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Answers to Readers' Questions on Writing:
Dictation
The following 5 comments and questions have been sent in. They are listed according to date.
List of first 10 items
- What to do when using a dictating machine
- Boss is terrible in dictating material
- Comparison of various dictation programs
- Wants to learn to dictate
- Boss wants her to learn dictation
What to do when using a dictating machine
Question
January 25, 2006
please send me information on the Dos and don't on how to audio using a dictating machine.
- England
9796
Answer
Much depends on the thinking style of the person dictating into the recorder. At the very least, words should be pronounced clearly into the microphone. Ideally, the person should speak slowly, with pauses between sentences. But many people cannot think so slowly. Fortunately, good transcribing machines allow the typist to slow down the audio and easily stop the tape with a foot-pedal.
It is good to experiment to see what method works the best for you, with the equipment available.
Boss is terrible in dictating material
Question
January 14, 2006
My boss dictates 3 or more tapes a week for transcription. He hasn't learned how to dictate into a machine. I get so frustrated trying to type and listen because he'll dictate while he is in the car, at Chuck E Cheese with his kids, or if he dictates while at work, he doesn't speak directly into the hand held tape recorder and he never gives full names or hints to where I can find addresses on the people he is dictating on. (He owns 4 different companies, and volunteers with 2 others) Some days I find myself cursing at the machine.
How can I direct him on how to properly dictate so I don't waste so much time trying to locate name, addresses and figuring out his random thoughts?
Suzette - USA
9669
Answer
It is a real problem to try to correct a boss who may be doing things that make it difficult for you to get your job done effectively. You really have to know his personality and how he will take suggestions from his workers. He sounds like a typical type-A personality who is go-go-go and doing many things at one time.
You have to appeal to what is important to him and what would motivate him to take more care in his dictation. One idea is to tell your concern about making mistakes when the recording isn't very clear. Another thought is to say that it would take less time if the recordings where a better quality, thus saving him money. The first idea is probably the best.
Although you may feel you are wasting time, his viewpoint is that is what you are being paid for. Note that often an executive secretary organizes and manages what the boss does. Even if that is not your title, you are doing that type of work.
Be cautious in your approach, but also try to accept him for what he is, as being part of your job. I know it is frustrating, so best wishes in handling the situation.
Comparison of various dictation programs
Question
October 15, 2005
Where can I get an unbised comparison of various dictation programs? I purchased
Xpressions Media Talk It Type It. Its accuracy is disapointing even after extensive training.
Leon Weiss
Leon - USA
8566
Answer
ScanSoft at www.scansoft.com owns the two leading speech recognition software packages: Dragon Natural Speaking and IBM ViaVoice. Dragon is slightly better, but they are both good. You can get the basic version for a relatively low price.
Since they are not very popular, I haven't found much in the line of comparisons. PC Magazine may have reviews on these products.
Wants to learn to dictate
Question
August 16, 2004
Hi,
I have a client who can no longer sit for long periods of time at a computer. She's a creative writer whose thoughts come out via writing but not via her voice (public speaking is not something she can do well).
She's looking to learn ways to improve her dictation skills so that she can talk into a dictation device; have me transcribe her words; and she can then edit for publishing of her works.
We're trying to find ways for her to improve her thought processes so that she can formulate her creative thoughts through speech. (Dictation School). Is your program something that will help her?
If not, could you direct us to something you may know of that would teach
someone to be a better dictator?
Thanks.
O'Mara Secretarial Service
Haddonfield, NJ
Illness and other crisis can and often do bring about personal and family
healing--it can be an opportunity.
Diane - USA
4011
Answer
Note that writer Ernest Hemginway did much of his writing standing up, due to painful injuries to his legs during WWI. He had a special desk that allowed him to write standing.
For someone who is not good at verbalizing, one method to make it easier is to create an outline to organize her thoughts. Then simply dictate into a tape recorder. Some of the new electronic recorders allow a person to edit and insert other thoughts in the recording session.
Creative writing through dication takes a lot of practice. It is easy for a person to give up right away. Your client should do the best she can, let you edit and then repeat the process.
I don't know of anyone who teaches how to dictate. Practice is the word.
Boss wants her to learn dictation
Question
July 22, 2004
i wanted to know is there a class or course that i can take to learn how to write from dictation?
my boss wants me to learn.
daisy - USA
3827
Answer
There are courses in local sectretarial schools or trade schools that offer shorthand, where you write out what the boss personally dictates to you. Then you type it up later.
If the boss will dictate into a tape recorder, he needs to get you a special transcribing tape machine. It allows you to slow things down so you can type the words off the tape. You don't need any special course for that, as long as you know how to type.
I hope that helps. Best wishes.
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