How to Transcribe a Speech Sample

by Ellie Williams
Use transcription software to save time.

Use transcription software to save time.

Jupiterimages/Brand X Pictures/Getty Images

Transcription can be a valuable tool in both your personal and professional lives. Whether you want text for a lecture you attended or a transcript of the last company board meeting, it’s important to know how to accurately turn an audio recording into a permanent written record.

1.

Choose a recording method. While many people still prefer the traditional tape recorder and cassette tape, you can also use digital recorders. In addition, many cell phones include recording functions. If you use a digital method, you can upload the recording directly to your computer and play it back from there for transcription.

2.

Check your recording device to ensure it’s working properly if you’re recording the speech yourself. Also, bring extra batteries in the event the speech is longer than you expect or the first set of batteries malfunctions. If possible, place the recorder near the person speaking, such as on the podium or on a nearby table. If you can’t do that, use a microphone to better pick up the sound and produce a clearer recording.

3.

After the speech, listen to a few minutes of the recording to assess the sound quality and ensure you captured the speech. While you can’t ask the speaker to give his speech again, you can ask him to repeat one or two key points. This is especially true if you’re recording the speech for journalistic purposes. In this case, the speaker might expect to be asked for quotes.

4.

Choose a transcription method. Just as some people prefer old-fashioned tape recorders to newer digital devices, some people also favor transcribing by hand instead of by computer. If you choose to write out the transcription, use shorthand to save time and make the process easier.

5.

Invest in high-quality transcription tools if you’re using your computer to transcribe. You can purchase transcription software that allows you to slow down the recording so it’s easier to understand. This also helps you keep pace with the audio so you don’t have to continually rewind to catch words you missed. Other software, called speech-to-text, transcribes audio to text, saving you the time of manually transcribing the entire recording.

6.

Include silences, pauses and sentence and word fragments. If you’re using the transcript for an article, research paper or other document, it’s important to have an accurate transcript, including pauses or places where the speaker had difficulty articulating his thoughts. This also provides context for his words. In addition, if you’re transcribing the speech for an official record, it’s often required to include every aspect of the original audio.

7.

Proofread your transcript. Review it for obvious mistakes such as typos, misspelled words or grammatical errors. If you used software that creates a text transcript, search for words that are commonly mistaken for each other, such as pour and pore. Next, listen to the recording and compare it to the written version.

8.

Clearly label and date the file and original recording so you can easily find it again if needed. Include the name of the person speaking and other identifying details such as the location or nature of the speech.

Things Needed

  • Recording device
  • Computer
  • Transcription software

Photo Credits

  • Jupiterimages/Brand X Pictures/Getty Images
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