Dictation Tips

• Test your tape recorder and tape to make sure they are working properly. Check recording volume to make sure it is appropriate.
• Use a high quality microphone that stands up and test it for distance with a "normal speaking voice" with "normal background noises" that will occur during the taping session. You might wish to have more microphones or use lapel microphones.
• Tapes for voice dictation filter out background noise. Music tapes pick up every possible sound.
• Eliminate TV or background music. Keep microphone away from fans, A/C units, etc. Noises in a plane, cafeteria, car, swimming pool, or outdoors will drown out words.
• Erase the tape to avoid overlapping old and new dictation.
• Use a demagnetizer and tape cleaner every 10-30 hours of use.
• Rewind tapes to save time and confusion as to where to start transcribing and indicate which is Side 1, Side 2.
• Attach pertinent reference material for proper names, addresses ...
• Make a backup copy of your tape(s)…better to be safe then sorry!

Remember, as you begin. . .

• Identify yourself on the tape, as well as any other speakers.
• Speak clearly and loudly. Enunciate clearly.
• Dictate punctuation or style preferences. Periods and paragraph breaks are helpful. Indicate "open" and "close" for quotes and parentheses.
• Avoid time delays and costly revisions by spelling words, especially proper nouns like Kathy, Cathy, etc. at least once. Saying ‘B’ as in ‘boy’ helps avoid mistakes. The letter sounds b, d, f, m, n, s, t, and v are difficult to distinguish.
• Remind discussion group members to not speak at the same time.
  Moderators should address each speaker before they speak.
• If you need verbatim transcription, that means every ‘uh’, ‘um’, ‘you know’ will be transcribed. Specify verbatim if needed.

Clerical Services Unlimited utilizes the industry production standard 4:1 ratio for dictation, in which 1 hour of audio tape equals 4 hours of typing. Exact typing hours per each hour of audio depends on the quality and clarity of the tape.

Tips to control costs

All pricing is calculated on an hourly basis. To ensure maximum efficiency, be sure to communicate accurately your expectations for the finished product. 

• Plan in advance and allow adequate completion time – rush projects always cost more 
• Keep interruptions to a minimum – every call and visit adds to production time 
• Write legibly or speak clearly when dictating
• Be sure names are spelled correctly
• Double check all your arithmetic 
• Avoid last-minute revisions and additions
• Organize your source materials logically and provide clear, written instructions
• Begin with an hourly rate, then if your need for time consistently increases, upgrade to the prepaid retainer rate

An additional method for reducing expenses is to perform your own proofreading. Simply request a “draft copy” of your project, mark your changes, and then return it to us for revision and final printout. This usually reduces costs by 10-25%, depending on the project.