How to Transcribe From Dictation Equipment

In this age of "on the go" professionals, it is highly likely that work as a secretary will encompass being asked to transcribe an employer's letters and other communications from dictation equipment. Secretaries and assistants have been doing this for years with changes in technology affecting this process.

Instructions

How to Transcribe from Dictation Equipment

1. Place the transcription player (digital, call-in or cassette) and headset on either side of you, depending upon whether you are left or right-handed. Make sure the machine and headset are within easy reach.

   Place the transcription footswitch on the floor directly in front of your feet and beneath the computer and desk you will be facing as you type. Position it so that you do not have to stretch in order to reach it easily when you are sitting down.

2. Choose a very comfortable chair, as you will be sitting for a prolonged period of time during the transcribing process.

   Adjust the chair's height with the height adjustment handle generally found at the base of the chair. Adjusting the height properly will ensure you do not stretch your limbs or feet unnecessarily, preventing leg or feet cramps.

3. Confirm that the player and headset is working properly by turning the player on, putting the headset over your ears and listening to the recorded message through the attached headset. Adjust the volume so you will be able to hear the recording even as you are typing.

   Test the message player's on/off and forward/reverse controls by pushing them one at a time. Adjust the player's speed--faster or slower as you may need it--with the speed controls.

   Test the footswitch by pressing down with your foot to see if the recorded message is reversed, fast-forwarded or stopped.

4. Place the computer keyboard within easy reach of your hands and assume a comfortable position prior to transcribing from the dictated message.

   Test the computer is working properly by turning it on. Then, attempt to access the word processing software on it with either the keyboard or the mouse. Follow the self-explanatory commands on the computer screen to locate the software program needed. Once the word processing software is open in a computer window, try to type in something and save it to the computer's desktop to ensure anything you type next will not have been in vain.

5. Sit up straight and begin transcribing the dictated message into the word processing software program on your computer by typing with the keyboard before you, using your foot to slow, speed-up or stop the transcription player and the recorded message tape on it.

   Click on the "Save" key frequently to eliminate losing any typed data in the unexpected event the computer malfunctions or goes down for some reason.

Tips & Warnings

• Stop and stretch occasionally between transcription efforts throughout the day to prevent cramps later on after the transcribing session is complete.

• Be gentle with the dictated message cassette or digital CD, as recorded messages could become damaged or irretrievable.