Archive for the ‘Transcription Services’ category

Who Uses a Transcription Service?

October 28, 2016

transcription imageTranscription services can benefit a number of different businesses, even individuals. By definition a transcription service converts the spoken word into written typed or printed documents. In addition, transcription services can also take your handwritten documents and convert them into typed manuscripts or documents.

In fact, in today’s technological advances and extensive uses of the internet, the need for transcription services is even greater than in the past. There are podcasts, webinars and seminars on the web. There are audio tapes and medical notes to be transcribed. Transcribing court reporting and legal documents are in constant demand.

An improving economy only increases the demand. Having a conference? Document every word.There is a substantial list of businesses or services, even individuals, that use the services of a transcription service. If you are wondering if you or your business can benefit from using a transcription service service, review the following list:

  • Financial advisor
  • Accountants
  • Realtors and Real Estate Appraisers
  • Sales Representatives
  • Writers and Authors
  • Insurance Professionals
  • Architects
  • Attorneys
  • Psychologists
  • Students
  • Court reporters
  • Market researchers
  • Ministers
  • Professional Speakers
  • Journalists
  • Education Professionals
  • Researchers

Transcription services can go further than audio transcriptions alone. A transcription service can also offer copywriting, proofreading, database management and more.

Professional, well-trained transcriptionists have excellent grammar, listening skills (including the ability to discern dialect), and writing skills and accuracy.

Why would you need or use a transcription service? There are a number of reasons including:

  • Time – frees you for your major work and tasks
  • Accuracy – trained to hear and capture every word, including dialectal nuances
  • Convenience – transcription process when you need it
  • Customization and personalization – production of professional looking documents
  • Financial – less expensive than you imagine

If you see your business listed and the services you need don’t hesitate to contact us. Our business is to put your words on paper.


Transcription Services Play a Role in Successful Focus Groups

August 29, 2016

freedigital photo people ideas ID-100299611Focus groups are an excellent tool for marketing and research professionals to use in gathering information and to uncover trends. The ultimate goal is to help companies sell products and services. Transcription services play a role in the success of focus groups by capturing every word spoken.

Focus groups are generally made up of individuals who fit specific targets related to the company products and services.

During the sessions, focus group participants are often in a room or setting to themselves, sometimes with a two-way mirror, although this is not a requirement. Participants are then asked to complete questionnaires or discuss topics or even take part in a specific activity. For example, a national bank asked the participants of its focus group to construct a vision board depicting their ideal retirement using materials the bank had provided. The participants were then asked to discuss their board and their retirement goals, answering questions from a facilitator. The group reactions and discussions were recorded on film and audio tape. The data was analyzed to determine what the bank needed to focus on to better serve their customers in their retirement planning.

When deciding how you should setup your focus group, here are some key decisions that should make up the planning:

  • Determine the number of the participants.
  • Decide the incentive you will offer the group.
  • Find a convenient, accessible and comfortable location for conducting the group.
  • Prepare questions/script and types of activities the group will be engaged in.
  • Select the participants for the group that best matches the information you are seeking. For instance, if you run a preschool and looking for ways you can better serve your families, you would contact parents of preschool age children to participate. Other groups would not be as useful.
  • Determine compensation for the participants. This will vary from time required to region of the country you are in.
  • Select a skilled facilitator or moderator who will be responsible for:
    • explaining why the group is assembled – the focus group’s goal,
    • establishing the ground rules for the group process,
    • setting the tone,
    • providing the time frame for the session – ideally 1 – 2 hours,
    • creating the script, although this could fall to someone else,
    • checking the recording process,
    • having snacks or meals on hand for the group,
    • providing feedback to the group, and
    • thanking the group for their time and explaining when and how payment will occur.

Because participants are free to discuss their opinions and insights, and because focus groups are generally a part of your marketing planning, it is important to accurately capture the session(s). Consequently, one of the most important elements at the conclusion of the focus group is turning the audio tapes of the session into written documents so that the data is easily analyzed and, later, archived.

Choosing the right transcription service is as important as choosing the right participants and facilitator for the focus group. A highly qualified transcriber has the ability to discern accents and have a commanding grasp of English and grammer. Exceptional skill, accuracy and timeliness is at the core of your selection.

Have you used focus groups to help with your marketing plans? How do you think focus groups would benefit the growth of your business?


photo courtesy of


Get the Most from Your Business Meetings

August 16, 2016

Meeting with clock-1264696_1280Although many would like to do away with meetings, whether face to face meeting or a virtual meeting, they are an essential part of running your successful business. When getting the most from your meetings, they are one of the best ways for communicating with your staff and they with you. The trick is to get maximum leverage – get the most – from your meeting. Here are a few suggestions for making your meetings as effective as possible:

1.  Develop an agenda and share it with anyone who will be attending the meetings. This gives others the opportunity to think critically about the items to be covered.

2.  Provide a specific length of time for the meetings. This will help avoid the “when will this meeting    end?” syndrome. Some mangers and executives are known to use timers very effectively for this.

3.   Try to set the meeting under 30 minutes to be mindful of the average person’s attention span. Anything longer and there will be a lot of wasted “mind power.”

4.   Develop a “parking lot” for off topic ideas or subjects. One nonprofit executive who depends on her staff continually coming up with novel ideas, assigns someone to record these spur of the moment ideas, either by taking notes or electronically recording meetings and retrieving the parking lot ideas once the meetings are transcribed. Any discussions of topic at the meeting is discouraged to avoid unnecessarily extending the meeting time.

5.  Allow time for a summation of the meeting before its ending. Include assignments of responsibilities and make sure that everyone understands their assignments.

6.  Share taking points with meeting participants so that any information about the meeting is controlled and consistent.

7.  Immediately distribute the minutes from the meetings.

These are just a few suggestions to make your meetings more effective and productive. No one has the time to spend filling it with unproductive gatherings. Make the most of your meetings so that everyone has a sense of accomplishment and an understanding that their time is valuable and their input a necessity.

If you are in need of someone to quickly transcribe those meeting minutes, don’t forget that ExceptionalTranscription and Business Solutions can help with those minutes and with other business needs.

Audrey Dixon is CEO and Founder of Exceptional Transcription and Business Solutions. She and her team are masters at accurately transcribing your audio meeting minutes, podcasts, seminars, etc. into written documents.

Save Time: You Speak, We Listen, We Print

July 19, 2016

computer, glasses pic

Your problem is that you, like so many others, only have so many hours in the day to do what you do best, which is running your business not creating and typing documents. So how do you take care of the manuscripts you need to create? Guess what? You need help! No surprise there.

When you speak whatever it is you want the world to know, we type it. Turn your thoughts and words into documents, Power Point presentations, articles, e-books, e-courses, content for blogs and Twitter and more. You can even get your audio message transcribed from teleseminars, coaching calls, expert interviews, podcast, dictated e-books or special reports, live events/workshops, or a mix of these.

What more could you ask for? Everyone wants to be heard and, more importantly, you want to know that someone really listened to what you had to say. When you speak every word is captured and converted to a document for your use for whatever purpose you desire. In our capable hands your audio becomes text as your  audio recordings are faithfully transcribed into well-presented, crisp and clear text documents.

Stop the madness of rewinding and fast-forwarding. Keep an accurate record of interviews and presentations. Hand over your typing burden by dictating your letters and reports and have them typed up by the staff at Exceptional Transcription and Business Solutions.

Get your message across as you sit, stand,  walk, or  ride with a hand-held digital recorder to create an mp3, wav, dat file, etc. Exceptional Transcription and Business Solutions is a mobile company. You can then send the file via a secure ftp site (Dropbox), email or CD. We listen to every word you speak. Believe it or not, 60 minutes of talking can take 4-8 hours of typing, formatting and proofreading. The ultimate goal is to ensure that every ‘i’ is dotted and ‘t’ crossed; that your words flow and accurately capture your intent.

Exceptional Transcription and Business Solutions turns your audio into professionally edited transcripts that are attractive and easy-to-read. We can even include your own images, custom header/footer, and special touches for a branded report.

We ensure quality and efficiency by using professional transcription equipment – computer, keyboard, headphones and transcriber hardware. We transfer your spoken words into copy that will aid you in your business success.

In addition, all of our transcripts are produced by professional typists without additional, sometimes inaccurate, voice recognition software. With a large pool of typists, we assign the best qualified typist to your transcripts, taking into account their fields of specialized knowledge.

Let us know if you need your text tidied up for clarity. The spoken word differs greatly in flow and structure from written text. In some cases, the best transcript is achieved by tidying up the grammar used by the speaker. When you place your order, you provide guidance on the type of transcript you expect.

Can you think of a time when you needed to be working but you also needed to transcribe a document? How did that turn out? What went lacking?


I am blatantly offering help from Exceptional Transcription and Business Solutions. We want to give you more time. Don’t hesitate to contact us when you need your work turned into documents.

The time is now to take me up on this offer. Feel free to leave an example of times when you had to attend to audio documents, such as transcribing depositions instead of running your law office effectively. Leave a comment. We’d love to hear how you solved your dilemma.






Do Sweat the Small Stuff – Sometimes

May 13, 2014

OLYMPUS DIGITAL CAMERALots of people tell us not to sweat the small stuff, and to a certain extent, they are right. But there are times when paying attention to the small stuff is important to your success and even your well being. In saying “don’t sweat the small stuff,” most people are talking about the inconsequential areas, events, and pieces of our lives that are not really all that important and fall into the category of “this, too, shall pass.”

There are times when the seemingly small stuff can make all the difference. It is said that the flap of a butterfly’s wings in Africa can eventually spawn a hurricane in the Atlantic. Flapping those tiny wings starts as small stuff.

What about the little dot called a period found at the end of a sentence? You can’t get much smaller than that, yet, if you don’t put it at the end of the sentence or you place it too soon. your sentence becomes either a run on sentence or a phrase. Either small mistake can render your attempt at constructing a proper sentence incorrect.

When the dot is part of a number, say a number that indicates your payment to someone, if the dot (in this case, it is a decimal point, of course) is in the wrong place, you could owe thousands of dollars instead of hundreds for the purchase you made.

Let’s look at the word “no.” It is truly a small word, but depending on the context, it could crush you. (No, that outfit does nothing for you.) Or it could save you. (No, you cannot play ball in the street.)

In the transcription business, we can’t afford the luxury of adhering to strictly to “don’t sweat the small stuff.” Detail is crucial and detail is often minutiae. If what we hear the customer say is not written the way it is said, the entire meaning of a sentence – even a document – could be changed.

Here are further examples:

  • Misuse of the words two, too, or to or any number of other words that could be mistakenly written and ultimately alter the meaning of the sentence.
  • Omitting an apostrophe when its needed to show possession.
  • Improper capitalization.
  • Incorrect spellings.

This is by no means a complete list, but I think you get the point. These are all seemingly small, but all could have an impact on the accuracy of a document.

Don’t unduly worry about inconsequential things or even big things that you have no control over. However, the bottom line is that the small stuff can truly be important. Even more important, is the ability to discern when it is just small stuff.

Be Exceptional!


Let Exceptional Transcription Business and Solutions take care of your speaking needs. Contact us.

Year’s End

December 30, 2013

FireworksAudreyIMG_20130703_213335_159The end of the year is always such a busy time. It is a  time for connections, reflections and evaluations. In a short span of time, holidays are celebrated, one after the other. As we celebrate with close family and friends, we act on the urge to connect with friends and associates that we may not have contacted  all year long.

If you own a business, this is also the time of the year you are closing out your books and evaluating your progress. You are probably analyzing the successes and the challenges.

Exceptional Transcription and Business Solutions had its share of triumphs, but we had unexpected challenges, as well, and we  had to find  new ways to cope with them.

One of the most difficult challenges was dealing with the death of a long time client.  No one ever mentioned how to deal with such a challenge in the business context.  The news of the client’s death came as a blow. It was an impact I never anticipated.

The relationship was built on business and this special customer was a part of the team.   At ETBS, we were definitely a part of his team, a part of his business growth and success. That requirement is included in the mission.

As CEO, I was so stunned by his death that my day was spent in personal and business evaluation. Loss will often affect you like that. You examine your own footprint and your own path.

ETBS is still small enough that we are touched intimately by the ups and downs of our customers. But even if we were much larger, because we are providing a needed service, our customers’ challenges and triumphs will always touch us personally, no matter the size we reach.

I have nurtured my business, watching it grow, celebrating the milestones and tackling the challenges.

In the coming months, Exceptional will reach another milestone, address another challenge, as we continue to explore better ways to serve our customers.

For right now, the reflection continues as I set my goals for the New Year and beyond. Underneath it  all, I will remember with appreciation and fondness one of my first customers. He will always be special.

Be Exceptional,


CEO & Founder Exceptional Transcription and Business Solutions

Transcribers Are All About the Words

October 13, 2013

transcription imageI am a transcriber. I am a transcriptionist. Either way you choose to label me, turning the spoken word into written documents and manuscripts is what my team and I do.

The English language fascinates me. It has to. I must have a great command of the language and the grammar. I have to be hypersensitive to it’s many nuances in order to produce flawless work. If I don’t, then I don’t work. Simple.

To be honest, I sometimes feel like a translator as I listen to the myriad of dialects from region to region. For example, the pronunciation of New Orleans can be vastly different around the country, almost as if the speakers are actually from different countries rather than right here in good old USA.

Don’t get me started on proper punctuation, not to mention the correct spelling and usage of a homophone. Ah, the challenges!

As a transcriptionist, I work from home. I live on the words of others. I transcribe a dissertation and I imagine the doctorial candidate finally getting that Ph.D. In my estimation, all of my clients are brilliant.

It’s an interesting business to be in. I get a firsthand peak at the author’s next novel. I know the surprise ending. But no worries, you would never know. It’s sort of like being a spy. You can torture me, but I’ll never tell. Still, it’s great to guess whose next work will be a bestseller.

Unfortunately, I don’t really get to read much of what my customers have me write. I am typing nearly as fast as they talk. I have to be accurate. That doesn’t really give me the opportunity to digest any of what they say. From my ears to these fingers. No stops in between.

My company has been providing this service for over a decade. It’s a challenge, a good one. The lawyer has to run his firm, the doctor has run his practice, the novelist has to gather her thoughts and the academic has to do research. The spoken work is the answer for each of them. I’m the one to sit in my office and turn that spoken word into a legible, written document.

So, I am a transcriptionist, a transcriber. I deal with words. My profession has been around since writing began. The tools of the trade get better all the time, which allows me to continually improve the product I produce. But the challenge to produce the best is always present. That’s what makes my day!

Write on!