Conference Transcription Outsourcing

t and How to Get the Best ResultsNothing is as reliable as a recommendation, provided
In-house transcription of a conference can be ait’s a real recommendation and not just
massive drain on resources, as it takes a long time,‘referral marketing’ where someone who
especially for those who are not transcriptionhas never used the service may recommend it
experts. But how do you find an outsourced servicebecause it’s in a marketing group they belong
that’s right for you? This article aims toto. However, if you don’t know anyone who
provide advice on finding a transcription service thatcan recommend a good service there are a number
provides accurate, timely and complete transcripts. Itof other ways to choose wisely. Firstly, have a look
suggests ways in which the conference organiser canat the company’s website: does it mention
help the transcriptionist to ensure that theconference transcription; is the information on the
transcription is good quality and free of errors.site useful; is the site riddled with spelling and
In-house transcription of a conference can be agrammatical errors, because if so how good is the
massive drain on resources, as it takes a considerabletranscription likely to be; are there testimonials
length of time, especially for those who are notavailable?
transcription experts. But how do you find anThen, of course, you’ll need to find out
outsourced service that’s right for you? Thiswhether the service is available. Whether you phone
article aims to provide advice on finding aor email, not whether the transcription services asks
transcription service that provides accurate, timelyyou intelligent questions about your recording. Do
and complete transcripts. It suggests ways in whichthey ask about recording quality, recording type,
the conference organiser can help the transcriptionistclarity of speech, when you need the recording back
to ensure that the transcription is good quality andby, length of recording etc.? If they quote you an
free of errors.hourly rate without asking those questions then you
Book in advancedon’t really get a feel for how many hours it
As a transcriptionist, one thing I would stronglywill take them, and neither do they.
recommend is choosing your transcription serviceHow to get the best transcription from your
prior to the conference. Obviously your delegatesrecording
and speakers will want to see the transcript as soonThe next important point for conferences is that if
as possible, but a conference is a significant chunk ofyou are going to have questions from the audience
work to transcribe. If you have, for example, ayou will really need ‘roaming microphones’
conference lasting five hours, with the afternoonthat can be carried around the audience, so that
divided into four separate workshop sessions of 2.5questions are actually audible on the recording. You
hours each, and if you want each session transcribed,will also need a good conference recording set-up so
you’re looking at a total of 12.5 hours ofthat your main speakers can be clearly heard, and if
recording. That’s likely to be at the very leastyou have a panel question session then you will also
62 hours of work, because it takes much longer toneed individual microphones for each member of the
type than to speak. (See my article on affordablepanel. If you can also provide your transcriptionist
transcription for more information on this).  If youwith a list of delegates, as well as a list of speakers,
can book it in advance of the conference takingthis will allow them to refer back to the delegate list
place, and agree a turnaround time in advance, youto check name and organisation spellings of those
will be on the front foot when it comes towho ask questions from the audience. Also, although
completing a post-conference pack to provide tothe chairman frequently reminds people at
your delegates and speakers.conferences to please state their name and
Now if you start ringing round transcription companiesorganisation, they frequently don’t do this! In
once you have the recording ready to send, andthe heat of the moment they might just say ‘My
you’re hoping to have the transcript returnedname’s John Doe and I wanted to ask
to you in two or three days, you’re probably…’ or even ‘I’m from Energize
going to be out of luck. Why? Because competentCorp. and I was wondering …’ With a
and established transcription services are likely to bedelegate list the transcriber can find the organisation
booked up for some time in advance. A good,name or person’s name respectively. If at all
established transcription company, employing fullypossible (and you may be at the mercy of the
trained and competent transcriptionists who are ableconference venue here) opt for digital recording,
not just to type but also to proof-read and edit,rather than a recording on cassette tapes. Digital
recognise the correct homophones (words thatrecordings have a variety of advantages (please see
sound the same but are spelt differently), andsome of my other articles for details) but importantly
punctuate English correctly, is probably not going tothey are usually better quality than tapes and they
be sitting there waiting for your call. Although youcan be worked on by more than one transcriptionist
might strike lucky they will probably be booked upat the same time, meaning that your transcription will
for at least a few days!be completed sooner.
So if you book in your recording before theYou will also have a better quality transcription if
conference and agree to send it on a certain date,you’re able to provide the transcriptionist with
they will be able to turn it around for you muchany supporting material on the conference that you
faster. But do please remember that if yourhave available as this will help to establish ‘key
conference date changes then you need to tell yourwords’, words that may be not in common
transcription service!usage but particularly relevant to the topic of the
How to choose a good serviceconference.