6 Steps: Record & Share Successful Meetings

6 Steps: Record & Share Successful Business Meetings

Yet another meeting is coming up. You want to find better ways to process the information, record and share all of the important discussions.

Writing or typing snippets of ongoing meetings is, admittedly, a bit archaic. We’ve all raced to follow and type points from a speaker. You tend to miss important points or accidentally misinterpret ideas.

The traditional meeting minutes are also usually incomplete, missing contextual details that can change the interpretation of conversations.

Recording meetings can actually be a seamless process, and there is real value in owning a full text copy, especially if the discussion is critical. To get started, simply have a recording going on in the background.

The best way to record and transcribe meeting minutes is by recording audio, then outsourcing to professional business transcription services to create transcripts of your recurring meetings.

Let me help you ensure that meetings throughout your day are maximized.

Here’s a step-by-step guide towards a successful and complete recording of your business meetings through transcripts.

How to make better use of meetings

Keeping text copies of your meetings helps you and your participants remember important points.

However, when I think of meeting minutes, hastily scribbled written notes that are incomplete and often indecipherable comes to mind.

Also, when team members are focused on taking notes, their focus shifts from the meeting.

That is why a good, complete transcript is important as a record for points discussed. It can be used for internal archives, sharing, or a reference for public-facing communications

Team members can review what went on during the meeting, while those who missed it can stay up-to-date with an accurate transcript.

Image: Transcript w/ timestamps and initials identifying speakers

In the meantime, as you record audio and have it transcribed, you feel safe with the knowledge that the text is accurate, truly representing the meeting’s content and purpose.

1. Prepare for the meeting.

One way of preparing for the meeting is by having an outline ready containing the purpose and points to be discussed.

It can be a simple outline of the topics or concerns to be addressed in sequence.

Make sure to distribute the outline to participants beforehand, so that they can prepare, as well, with their input and ideas around the topics.

An outline also makes the discussion go smoother, ending up in a transcript that will be easy to consume and a joy to read.

2. Use a good recorder.

Getting a clear audio recording ensures accurate, good-quality transcripts. It also makes the whole transcription process easier.

Place the recording device somewhere in the room where it can pick up all the voices of the participants in an even volume. This can be at the center of the table.

Placing it too near a single person might produce an excessively loud voice recording, diminishing audio input from other participants.

Here are a few recording software/devices that work well for transcriptions:

  • Your mobile device’s voice recorder for an on-hand solution.
  • Sony UX560 for crisp, clear audio in the most-common recording situations. It recharges via USB and lets you easily transfer files to a computer.
  • Scribie for transcribing audio/video recordings and online meetings

3. Introduce yourselves.

There is a reason why I’m suggesting an introduction at the start of the meeting.

You might already know each other and feel a bit silly going around the table for an introduction, but if you prefer indicating speaker turns in a particular transcript, this can be useful.

Company Meeting - Introduce Yourself

There’s a good chance that the assigned transcriptionist won’t recognize the identity of speakers.

Mentioning the names of meeting participants will allow your transcriptionist to include speaker names and associate a voice to a speaker.

Speaker names in transcripts let readers know exactly who said what during a meeting.

You can do this by having members state their names and a few things about themselves beforehand, such as their positions.

Scribie’s meeting transcription services, for instance, detect multiple speakers and attribute names to each speaker in the transcript.

4. Set meeting rules.

For crisp and clear communications, set rules for talking.

Setting meeting rules keeps the process smooth and organized. Discussions and points are heard and understood more easily by everyone, and every participant gets a chance to join in and contribute to the discussion.

This also leads to cleaner recordings. Clean audio files make playback and the transcription process afterward considerably easier.

Instruct participants to avoid interjecting and talking at the same time as this makes information hard to follow. In any case, with or without transcription in mind, we want to be polite and competent communicators.

Each speaker should finish before another can begin.

This helps others follow the course of the meeting, distinguish the points of a speaker from another, and produce a clearer, cleaner transcript.

5. Remove background noise.

Background noises can interfere with the recording of your meeting.

Prior to the meeting, remove any potential distractions or items that can cause background noise or audio distortion. This can be a noisy air conditioner, pen caps, doors opening, or others.

Background noises reduce the clarity of your recording, mask conversations, and potentially introduce mistakes in the transcript.

6. Hire a professional transcription service.

Once you have an audio recording, whether it’s in an MP3, MP4, or another file format, you have several options for transcription.

You can either DIY it, assign transcription to a team member, or outsource to professional business transcription services.

Scribie has the expertise and software necessary to quickly create your transcripts with 99% accuracy in your desired format.

Why Outsource with Scribie?

Scribie ensures that you get the most complete and precise meeting transcription services, with business features including team accounts and centralized billing.

Outsourcing transcription with Scribie has several benefits:

  • Invest more time and focus on the work you need to do
  • 99% accurate, quality transcripts by skilled specialists
  • Confidentiality and privacy
  • Save time and faster delivery
  • Team account: Grant access to your team members, share payment methods, files
  • Account credits: Add funds to your Scribie account and share them with your team members

Our exclusive, rigorous Four-Step Transcription Process provides the highest accuracy, quality assurance, speedy delivery, and privacy for customers.

Through business meeting transcriptions, you (and your team members) will never miss important ideas and topics shared during meetings or conferences.

Ready to transcribe your business meetings? Upload your meeting recording on Scribie for a transcript today!

Top 9 Business Transcription Use Cases (Benefits & Tips)

Top 9 Business Transcription Use Cases (Benefits & Tips)

As a business or enterprise, you produce a high volume of content from company communications and data.

This content can be in the form of video or audio which can be difficult to store, share, follow or translate. This is why you need a text copy.

For instance, if you’ve ever had to return or refund a defective item to a store, the first thing they’ll look for is a receipt. A receipt is a written acknowledgment of having received, or taken into one’s possession, a specified amount of money, goods, etc.

While transcripts aren’t necessarily receipts, enterprises need similarly important, complete and accurate written records. The text can be used as a reference, to share ideas, display corporate transparency, and even save you from legal action!

Business transcripts are full written records of discussion, transactions, and ideas.

They fill the gaps of information missed during a meeting, a conference or customer call, a presentation, or other important transactions. These are usually recorded and outsourced to reliable business transcription service providers.

Before I list use cases of enterprise transcripts in detail, let’s break down the definition of transcriptions to its core.

What are business transcription services?

Business transcriptions convert audio input file in formats such as WAV, MP3 or others to text output file in formats such as PDF, Txt, Doc., and others.

Transcription services can include closed captioning, WebEx Transcriptions, multiple speaker tracking, and verbatim transcription capturing every syllable.

Why Outsource Transcription Services?

Earlier, I mentioned that transcriptions are usually outsourced. Here’s why.

Considering the high volume of enterprise communications, you’ll want to outsource business transcription to cut down costs. This is for…

  • Accuracy
  • Lower cost
  • Availability
  • Higher productivity
  • Faster turnaround
  • Focusing on more important tasks

Outsourcing also lets you take advantage of a specialist firm’s availability. Transcription service providers typically have the resources across all different time zones. This helps increase your productivity, even as you and your fellow employees get off from work.

Being that they’re skilled specialists, your transcripts are being taken care of by a provider with years of experience in producing high-quality transcripts.

Scribie.com, for example, has a unique meritocratic Four-Step Transcription Process. Your transcript goes through four layers of quality assurance for accuracy and precision, each time through a more skilled QA specialist.

This process ensures a secure upload and privacy, with no single person viewing the entire contents of your recording.

You’ll also want a transcription service provider with team billing and coordination features. Scribie’s Account Credits let you add funds to your account and share them with your team members. Grant access to your team members, share payment methods, files, and more.

Accuracy is a cornerstone of enterprise transcripts…

There are certain industries that need accurate transcription for critical transcripts.

As an enterprise, accuracy is one of the essential defining features you’ll want to look for in a transcription service provider. Business process outsourcing companies (BPOs), for example, need to record customer calls by the letter.

Building your own internal capabilities, whether you’re pondering doing some transcriptions yourself or assigning a team, will result in a slow turnaround, higher cost, and distract from other essential tasks.

Enterprise Transcription Use Cases

Now that we’ve talked a little about the importance of transcription and why outsourcing is a good option…

Here are a few popular use cases for transcription in businesses:

Meetings

The minutes of a regular or annual general meeting can leave out important data and be misinterpreted. Full-text transcripts of meetings ensure that the entire context of what was discussed is available.

Conference Calls

Important information in conference calls can be interrupted during calls by background noise, static, or others. Text copies also give you time to analyze and later share the discussion.

Scribie offers automatic transcription of your conference calls. Our platform integrates with popular conference call solutions, like WebEx, to automatically record and transcribe your calls as you make them.

Focus Group Discussions

Record audio or video interviews and discussions with your focus group and use the text copy later to add video captions or for reference.

Interviews

Whether you’re producing a promotional video out of interviews or sharing conversations with internal stakeholders, you can add a text copy to your database or use it as a guide.

Stakeholder communications

Share important data with stakeholders through reports based on your text copy of a recording.

Customer Service Calls

Call centers and BPOs, for example, need to keep a high volume of records for their daily customer service calls.

Internal Videos

Transcripts help produce internal video content for human resources or corporate communications through post-production transcripts and subtitles.

External Communications

As transcripts serve as a reference, your text copy can be used as a basis to produce public-facing materials. Excerpts can be added to emails, invoices, and other documentation requirements.

Marketing

Transcripts help increase search engine optimization (SEO) ranking and can be used for repurposing into more marketing material, while subtitles improve video watch time and boost your Youtube view count.

Over to You

There are numerous reasons why businesses needs a transcript or text copy of a transaction or discussion.

Transcripts are like the building blocks of a company’s communications and data. It’s the first step in organizing and filtering your raw information into useful applications. It can contain information to be distributed throughout your entire organization and to the public.

Whether you regularly transcribe WebEx calls or need transcripts in high volume, Scribie’s business transcription service is the most complete, precise, and dedicated customer service designed for corporate clients.

With a rigorous four-step QA process to ensure 99% accuracy, secure uploads, and privacy, Scribie has an enterprise plan and backend API option to provide you with enterprise-grade software at your fingertips.

Upload a file for transcription now! Any questions about Scribie’s business transcription services? Contact Us, or send them directly to contact@scribie.com.

Transcription Types

One of the most frequent questions we get is what type of audio files can we transcribe. Audio transcription is a vast field with many different specializations and categories. This post discusses some of types of transcription and our support for them.

Medical Transcription

Medical Transcription also known as MT, is a process where the reports or diagnosis dictated by Doctors/Physicians are converted into text by trained professionals. There is usually a single speaker. Most of the companies use ASR for the initial step i.e transcribing and then the trained professionals proofread them thus ensuring the desired quality. The output of MT usually is used in EMR (Electronic Medical Records), Medical Coding or as prescriptions. Companies who specialize in MT are expected to be HIPAA certified which puts to rest the concerns about patients privacy. Accuracy is also a very important factor in Medical Transcription.

We do not cover Medical Transcription at Scribie.com and we are not HIPAA compliant.

Business Transcription

Business transcription consists of transcribing conference calls which might be used to generate an executive summary or MoM or might just be recorded for future references. It usually has multiple speakers and the topic can be varied. The desired accuracy is around 98%. Earnings call also come under this category, which are mostly used by shareholders and financial analyst. The expected accuracy is more than 98% in this case and turnaround time to deliver the transcripts plays a very crucial role. Analysts call, Investors conferences, Product Launch conference all come under BT.

Scribie.com provides Business Transcription service.

Legal Transcription

Legat transcription is a specialized to transcribing depositions, court hearings and other law related proceedings. The desired accuracy is around 98-100%. Some courts require the transcripts to be certified for accuracy via an affidavit. Most of the times the transcripts have to be formatted in a specific manner as well. There many be a number of participants as well as the topic is varied. Knowledge of legal terminology is required for this type of transcription.

We provide the draft transcripts for legal transcription. The transcript can be checked for accuracy using our Integrated Editor and certified by a lawyer if required.

Interview Transcription

Interview Transcription, as the name suggests covers the general category and does not fall in any of the above mentioned ones. These are generally recordings made of interviews conducted face-to-face or over the phone. There may be two or more speakers one of whom is the interviewer. The others are interviewees who respond to the questions asked. The transcripts are an intermediate product and is used as an input for a larger product such as an article or a research study. There are several sub-categories of Interview Transcription, e.g. Podcast Transcription,  Focus Group Transcription, Academic Transcription.

We cover all kinds of Interview Transcription. We also categorize ourselves as a general transcription service.

Transcription Types at Scribie.com

To conclude, we provide services for Interview, Legal and Business Transcription. The only service we do not provide are Medical Transcription at this time. We follow a very strict formal process to prepare the transcripts which ensures that the accuracy is 98% or more. Try out our service today for yourself to check.