No matter the audio, transcription is crucial for accessibility. To reach wider audiences, you need content that can be read, not just heard. The process can be tedious and take a long time if not handled correctly, so be sure you have a plan of attack before you begin. Not sure what that should look like? Here are the top methods of transcribing audio to text and the inside scoop on each of them.
Hire a Transcription Service
This is our top pick every single time. By hiring someone from a transcription service, you’ll ensure the highest quality and accuracy. When you hire a real person to transcribe an audio file, you completely avoid the silly errors that automatic software makes – like writing “there” instead of “their” or placing extra punctuation any time the audio pauses. Transcription services also have the best tools for the job which help with each step of the transcription process.
Preparing to Transcribe
There are a few things a transcriptionist should do when they’re getting ready to transcribe a file. First, they gather their patience! Getting frustrated will fog the mind and impact results, so before a transcriptionist begins, they give themselves about five times the length of the audio file to complete it.
Once a transcriptionist is in the right mindset, they prepare their physical setup. A split-screen setup or even two monitors is ideal since transcription requires access to both a word-processor (like Microsoft Word or Google Docs) and the audio file. Transcriptionists use a foot pedal when transcribing, which allows them to use their foot to play, rewind, and fast forward the audio. This prevents them from having to take their hands on and off the keyboard to start and stop the audio.
Most transcriptionists use expansion software to create shortcuts so they don't have to type recurring words/phrases over and over again. This saves them a lot of time and keystrokes. When they type the shortcut, their expansion software will automatically expand the shortcut to the whole word. For instance, if they're transcribing an interview about Jane Smith, they can type "js" and the expansion software will automatically put "Jane Smith."
Transcribing the File
Now that preparation is complete, the transcriptionist can start transcribing the audio file. The transcriptionist will play the audio and type what they hear. The trick is that it isn't their job to simply get the words into the document; they have to present the speaker's words in a way that accurately represents their intended meaning. It takes a lot of patience, practice, and skill to do this well. That's why it's so important to choose a transcription service that focuses on quality over speed.
Editing the Transcription
Editing is the most crucial part of the transcription process. This is the step that determines the quality of your final transcript. To begin, the transcriptionist will play the audio file once more and read along. They can pause as needed to fix any mistakes.
The editing process is also where the transcriptionist can make improvements and provide additional clarity. For example, if the speaker used sentence fragments or run-ons that distract from the point they are making, the transcriptionist can use proper sentences in their place. Or if the speaker uses incorrect grammar, the transcriptionist can correct it. A good transcriptionist thinks not only about what the speaker said, but also what they were actually trying to say.
Format Your File
Most people don’t want to read gobs of plain black text on a boring white background. After transcribing the text, the transcriptionist will format it with breaks, headers, and appropriate visuals where it makes sense. This makes the finished transcript look more professional and more interesting for readers.
Proper Exports
How the transcript is saved depends on the goal. If the file needs to be editable, it will be saved normally in Word or Google Docs. If instead this needs to be a final version to be printed, the transcriptionist may consider saving the file as a PDF. Some uses, such as transcripts used for video subtitles, require a specific file type, so always do your research and export with caution.
Transcribe with Software
We discourage using voice-to-text software as it often leads to silly errors, but there are times when it might be appropriate. For example, if you are transcribing something for strictly personal use and you don't care about correct punctuation or accuracy.
If you need to use voice-to-text software, you’ll need to begin by selecting one. There are many free and paid options available on the web. You might also use the transcription feature in Google Docs, or a word-processing app on your phone. You can either upload the audio file or playback the audio near the microphone of your phone or computer. The software will transcribe the audio to text, but it will likely contain a lot of errors. The more errors there are, the easier it is to miss them when editing. Voice-to-text software might seem convenient, but it comes with its drawbacks as well.
Whether you hire a transcription service or use the aid of voice-to-text software, it helps to know about the process. You can learn more about becoming a transcriptionist by taking a training course. GT Boot Camp is a completely remote option that will teach you all you need to know about running a transcription business, the process of transcribing audio, landing transcription jobs, and much more.
