TRANSCRIPTION PROCESS

RECORD: your audio files.
UPLOAD: your audio files online from anywhere.
INSTRUCT: us about your requirements.
PROCESS: and your audio.
RECEIVE: your transcript.

The quality of recorded sound that you upload to Way With Words is important and is influenced by how you record your audio file.

Choose your recording equipment carefully: When selecting a recording device, rather choose one that will allow you to record in digital format (preferably mp3). Do note though that all digital formats are compatible with our software and equipment.

Speak with a strong clear voice: Should you be outside or in a place where there is background noise, such as people talking, vacuum cleaners, announcements being made, or phones ringing, remember to increase the level of your voice to be sure that the discussion is recorded clearly. If there is a sudden disturbance then repeat your statement, particularly if it is important.

Save your recording in high resolution: It is always helpful to save your audio file in the highest possible resolution or setting on your digital recorder. The higher the quality setting the better the quality of sound for us to transcribe.

UPLOAD audio files

Once your recordings are complete you can securely upload these files using our web site "Upload Files" link for transcription. All files are securely stored on our system which uses the highest state of the art security (SSL).

INSTRUCT and provide any other guidelines

You will be asked to indicate your preferred turnaround time or deadline, the number of speakers in your recording, your preferred transcription format and any other relevant information that will help our typists produce an accurate transcript.

(i) Turnaround Time (Deadline)

Turnaround time is determined by you (the client). Should Way With Words encounter large volumes of work (as happens on occasion) and our capacity is constrained, one of our Client Managers will call you to confirm your turnaround time, or if your deadline is flexible, set a new, acceptable deadline.

(ii) Number of Speakers

You will be asked to indicate the number of speakers in your recording. The two options are: "1 or 2 speakers" and "multiple speakers" (3 or more speakers).

(iii) Formats and Other Relevant Information

Way With Words offers three transcription formats for clients - a default format or the option of two other formats for you to choose between:

DEFAULT: Standard Format: This is a verbatim transcript, which EXCLUDES ums and ahs, repeated words, emotions, background noises and meaningless prompts by the IV, but INCLUDES half sentences, verbiage and repeated short phrases. [View sample]

Smart Format: This is a transcript which EXCLUDES verbiage, emotions, background noises, the unnecessary use of 'right' and 'okay', meaningless prompts by the IV and repeated short phrases but includes half sentences. Poor grammar can be corrected, if you are sure you know what speakers mean. [View sample]

Full Verbatim Format: This is a verbatim transcript, which INCLUDES ums and ahs, repeated words, half sentences, background noises, emotions, IVs prompts and verbiage. [View sample]

All transcripts are done in MS Word using Times New Roman (font size 12), unless there is a special request otherwise.

(iii) Other Relevant Information

Vocabulary lists, names of speakers, and anything else you feel is relevant to the subject matter and would assist us with your transcript should be provided. This information can be uploaded with your job in a separate document, such as in MS Word, or typed during the upload process directly into our comment box facility on our web page.

PROCESS And wait while we transcribe your audio files

The transcription process begins as soon as we have received the files from you and they appear on our server.

Your audio files will appear on our proprietary Operational Management System (OMS) with all your added instructions via our Upload Files link. We will immediately check your audio files for length and sound quality.

Your file will then be allocated, based on turnaround request, sound quality, and subject specialisation by our Operations Management to the appropriate transcriber. Our transcribers will be informed of your preferred format and all other guideline instructions. They will use specific transcription software to then transcribe the audio file into a typed document based on your requirements.

RECEIVE your completed transcript

Finally, we Quality Control (QC) your document, double checking for any discrepancies between the audio file and your typed document. Once the transcript is approved, it is immediately emailed to you as a MS Word document.