Being involved in a job that implies the use of computers is not always simple. While we have a lot of modern technology to allow us an overall easier life than what older generations had, it is not always that straightforward. Having to type on a keyboard, staring at a screen, and sit for most of your working day is rough. Do you find yourself in this? Is there always a ton of notes and recordings you have to make? Do you feel like you can never find the right tools or methods to help you get the job done more easily and optimally?
If your job involves transcription and you constantly feel overwhelmed, there is a lot you can do to make it all easier. If or when you want to transcribe a document, either for business or maybe for something private, you need to have a place to keep all the information stored safely and securely. For the task/project to be completed in due time and for you to enjoy the process, the place where you keep it should be organized and easy to find. In this article, we give you 7 tips to make that happen. Keep reading for some useful and quick advice to finally have organized transcript habits in your life. To find out more important info about this, make sure to check out gotranscript.com.
1. Use ‘Do Not Disturb’
The famous ‘Do Not Disturb’ setting is a great feature that allows you to silence your phone or tablet during certain times of the day. With it enabled, you can easily set up reminders for when you want to make certain calls. On the days that it is unnecessary, or when you simply do not want to talk to anyone while you work, this feature will give you some free time to move around as needed.
Well, you can also use it while you are transcribing or when on one of your translation gigs. When silence is needed, your work area should be as quiet as you need it. When transcription is to be done, everything but the thing you are transcribing has to be silent. If someone else is visiting your desk, go somewhere else and keep working by setting up a schedule for when silence occurs. Whatever it takes, reach for the ‘Do Not Disturb’ mentality until you are done with the task.
2. Fill in Time When Transcribing At Work with Office Hours
When people travel for the holidays or business trips, they often choose to make it happen and schedule it during their lunch breaks at work. While this may give you more free time once you come back home, it can also become a time and work management issue for you. Maximizing what you do in your leisure time and not experiencing any downtime is important for every busy individual, even when they are not that busy.
Rather than turning that ‘Do Not Disturb’ feature on, you could schedule office hours when your work area is quiet so that you can work without any other interruption. You can also use a small calendar app to mark your hours and days as busy so that people know not to bother you. It does not matter if you are actually busy. If you need time to do something else, whatever it is, you should have it. Nobody will question you later as it was quiet anyway and you did nothing wrong.
3. Use Workplace Chat or Voice Messages to Send Queues of Calls
When it is time to start transcribing calls, you should be able to just send a voice message on the speakerphone or via text message with a quick snapshot of the text, and everything happening in the call. Your customers will love this feature as they will not have to spend additional time waiting for their calls. Thinking about how you can do things faster and easier is what it is all about no matter what you do. Why do it longer and harder when you can do it smarter?
4. Set up One Queue for Calls That Require Answering
Rather than transcribing multiple calls simultaneously, you can set up the main queue with someone to answer calls in the meantime. This is an especially helpful option if you work from home because it can allow you to check your email and social media accounts while taking care of your customer-facing calls. Again, this is a tactic that increases your productivity over time and allows you to simultaneously do more than one thing. It is a great chance to multitask.
5. Use a Conference Phone While You Have Queues to In-Person Consultations
Conference phones are usually located in more central areas of offices so that they can be used while working in adjacent spaces, as opposed to having everyone use their own desks or cubicles. This allows for meetings without having to interrupt your calling or transcribing tasks. You should have plenty of room for these conference phones since the larger, standalone kind requires more space than the small battery-powered ones on microwaves.
6. Schedule Your Calls and Transcribe Them At Once Before You Start Your Day
Many transcription services allow their users to schedule their transcribing work in advance so that subscribers do not have to wait until the last minute before contacting them for transcripts of the calls they received overnight or during the day. This allows the user to focus on interviews and meetings without postponing. It is scheduling, time-management, and productivity-increasing tactic that will allow you to do your job better while giving the clients what they need as well.
7. Use the Right Software for Your Call Recording Needs
Last but not least, we have to mention the software you are using for all of this. Splitting software can be useful for recording your calls as you speak and can also sort through them to find the most important ones. These tools will teach you how to format a transcript. However, these kinds of tools are often overkill for most users, and they can end up costing you more money. Depending on the project you have, you must carry out some research before doing anything and find the best audio transcription tools to help you along the way.
Conclusion and Takeaways
Whether you are in the transcript or translation services, you must always be well organized. You need to have all of your necessary documents organized and in order if you mean to do your job faster and better. It makes all the information you need readily available, transcribed accurately, and quick to sort at any time. Keeping these things in line can help you get the most out of your transcription services and minimize the time spent doing nothing when not recording calls.