Author: outsource-typing

I'm Fiona, owner of Outsource Typing. Based in the UK, we provide Virtual PA and transcription services to businesses and individuals worldwide. You can follow us on Twitter, Facebook and Google+

8 Top Tips for Recording Interviews

Tips for recording interviews

You might be brand new to audio recording, or just fed up getting poor quality transcripts back.  If so, this article is for you! 

At Outsource-Typing, we have extensive experience in the transcription process. We’ve compiled below a cheat sheet, feeding back some of our best tips to help things run as smoothly as possible for you on the day of your recording and beyond, into the transcript phase.  

A link to a PDF of this article can be found here: 8-top-tips-for-recording-interviews – you might find it helpful to keep as a prompt or for ease of reference.    

  1. Trial and test your equipment
  • Perform a short test to check audio is being picked up clearly on the recording and all speakers are sitting at a suitable distance from the mic.
  • Check battery levels and that everything is plugged in correctly!
  • Remember to periodically check the indicator light on your recording equipment during the session.
  1. Introductions and identifying all speakers
  • At the beginning of the recording, it is essential that each participant introduce themselves – spelling names if necessary – to enable the typist to then identify that person each time they speak as the meeting evolves. A longer introduction (e.g. full name, where from, how they travelled to the session) would be preferable where interviewees or participants have similar accents.  This longer dialogue at the beginning can help typists pick up on distinguishing voice characteristics to make it easier to identify each speaker throughout the transcript. 
  • Remind all participants that the session is being recorded and to speak slowly, clearly and audibly for recording purposes.
  • Regularly remind participants not to speak over each other for the benefit of the recording.
  • The interviewer / moderator could attempt on occasions to refer to the speaker by their first name upon completion of their comments to aid the typist in identifying speakers. This is especially helpful regarding participants who contribute less to the discussion over the piece. 
  1. Too many people speaking at once!

We do our best when people are talking over one another to pick out exactly what is being said, but this can be difficult at times.  If this happens, prompt the person(s) to repeat themselves, separately, for the recording.  If speech absolutely cannot be made out, (overspeaking) will be inserted into the transcript.

  1. Background noise

While we’re experts at completing even the trickiest of audio files, there are some things you can do to ensure your job is returned with less speech missing and also to a speedier timescale if you consider the below tips:

  • Politely request all participants to switch mobile phones off or onto silent mode prior to commencing the group or interview session – preferably without vibration set to “on” if the phone is sat on the desk – this will get picked up and amplified on the mic and may obscure speech!)
  • Any internal telephones could be diverted either to voicemail or another line so as to avoid them ringing during the recording as this can interfere with the recording quality and render what is being said inaudible.
  • It may not be possible to avoid, but water coolers, fans, air conditioning, stirring of tea and coffee, shuffling paperwork, tapping or banging on the table, people coming in and out of the room, etc., all cause background noise on the mic and can obscure what is being said. If possible, turn undesired equipment off.  If a person enters the room late, it is advisable to curtail the discussion until they are seated and introduced to avoid distraction and background noise. 
  • Sirens / heavy traffic noise / beeping horns / jet engine noise – please be aware that we can’t hear over this, it is amplified! If you can halt the discussion while there are sudden loud disturbances such as these it would be helpful – if this isn’t followed, perhaps you could ask the speaker to repeat what they have said for the purposes of the recording.    

If speech cannot be made out for any of the above reasons despite both our best efforts, (inaudible) will be inserted into the transcript and a time-stamp inserted to indicate the exact time-point of the discussion.  You may want to go over these yourself to see if you can make out what has been said. 

  1. Inaudible speech

People speak in a range of accents, tones and timbres.  Very quiet or softly-spoken people may need to be prompted to speak up for the recording.  Likewise if someone is mumbling!  To avoid embarrassing them or appearing rude by constantly asking them to speak up, you could halt the recording and ask that person(s) to sit closest to the mic.  It’s better to address the issue, pause the recording and resume than to have nothing they’ve said picked up at all!  We can boost volume and sound quality to a certain extent with our software, but we can’t work miracles!    

  1. Industry terms

It’s helpful to us if you spell any unusual names, words or terms for the purposes of the recording actually on the recording – or, if this isn’t followed, along with the recorded audio files, provide us with a “crib sheetorvocab doc containing a list of likely used words, phrases or acronyms.  Therefore, if someone says a word or term that you are not familiar with, asking them to spell it for the recording is helpful for the typists when completing the transcript. 

  1. Offer breaks
  • People get tired, distracted, thirsty, restless, when sitting for too long – offer them a break if you notice they are looking distracted, or especially if know the recording is going to go on for longer than an hour. You could consider designating a time for rest breaks that will not interfere with the recording of the session – after, say, 45-60 minutes.  You can pause recordings at any time, and this is always helpful to state prior to getting started, so as to avoid your interviewees from feeling trapped!   Just remember to ensure that the recording is on again after you hit pause.  Familiarising yourself fully with the equipment beforehand is essential.    
  • For disciplinary hearings, it is recommended – and respectful – to offer the subject a break at regular intervals.
  • When returning from any breaks, it’s best to ensure everyone sits in the same seat to ensure continuity, and to wait until everyone is settled until resuming the recording to cut down on background noise. 

20 tasks we can do in under an hour

Virtual Assistant quick tasks

Could you work more effectively if you delegated? The benefits to you could equal more time to get on with your core business tasks, or just might make your life easier and more stress-free in general.

Here are 20 popular tasks our experienced admin staff can carry out for you:

  1. Data entry – type up over 100 lines of data, e.g. contacts list
  2. Social media – set you up on Facebook, Twitter, LinkedIn
  3. Document conversion – convert MS Word documents to PDF or vice-versa
  4. Marketing – set up a Mailchimp account for email marketing/newsletters
  5. Market research – create a survey using Survey Monkey
  6. General internet research
  7. Form filling
  8. Travel plans – book flights, accommodation, meals, etc.
  9. Diary management – meeting organisation, Doodle Polls, etc.
  10. Financial – chase up unpaid invoices
  11. PowerPoint – create a presentation template
  12. Copy typing – type 5-10 pages of A4 handwritten text
  13. Create a professional signature block for emails
  14. Get quotes from potential suppliers
  15. Personal errands – sourcing gifts or services online
  16. Reception duties – fielding calls/call handling service
  17. Type your dictation – short audio files, podcasts, interviews, etc.
  18. Create reports – pivot tables in Excel
  19. Organise files using Dropbox
  20. Create document templates and new databases

This is not an exhaustive list of what Outsource-Typing can do for you, just a sample of what we offer – we’re not just all about the typing! And at a cost-effective and competitive price, it’s worth finding out more. Contact us now: fiona@outsource-typing.com

Cost Comparison – Staff vs. Freelance Virtual Assistant

Thinking of hiring a temp, or full/part-time in-house staff to assist with admin or secretarial tasks?  How many of these tasks could be done remotely (off-site) by a skilled Virtual Assistant? To show how outsourcing to a Virtual Assistant can save you money, take a look at these cost comparison stats.

Because Virtual Assistants are specialised, highly experienced and have accumulated resources and connections at their fingertips, this automatically reduces down the number of hours spent on your tasks – important when you only pay for the time you use. We aren’t paid for coffee breaks, holidays or training. We are also self-employed – no need to worry about tax, National Insurance, overtime, mandatory pension, sickness/holiday pay, admin resources, equipment, supplies or training costs.

Our comparison guide above followed the version kindly offered by VA Networking.

Why you should hire a Virtual Assistant

Why you should hire a Virtual Assistant

Using a VA (“Virtual Assistant”) service can help you to:

  • Reduce your workload
  • Achieve a better work-life balance
  • Focus on your core business tasks
  • Get around to your to do list
  • Strengthen and revitalise your business
  • Utilise skills and experience unavailable within your company
  • Achieve a professional finish to your written reports and work

Delegate
Virtual Assistants do the same tasks an in-house secretary or PA would do for you, except on a freelance basis and from our own office.

Service Level
Our team is made up of highly experienced PAs and secretaries with many years’ previous experience. We research, proofread and transcribe your work accurately and professionally. We can work to your templates or create new ones for you.

Transcription
We are UK-based and a native English speaking team, who can expertly analyse your audio files in detail – accents, multi-speaker interviews, abbreviations, acronyms and industry terms. We research any words or terms we aren’t familiar with to save you time and give you the fullest possible service. We highlight these for you to review, to ensure total accuracy.

Initiative
Our extensive PA experience puts us in good stead for understanding what your requirements are and we will go the extra mile to help you achieve those.

Security
We are registered under the Data Protection Act and our transcribers sign a non-disclosure agreement and confidentiality agreement. We delete all sound files and documents once the job is complete – nothing is stored. We are happy to sign any agreements you may have.

Our virtual door’s always open how to get in touch
We’re always just a click or phone call away – call, email or Skype us.  We work core hours of Monday-Friday 9am to 5pm but if you require work carried out in the evening or at weekends this can be accommodated.  

Spelling out the Benefits

  • We work from our own premises – no need for you to pay for office space and other associated costs
  • Pay-as-you-go service/no obligations – only pay for the time you use, no contracts 
  • We are self-employed – no need to worry about tax, National Insurance, overtime, mandatory pension, sickness/holiday pay, admin resources, equipment, supplies or training costs
  • Business minded – as a business owner, I recognise and understand the importance of helping your business flourish
  • No training required – we can start immediately with all the relevant skills and knowledge, can offer useful suggestions, are multi-skilled in various professional industries (legal, medical and corporate)
  • Green – we are a great way to offset your carbon footprint, as everything is done via electronic transfer

We always offer a trial of work so you can see if it is right for you.
Call now to find out more: 01875 340 892 or email: fiona@outsource-typing.com

The Telegraph

We received another mention in The Telegraph online from 5 December (thank goodness for Google Alerts!Full article here by Elizabeth Anderson, listing all of the 100 businesses that took part this year. So, another year over for Small Business Saturday, but if you’re interested in taking part or being one of the “100”, like my business was, visit the Small Business Saturday UK website for further info.

Outsource-Typing and Small Business Saturday UK 100

I am pleased to say Outsource-Typing has been chosen to participate in this year’s Small Business Saturday UK “100”.  100 businesses have been chosen from all around the UK for promotion, one each day between now and 6th December: event day.  What’s in store for the event day is still a secret, so it will be interesting to see what they organise for us all and I am looking forward to meeting the other participants.

Capture

 Here’s what they say:
Small Business Saturday is a grass-roots, non-political, non-commercial campaign that supports, inspires and promotes small business and encourages people to support small businesses in their communities, both on the Saturday itself and beyond. It is a time to focus on our nation’s small businesses, which provide almost two thirds of private sector employment and almost half of private sector turnover. This year Small Business Saturday in the UK will take place on the 6th December, one of our busiest shopping days of the year. More information on Small Business Saturday can be found on the Small Business Saturday Facebook page, Twitter page and website”.

 Some stats from the 2013 Event:

  • 48% of UK consumers aware of the day
  • Over 1.5 million Facebook views
  • #SmallBizSatUK trending top 3 all day
  • 40% of Local Authority support
  • £460m+ spent in small businesses

I’ll be doing my best to promote the event on social media, in my local area and also through my website and this blog!  

I hope that this has been of interest and if you want to find out more please don’t hesitate to contact me or visit the links above.

Now I’m off to go and draft my press release!

Medical and Legal Transcription

Before starting Outsource-Typing, I was an experienced litigation legal (11 years) and medical secretary and PA (4 years).  We can take on both your digital and mini-cassette tape dictation and can copy type your handwritten notes from consultation or court, etc.  

We are registered with the Data Protection Act 1998, never store information for more than 48 hours and can delete sooner if requested.  We can also encrypt and password protect your work so that it’s bulletproof in terms of confidentiality. We’re happy to sign any confidentiality documentation – please let us know your requirements.  We’re proud to offer a tailored service.

Examples of medical work offered (but not limited to): 
Medico-legal reports, clinic notes and correspondence, symposia transcription, panel discussion transcription, consultation reports, psychological and psychiatric reports.

Examples of legal work offered (but not limited to): 
Court pleadings, precognitions and witness statements, letters to Counsel, Statements of Claim, contracts, affidavits, leases, wills, property documentation, minutes, Children’s Hearings, employment tribunals. 

You can send your tapes to us by using a service such as Royal Mail’s Special Delivery service as this is safe, secure and trackable.  As for digital dictation, it’s really up to you – you can email us directly with the sound file attachments, via a preferred FTP (e.g. such as Transfer Big Files) or via Dropbox, which we recommend.

We offer a fast turnaround of work.  Contact us for a quote.  

Don’t hesitate to give us a call on 01875 340 892, or email fiona@outsource-typing.com for a free consultation.