Hints & Tips

  • Dictation and using a professional transcription service is an extremely time and a cost-efficient way of producing professional documents.
  • If you want to do more in your working day, mastering dictation is an excellent way to improve your productivity.
  • We know this as some of our clients are dictation Jedi and even we can hardly believe the volume of documents they produce in a week.
  • If you’re new to dictation, don’t worry about how good your recording is or isn’t, just send it to us.  It’s a great business skill and that’s worth the time and effort to master.

Become a dictation Jedi              

  • Organise yourself with everything you need for the dictation to hand.  For example:  Address, contact details, meeting notes, your diary, reference information etc.
  • Use a template document or write bullet points to establish the points you want to make in order.
  • After pressing record, pause for a second and again before you press stop, as this will ensure that none of your words are clipped off.
  • Introduce each dictation by stating the document type, for example, letter, meeting notes, report, witness statement.
  • Include reference details like date, time, meeting attendees, distribution, addresses, contact details etc.
  • Speak at an even pace throughout the dictation.
  • Spell unusual words or place names.
  • Clarify ambiguous or similar sounding words e.g. 40 “4-0”  15 “1-5”.
  • Speak loudly and clearly.
  • Take a breath between sentences and don’t rush the dictation as it will make it more difficult for the typist to hear and understand.
  • Reduce background noise as much as possible by using a quiet area or if you are in an office close the door or window.
  • Give information such as ‘full stop’, ‘comma’, ‘question mark’  and ‘new paragraph’.
  • Hold your voice recorder the manufacturer’s recommended distance away from your mouth.
  • When you have finished dictating, let the typist know by saying ‘end of dictation’.
  • A good clear audio dictation lends itself to a fast and accurate transcription.