7 Key Benefits of Transcriber-led Text to Audio and Audio to Text Transcription

Transcription is one of the most highly outsourced services in the world and for a good reason. High-quality transcription requires an extensive skill set and the right tools, which most businesses don’t invest in. Thankfully, companies have access to outsourcing partners who can perform all types of transcription services for a fraction of the price of having to invest in equipment and training. Businesses that find themselves in need of transcription services will have two choices: either they invest in an in-house team, or they outsource to a professional partner. In most cases, the latter is the better option.  

One of the most common scenarios for transcription is with conference calls and company meetings. These are recorded as an audio file, and companies seek to transcribe them for easy reference later. Even though you decide to outsource transcription services, especially business transcription, it is necessary to opt for manual transcription for a good number of reasons.  

Benefits of Transcriber-Led Transcriptions 

There are several key benefits of allowing a transcriber-led team to deal with this important task. This blog post will discuss 7 of the most important benefits.  

#1: Frees up Teams  

Working with an outsourcing partner frees up in-house teams so that they can focus on more goal-oriented tasks. Instead of forcing them to multi-task and risk inaccurate transcriptions, find an outsourcing partner who will provide top-quality transcriptions.  

#2: Outsourcing Requires Less Effort 

Building an in-house team for transcription takes a lot of effort. It takes even more effort to delegate it to employees who have more important responsibilities. Partnering with an outsourcing service is much easier and guarantees the delivery of more accurate transcriptions.  

#3: No Need to Invest in Expensive Equipment 

Transcription equipment can be quite expensive, and then each new system would require training. It’s a rather intensive process that most businesses wouldn’t need to do. One or two transcribed files per week are not enough to justify the equipment needed to do this in-house.  

#4: Don’t Have to Train a Team 

Transcription requires a substantial amount of training if you want it done properly. This is a substantial drain on a company’s resources and, in most cases, not worth it to a business that only requires a limited number of transcriptions.  

#5: Higher Quality Transcriptions Guaranteed 

Transcriptions are going to be higher quality when hiring a professional, experienced firm. They have access to teams with vast experience and have equipped them with the right tools to add to their expertise. This combination allows for fast, accurate, and affordable transcriptions.  

#6: Flexibility 

Businesses tend to have varying levels of transcription needs, depending on a number of factors. This cycle will fluctuate throughout the year, so delegating transcriptions to an outside partner gives the company more flexibility. They won’t rigidly have to focus so many resources on keeping track of transcriptions. 

#7: Reduces the Turnover of Staff 

One of the biggest reasons for employee turnover is that they don’t feel engaged at work. So they will ultimately quit. Adding tasks like transcription only adds to this problem since it’s tedious work. Letting employees work on tasks that are challenging and engaging will naturally lower turnover.  

Transcribe Audio to Text Manually 

Patience is a huge part of transcription, which is why most people find it tedious. Again, most businesses opt to partner with a transcription specialist to avoid headaches. With that said, here is a step-by-step guide for audio to text transcription.  

Step 1: Preparation 

Audio transcription isn’t exactly complicated, but it can be tedious if the proper steps are not taken for preparation. It’s important that a transcriber set themselves up in the most efficient way possible. So, make sure that both the word processing program and audio file are easy to access. In fact, there are several tools that combine the two. They are not exactly necessary but will improve efficiency. During transcriptions, the audio file will need to be paused, played, and backed up numerous times so having easy access to both is essential.  

Step 2: Find a Point of Reference that’s Common 

Every transcription will have certain elements that are common, such as the names of speakers, departments, and locations. Transcription experts will create shorthand markups for these common terms to save themselves time during transcription. Then they can go through and clean those up during the editing phase. These shorthand markups can also be shared along with a reference so that readers can comprehend it.  

Step 3: Transcribe Audio File 

This is the phase when the audio is transcribed into text. While the concept is easy enough, there are some tips that ensure accuracy. The first is to make sure you only type at the proper speed. Accuracy is the most important factor, so never try to type faster than your ability allows because mistakes will creep into the transcription. Although there is a proofreading step later, the more accurate the original transcription, the less time it will take to proofread the document.  

Also, be prepared to look up the correct spelling of certain words during transcription. This includes names and programs. Accuracy, to this degree, adds a measure of professionalism to the transcription.  

Step 4: Editing Phase 

Proofreading the transcription is the next step. This is also when those markups can be replaced with their full meaning. Transcriptions must be accurate in order to provide the most value. Accuracy is one of the sacrifices companies that do this in-house tend to make. Without proper training and technology, transcriptions will be loaded with inaccuracies. Be sure to proofread for context as well, as this is an area that’s often overlooked.  

Step 5: Export the Document to the Proper Format 

Choose the right file extension for the final version of the transcription. It must be compatible with other processes in order to be valuable to the company. Most companies are okay with a Word Document, but sometimes other types of files are more compatible. Always understand the file type required before finalizing the transcription.  

Professional Text to Audio Transcription 

There are times when there’s the need to transcribe text to audio. In those cases, here’s the step-by-step process that professionals use to achieve it. 

Step 1: Edit the Text 

The first step is to make sure that the text is clean and polished so that the narrator doesn’t stutter over misspelled words or poor grammar. It doesn’t require deep editing since the text will serve as a guideline. Just make sure it’s clean enough to read clearly without distraction. It’s also a good idea to consult the dictionary now to learn the proper pronunciation of words.  

Step 2: Choose a Text Narrator 

The audio recording must be clear and audible for anyone, so it’s essential that the person narrating be able to speak with confidence. In most business text to audio translation, it doesn’t need to be perfect like it would with an audiobook. But the text should be spoken with authority and not sound like an automated text to audio translation. All details need to be addressed in advance of recording. Set periodic breaks within the text so that the narrator can catch their break.  

Step 3: Use the Right Equipment 

Having a narrator with the perfect voice would do little good if you’re recording it through a cheap microphone. You don’t have to invest hundreds of dollars into a microphone for simple translation tasks, but you’ll want to either get a condenser microphone or a dynamic microphone. This is where professional transcription services prevail over a business trying to do it in-house. They will already have access to the right equipment, so the final audio output will be clear, concise, and easy-to-understand.  

Step 4: Install the Right Software 

Again, professional transcription service providers will already have access to powerful audio recording and editing tools. The best program by far is Adobe Audition CC, but there are other options as well. The key is to make sure that the software of choice has the ability to edit audio into a crisp, audible format and that it can also export into a file type that’s compatible with your business.  

Step 5: Transcribe Text to Audio 

Record the audio, making sure that everything else in the room is silent. Even the gently hum of a fan will be picked up by high-quality microphones and can make the audio illegible. Also, use a pop filter to keep words from popping the microphone.  

For Precision, Take Assistance from the Experts 

Outsourcing Translation (OT) has invested a tremendous amount of time and energy into building a team of transcription experts from around the world. They have the skillset and experience to flawlessly transcribe audio files to text and text to audio based on the requirement. Backed by a stringent quality control process and a team of specialists, OT ensures the accuracy of all transcription tasks through a vast range of services such as – audio transcription, dictation transcription, medical transcription, and more. If your business is looking for accurate audio to text transcription services or crystal-clear text to audio transcription services, then contact us today!

– OutsourceTranslation