4 Ways to Enhance Your Dictation

You would think that dictation is pretty straightforward: you speak into a recording device and your saved message is sent out for transcription. Often, though, when you receive your transcript back, you will find holes in the message your were trying to convey or the format is not as you intended. Here are some pointers to make sure that you include all the information you need:

1. Minimize Background Noise

Minimizing background noise is key to making a clear recording of your dictation. A clear recording helps the transcriptionist to capture every word accurately and keeps transcription costs down.

Be sure to silence cell phones and radios during dictation. You may also need to find a quieter environment away from the office or home when dictating.

2. Define Your Document

Are you dictating a legal brief, a memo or a letter? Be sure to state exactly the type of document you are desiring. If you need a copy mailed or emailed to a party, be sure to include this information, too.

3. Remember the 5 W's

Remember the 5 W's: Who, What, Where, When and Why. This may seem rudimentary to you, but these basic questions will ensure that you have included all of the information pertinent to your transcript.

4. Include Formatting Commands

Formatting commands helps the transcriptionist provide you with the most accurate document possible. At the end of a sentence, use "period" or "stop". Starting a new paragraph? Use "new paragraph".

If your document requires special formatting, such as a legal order or brief, be sure to state the formatting parameters.


Following these four simple pointers will help you to get the most out of your dictation and will ensure that you are satisfied with your transcribed document.