Conference Transcription Outsourcing - Why Do It and How to Get the Best Results

In-house transcription of a conference can be ahave a look at the company's website: does it
massive drain on resources, as it takes a considerablemention conference transcription; is the information
length of time, especially for those who are noton the site useful; is the site riddled with spelling and
transcription experts. But how do you find angrammatical errors, because if so how good is the
outsourced service that's right for you? This articletranscription likely to be; are there testimonials
aims to provide advice on finding a transcriptionavailable?
service provides accurate, timely and completeThen, of course, you'll need to find out whether the
transcripts. It suggests ways in which the conferenceservice is available. Whether you phone or email, not
organiser can help the transcriptionist to ensure thatwhether the transcription services asks you intelligent
the transcription is good quality and free of errors.questions about your recording. Do they ask about
Book in advancerecording quality, recording type, clarity of speech,
As a transcriptionist, one thing I would stronglywhen you need the recording back by, length of
recommend is choosing your transcription servicerecording etc.? If they quote you an hourly rate
prior to the conference. Obviously your delegateswithout asking those questions then you don't really
and speakers will want to see the transcript as soonget a feel for how many hours it will take them, and
as possible, but a conference is a significant chunk ofneither do they.
work to transcribe. If you have, for example, aHow to get the best transcription from your
conference lasting five hours, with the afternoonrecording
divided into four separate workshop sessions of 2.5The next important point for conferences is that if
hours each, and if you want each session transcribed,you are going to have questions from the audience
you're looking at a total of 12.5 hours of recording.you will really need 'roaming microphones' that can be
That's likely to be at the very least 62 hours ofcarried around the audience, so that questions are
work, because it takes much longer to type than toactually audible on the recording. You will also need a
speak. (See my article on finding affordablegood conference recording set-up so that your main
transcription for more information on this If you canspeakers can be clearly heard, and if you have a
book it in in advance of of the conference takingpanel question session then you will also need
place, and agree a turnaround time in advance, youindividual microphones for each member of the panel.
will be on the front foot when it comes toIf you can also provide your transcriptionist with a list
completing a post-conference pack to provide toof delegates, as well as a list of speakers, this will
your delegates and speakers.allow them to refer back to the delegate list to
Now if you start ringing round transcription companiescheck name and organisation spellings of those who
once you have the recording ready to send, andask questions from the audience. Also, although the
you're hoping to have the transcript returned to youchairman frequently reminds people at conferences
in two or three days, you're probably going to be outto please state their name and organisation, they
of luck. Why? Because competent and establishedfrequently don't do this! In the heat of the moment
transcription services are likely to be booked up forthey might just say 'My name's Anne Hickley and I
some time in advance. A good, establishedwanted to ask ...' or even 'I'm from Penguin Office
transcription company, employing fully trained andServices and I was wondering ...' With a delegate list
competent transcriptionists who are able not just tothe transcriber can find the organisation name or
type but also to proof-read and edit, recognise theperson's name respectively. If at all possible (and you
correct homophones (words that sound the samemay be at the mercy of the conference venue here)
but are spelt differently), and punctuate Englishopt for digital recording, rather than a recording on
correctly, is probably not going to be sitting therecassette tapes. Digital recordings have a variety of
waiting for your call. Although you might strike luckyadvantages (please see some of my other articles
they will probably be booked up for at least a fewfor details) but importantly they are usually better
days!quality than tapes and they can be worked on by
So if you book in your recording before themore than one transcriptionist at the same time,
conference and agree to send it on a certain date,meaning that your transcription will be completed
they will be able to turn it around for you muchsooner.
faster. But do please remember that if yourYou will also have a better quality transcription if
conference date changes then you need to tell youryou're able to provide the transcriptionist with any
transcription service!supporting material on the conference that you have
How to choose a good serviceavailable as this will help to establish 'key words',
Nothing is as reliable as a recommendation, providedwords that may be not in common usage but
it's a real recommendation and not just 'referralparticularly relevant to the topic of the conference. A
marketing' where someone who has never used thegood transcriptionist will also probably be able to
service may recommend it because it's in a marketingsearch out most unusual words using Google or a
group they belong to. However, if you don't knowsimilar search engine, but this takes extra time, and if
anyone who can recommend a good service thereyou have already provided material to help time will
are a number of other ways to choose wisely. Firstly,be saved.