't Clip Words

When dictating, if you need to find a file or a piece of information, Stop the dictating machine. Once you have started your recorder, pause for a moment before dictating, and when you have finished speaking, allow the recording to continue for a second, this will help to ensure that none of your dictation has been clipped off.

Speak Clearly
Try to speak clearly and at a regular or walking pace, spelling any difficult and any unusual or ambiguous words, or names that may have different spellings for example Mr White or Mr Whyte etc.  Background noise can distort words and distract from the flow of the recording, increasing the risk of errors so a quiet area or room will help you remain focused and maintain your flow during dictation. Shuffling papers or feet, rattling cups, tapping on the table where the recorder is mounted can all cause recording problems. When recording multiple speakers try NOT to speak over each another.

Proper Nouns, People's Names and Addresses
When dictating a letter state the recipient’s full name and mailing address as clearly as possible, and spell any unusual street and town names. Also spell any ambiguous words or proper nouns for example Roseacre Gardens or Rose Acre Gardens, as well as addresses, people's names, email addresses, file and reference numbers, record numbers and subject matter.  If each document has a reference number it is a good idea to write this down along with the title and number.

Ordered List
Identify yourself clearly and give us the title of the piece at the beginning of each dictation. Write an ordered list of the different documents on the tape with their Titles and any reference numbers.    

Whether you are sending us one dictation or several, so we are able to pick things up quickly at the beginning of each tape say Tape 1, side 1 and when you turn it over Tape 1, Side 2 and for following tapes Tape 2, side 1, Tape 2 side 2 etc.  

Punctuation

Try and sound enthusiastic and put some colour in your voice so that we may realise the meaning of  your words and put in appropriate punctuation if it is missed.  Be aware of punctuation, put in 'comma', 'full stop' 'new paragraph' 'question mark', etc as far as possible.  This will ensure your document is transcribed professionally and minimise editing.


Timing

Take a short breath between sentences. This will make it easier for the transcriber to type up your assignments.  Fitting 15 minutes of dictation into five minutes of tape, will raise the error rate and will take longer to type as the words will not be clear enough.  Talk at a walking pace, NOT a running pace.

Microphone Distance

Please ensure you are neither too close to your microphone, nor too far away.  Use the recommended distance for your brand model to maximise the quality of sound levels. (Refer to the use manual) so that you are neither too close nor too far.  If you do not, your dictation may be muffled or too quiet.  On the other hand if you are too close the dictation may be too loud and this too can be uncomfortable and cause problems in hearing. If you become lost for words, stop for a minute or two, or edit out any errors you make, like em, errr. etc before you continue with your dictation..


Technical Jargon

Even if we have technical knowledge of your particular area there may be words that are  ambiguous or that we have not heard before please clarify where possible.


End of Tape
When you are at the end of the tape, please say 'end of tape 1' or other, and ‘end of dictation’, for the last tape.  This way we will know that the tape has finished and does not lead onto another tape.

Organise your Tapes
Please remember to organise your tapes with numbers so that if, on an odd occasion any tape suddenly becomes “urgent” due to a diary change, we can find it quickly and give it priority.


PLEASE USE THE PHONETIC ALPHABET WHEN SPELLING THINGS OUT!


AUDIO TRANSCRIPTION SERVICES  - DICTATION NOTES