Top 9 Transcriptionist Skills: What You Need To Be Successful
I have been a transcriptionist for almost two decades. I did not set out to be a transcriptionist. I didn’t even know that typing transcripts for individuals and companies could even be a freelance possibility at the time. I was in the right place at the right time. I was a fast and accurate typist. And I had the desire to do something new.
However, my experience as a transcriptionist working for some of the top motivational speakers has created an awareness of what is truly needed to be a successful freelance transcriptionist. It’s not all about speed (although, I think you’ll find it’s quite helpful). Yes, it is possible to be quick and make some fast money but if you really want to make good money and have steady work, there are several skills that are vital to your success as a freelance transcriptionist.
Typing Speed and Accuracy
Yes, typing speed is extremely important. However, speed without a high-degree of accuracy means absolutely nothing! If what you type is full of mistakes, inaccuracies, and is just downright wrong, you’re not going to find much long-term work as a transcriptionist.
You must make sure, above all else, that the transcripts you type are accurate and readable. You must be extremely familiar with your keyboard and be able to type what you hear fast and accurately.
I’ve seen transcripts typed by people that boast their typing speed and how many jobs they do in a day that are outright trash. They were messy and inaccurate at best and completely unreadable and needing to be re-transcribed at worse.
I’m the one several companies that I work for call on to edit and re-type transcripts that they get from “speedy” typists who only care about getting paid rather than producing a quality product. Don’t be that person. That person causes me to say bad words and eat too much chocolate.
Attentive Listening and Comprehension Skills
Ahh, yes! This skill is absolutely vital if you wish to become a highly sought-after transcriptionist. You need to listen to what your transcribing attentively in order to accurately transcribe what is being said. A lot of times you’re not going to get pristine audio or video to transcribe. You are going to have to really concentrate and hear what they are saying despite the distractions.
There are going to be background noises, plane and car noises, music, multiple conversations going on, dogs barking, and kids screaming at the same time. You need to be able to focus in on the people that are speaking and not only HEAR what they are saying but also UNDERSTAND the context of the conversation.
Many people that I’ve tried to hire or help find jobs for have failed at transcription because they felt they just had to type the words that are being said. This couldn’t be further from the truth. You must have strong listening comprehension skills in order to use the CORRECT words that are being said. Consistently typing the wrong words can make reading a simple transcript an exercise in futility.
Excellent Grammar, Language, and Punctuation Skills
If grammar and punctuation aren’t your thing, I would advise you against becoming a transcriptionist. Transcribing is so much more than typing words on a page really fast. You need to understand what is being said and how to write that correctly on the page. What you’re typing is going to be read by others. It needs to make sense.
Also, many times, these transcripts are being prepared for projects including e-books, free downloads, or even products that are going to be sold. They need to be as perfect as possible for the client. If they get the transcript and it looks like the transcriptionist is lacking these skills, I can guarantee they won’t be back again and you might not get paid.
You also need to have excellent language and punctuation skills in whatever language you’re writing in. I would also advise you to stick to projects in only the languages you’re completely fluent in.
Attention to Detail
Clients are hiring you as a transcriptionist to type up their audio or video files as close to perfect as you can get. That means not only hearing and understanding what is being said but also creating a document format that makes sense and looks good. Sometimes the client will provide that format for you. When that happens you need to make sure that you follow every detail of that format throughout the entire document.
You also need to make sure you read and understand the transcription project’s directions before you begin. If you have any questions, no matter how small, you need to verify the details with the client before you start the project. Then once you understand the projects instructions you need to make sure you pay attention to all the details required for it.
Research Skills
Transcription is more than just typing words onto a page. You are required to research the correct spellings of words you don’t know as well as brand names and proper names of people and companies that might be mentioned in the transcript.
You may also need to research the topic that is being spoken about in order to understand the specific terms and language that are used in that industry or niche. This is part of the transcriptionists job. Failure to do this will not only cost you time and money, it will also eventually cost you clients.
Time Management Skills
Very often transcription jobs come with tight deadlines. Transcriptionists need to be aware of their own work schedules and abilities. Do not take a job if you can’t finish it by or before the client’s deadline.
I would advise that you take smaller jobs in the beginning of your transcription career so that you know you can make the deadline for the project. Then, as you get more confident and knowledgeable of your skills and schedule, you can take larger and longer jobs.
You ALWAYS want to be able to meet or beat the client’s project deadlines. Doing this consistently will build your reputation and put you at the top of your clients lists when looking for a dependable, responsible person to transcribe their projects.
Comfortable With Technology
Transcription is 100% technologically dependent and as such you need to be prepared and able to handle all the hardware and software required for the job. If you are not tech savvy, you might want to look for a different freelance career.
Transcribing requires the ability to not only set up and use your personal home technology such as laptop/computer, transcription pedal, wireless/wired headphones, and other peripherals but also know how to use vital software like MS Word, transcription software, and file conversion software.
Many times clients may request you use their in-house transcription software rather than your own for security reasons, which will require you to learn the ins and outs of said software pretty much on your own.
When you’re a freelance transcriptionist, you need to be able to be your own IT department and figure out any technological issues you may have during the course of the day yourself. If you’re not a tech person or don’t have one in your house, transcribing may prove to be challenging for you.
Sensitivity to Confidentiality and Privacy Issues
This one is HUGE. Many clients will have you sign a confidentiality agreement before letting you work with them. Take these agreements VERY SERIOUSLY. Many of files you will be transcribing are not meant for the general public’s ears and failing to keep your client’s privacy at top of mind can get you in big trouble.
Basically, the long and the short of it is not to tell anyone about the information you’re transcribing. It is not your information to tell and should be kept confidential at all times. Many times the stuff you are transcribing may not seem to be anything groundbreaking or top secret but it could very well be extremely important to that client’s brand or product line.
Even if the client you’re working for doesn’t make you sign a confidentiality agreement, you should always treat their content with the utmost respect and confidentiality.
Also, keep in mind (and I shouldn’t have to even say this but…) that the content you are transcribing is not for your use in any way, shape, or form. NEVER post it to the internet, share it with friends or family, or use the content as your own. That’s called stealing and can land you in a very unpleasant situation. Don’t do it!
Adaptability
Every client will have different expectations of what the finished project should look like. Pay attention to what they are asking for and adapt to their style. If the client does not have a set template that they want you to use then by all means use your own templates for the transcriptions. However, if they provide you with their own template or request a certain layout make sure you give them what they ask for.
Also, you will encounter many different accents, styles of speaking, mannerisms, and terminology in the course of your freelance transcription work. Be prepared to adapt to those differences and provide a quality product every time.
Be aware of the differences between verbatim and non-verbatim transcripts. This is extremely important. Some clients will provide you with a manual to explain what they want included in verbatim versus non-verbatim transcripts and it’s important that you study those and comply with their requests. For a description of the differences between the two styles, read more here.
Do You Have What It Takes?
If while reading this article, you found yourself repeatedly say, “Yeah, I definitely can do this!”, congratulations! You may have just found yourself a freelance niche. To get started as a freelance transcriptionist, I would suggest you start by researching the many transcription companies out there first. You might want to start by reading my article, 5 Best Websites to Find Transcription Work in 2021.
The reason I suggest this approach is because these companies are very well known and have great reputations. Also, when you apply to be a transcriptionist for these companies, you will be given training and coaching from beginning to end. Working for these companies will help you acquire the professionalism needed to start a freelance transcription career. As you get more experience by working for these companies, you can then step out on your own and find your own regular clients.
If you like this article, you might be interested in these:
5 Best Websites to Find Transcription Work in 2021
11 Essential Qualities of Successful Freelancers
Best Websites to Find Freelance Work in 2021
12 Books Every Freelancers Must Read Immediately
Veronica Buhl is a freelance social media manager and author, who has been a writer, editor, proofreader, summary writer, and transcriptionist for some of the top motivational and self-improvement speakers in the world. She has also helped numerous clients develop their websites, blogs, and social media presence in order to promote their businesses, non-profits, and projects. She is the author of the book, Making Your Business A Social Media Superstar, and is co-author of the book, The Massage Disadvantage. Her official website can be found at www.veronicabuhl.com
