To ensure the best-quality recording, work in a noise-free enviornment when you dictate.
Many professionals occasionally need to record material to be transcribed by another party. Though dictation may seem like a simple process, the transcript that is produced from your recording may be inaccurate if you don't practice proper dictation techniques. As you prepare for your next dictation project, a few tips should help the transcriptionist capture your words without need for clarification.
Familiarize Yourself With the Equipment
Before you begin dictating, make sure that you are familiar with the equipment you are using. Locate all the necessary buttons and consult the user manual if you are unsure use a specific function. It's also a good idea to have your dictation equipment serviced once a year to ensure that it is in good working order.
Pay Attention to Distance From the Microphone
Most dictation equipment recommends a specific distance between mouth and microphone to ensure the best sound quality. Holding the equipment too close to your mouth may muffle your words; holding it at too great a distance may create a recording that is too quiet. Varying the distance can be difficult on the transcriptionist, so try to be consistent with your position. Consult the user manual and follow the guidelines.
Pause After Hitting the Record Function
Your words may be clipped at the beginning or end of sentences if you begin speaking directly before or after activating your dictation equipment's record on/off button. To avoid missing words in a transcription, pause for one or two seconds after turning the record function on and before turning it off. In addition, do not use the voice activation feature if your equipment has it, because it may lead to clipped words as well.
Work in a Quiet Area
When dictating, try to work in a noise-free environment. The transcriptionist will be able to hear your words better without background noise to distract from or distort them. Working in a quiet area may help you concentrate better as well, so you do not need to correct yourself during the dictation. Minimize rattling cups, tapping pens and shuffling papers.
Spell Unusual Words or Names
To ensure accuracy in the transcript, spell out any unusual words or names while dictating. It may also help avoid the need for written documentation to clarify terms in your dictation. Spell any words that may be ambiguous or have multiple spellings, such as Maine Street and Main Street or Christine and Kristine.
Pay Attention to Grammar
As you dictate, be clear about the punctuation. Indicate where you would like a new paragraph to begin by stating "New paragraph." Identify commas, question marks and other punctuation marks in a similar fashion. Make it clear where quotations should begin and end and which words or phrases should be italicized.
