How to Proofread Your Transcriptions

When a transcriptionist simultaneously listens to an audio file and types a business transcript, mistakes can happen — particularly because of the fast pace. How can you catch the errors? In this article, Qnex transcription describes how to perform transcription proofreading.

Why Proofread?

As the saying goes, “Everyone makes mistakes.” Because business transcription is not immune to errors, transcription proofreading serves as a “safety net” to catch the errors before the client receives the final document — improving accuracy, consistency, punctuation, grammar and spelling in the process.

An experienced transcription proofreader should perform the following tasks:

• Eliminates repetition
• Corrects words used in the wrong context
• Removes filler words such as “Ahh” and “Well”
• Provides a seasoned set of eyes for a “second look”

Proofreading of business transcripts adds value by making an overall review of error sources involving consistency and clarity — especially critical for longer transcripts.

How to Proofread Transcriptions

While many individuals are adept at proofreading text files before finalizing a document, transcription proofreading involves different skills — watching video files or listening to audio files. A typical approach to transcription proofreading involves listening to the same video or audio file used to formulate the original transcription. In addition, the transcription proofreader is responsible for the following tasks:

1. Performs the final quality check
2. Formats the document as stipulated by the client — for example, specific fonts, paragraph headers and adding or removing page numbers
3. Fills in any missing phrases or words overlooked by the original transcriptionist
4. Checks for textual mistakes and grammatical errors

The Benefits of Careful Re listening

As someone once observed, “You can learn a lot by listening.” When transcribing a recording, there are also significant benefits that accrue from listening again.

With transcribing there is often a temptation to either eliminate or reduce the time and effort dedicated to transcription proofreading. While considerations such as transcription cost vs quality and maximum output in minimum time must be taken into account, business owners and managers should not overlook the value of producing a business transcript that represents your company positively — eliminating mistakes and errors wherever possible.

Above all, avoid treating the step of transcription proofreading as a “rubber stamp” of the earlier transcription. Make sure that you assign dedicated listeners and proofreaders in order to improve the transcription.

The Business Value of Transcription Proofreading

Both business transcription and transcription proofreading are more difficult than often realized by corporate leaders and managers. First and foremost, digital recordings are almost always subject to a wide variety of challenges — use of scientific terms, unusual names, multiple speakers (often speaking at the same time), accents, speaking in inaudible tones, unclear voices, background noise and variable audio quality.

Second, even experienced transcriptionists are likely to make mistakes due to typing at a high speed. How will you catch the errors without transcription proofreading?

Third, transcripts often represent “informal minutes” of important business functions such as presentations, conferences and interviews. Stakeholders such as clients, employees, investors and suppliers will often use a business transcript to form their impression of your company. What are your transcripts saying about your business image and quality?

Proofreading Is a Skill

Like many skills, transcription proofreading is acquired and honed through constant practice. This is one of the major benefits derived by working with an experienced global transcription expert such as Qnex transcriptions — business transcribing is what we do for a living! We have a dedicated professional team of business transcribers.

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