How to Get Faster at Transcribing: 11 Easy & Practical Tips

Transcribing is listening to recorded speech and converting it into written text. The source material could be an interview, meeting, lecture, podcast episode, or even a speech. The goal is to capture word-for-word verbal content in an accurate text document. 

While straightforward in concept, transcription is a skill that takes time and practice to perfect. Common challenges include understanding unfamiliar terminology, deciphering strong accents, and keeping up with fast talkers.

Luckily, you can improve your transcription efficiency with the right techniques and tools. Here’s how to transcribe faster and smarter.

Key Takeaways

• Use AI transcription tools for real-time text generation and advanced editing features like speaker identification and text expanders to streamline repetitive tasks.
• Improve typing speed, adapt to diverse audio styles, and master keyboard shortcuts for efficient transcription.
• Invest in noise-canceling headphones, ergonomic tools, and high-quality microphones for clarity, and collaborate effectively using cloud-based platforms.

Common Types of Transcription

The major types of transcriptions are:

Verbatim Transcription

This type captures every utterance, including filler words like “um” and “uh,” false starts, stutters, and non-verbal sounds such as laughter or coughing. Verbatim transcripts provide a complete, unedited audio record, making them ideal for legal proceedings, market research, or any situation where every detail matters.

Edited Transcription

Also known as clean or non-verbatim transcription, this style focuses on the main content, removing filler words, false starts, and repetitions. The transcript is lightly edited for clarity and readability while preserving the speaker’s intended meaning. This type works well for general transcription needs like interviews, meetings, or podcasts.

Intelligent Verbatim Transcription

This hybrid approach captures the spoken content with light editing to remove distracting elements like excessive filler words or stutters. 

The goal is to balance accuracy and readability, making the transcript clean and concise without losing meaningful information. Intelligent verbatim is popular for qualitative research, oral histories, and documentary-style content.

How to Transcribe Faster

Here is how to become a faster transcriptionist:

1. Upload Your Audio or Video File

The first step is uploading your audio or video file to the AI platform (e.g., the Wave AI Note-Taker). Most platforms support various formats, so you can quickly get started without worrying about compatibility issues.

The intuitive interface guides you through the upload process, allowing you to select files from your device or cloud storage. You can quickly upload them with just a few clicks.

Once your file is uploaded, the platform automatically analyzes the audio quality and prepares it for the next stage of transcription. You can upload multiple files at once to transcribe a batch of recordings efficiently without manual intervention.

Most platforms have user-friendly designs to ensure that even those new to transcription can easily navigate and start transcribing their files immediately.

2. Let AI Technology Do the Heavy Lifting

Advanced AI algorithms automatically transcribe audio or video in real-time, eliminating the need for manual typing and saving you hours of effort.

Let the technology handle the initial transcription process while you focus on other important tasks. Real-time transcription means you can see the text appear on your screen as the audio plays, giving you an immediate rough draft to work with. This is a game-changer for efficiency.

3. Review and Edit Your Transcript

Once the AI-generated transcript is ready, review it for accuracy and make any necessary edits. An intuitive interface makes it simple to refine your transcript quickly thanks to:

• Navigation tools: Easily jump to specific timestamps, search for keywords, and move between sections.
• Editing features: Correct any errors, add missing words, and refine the formatting with just a few clicks.
• Audio playback: Play, pause, and loop the audio as needed to verify the transcription and make edits in real-time.

Reviewing and polishing an AI-generated transcript is a breeze with the right tools. You can efficiently fine-tune the text to perfection.

4. Export and Share Your Transcript

You can easily export the polished transcript in various formats (e.g., .docx, .pdf, or .txt). This flexibility allows you to share the transcript with others or repurpose it for different platforms thanks to features like:

• Multiple export options: Choose the file format that best suits your needs and intended use.
• Cloud-based convenience: Save your transcript directly to cloud storage for easy access and collaboration.
• Seamless integration: Import your transcript into other apps or platforms for further analysis, editing, or distribution.

5. Harness Advanced Features for Faster Transcription

AI-powered transcription tools offer advanced features that streamline workflow and boost efficiency. Look for features like:

• Automatic speaker identification: The software detects and labels different speakers, saving you the time and effort of manually tagging who said what.
• Customizable playback speed: Adjust the audio playback speed to find a comfortable pace for transcribing. Slowing down complex sections helps you catch every word without constant pausing.
• Searchable transcripts: The search functionality enables you to quickly find specific keywords or phrases within the transcript. This is particularly useful when working with lengthy recordings.
• Foot pedal compatibility: Integrate a foot pedal to control audio playback hands-free to keep your fingers on the keyboard and maintain typing momentum.

6. Continuously Improve Your Typing Skills

Faster typing directly correlates to faster transcription. So, practice regularly to increase your speed and accuracy by:

• Setting typing goals: Aim to improve your words per minute (WPM) each week. Use online typing tests to track your progress and identify areas for improvement.
• Practicing proper technique: Maintain good posture and hand placement on the keyboard. Use all your fingers and minimize unnecessary movements. Mastering touch typing allows you to type without looking at the keys.
• Transcribe various content: Expose yourself to different accents, speaking styles, and subject matter. This helps you adapt to diverse audio and expand your transcription versatility.
• Learn keyboard shortcuts: Familiarize yourself with common shortcuts for your transcription software and operating system. Shortcuts for tasks like pause/play, insert timestamp, or bold/italicize text save valuable seconds.

7. Leverage Text Expanders for Efficiency

Text expanders are powerful tools that save you keystrokes and time. Set up shortcuts that automatically expand into longer phrases you frequently type. For example:

• “spt” expands to “speaker 1:”
• “ty” expands to “thank you.”
• “bau” expands to “business as usual.”

Text expanders are particularly useful for:

• Speaker labels: Create shortcuts for each speaker to quickly insert labels like “Interviewer:” or “John Smith:”
• Commonly used phrases: Abbreviate phrases often in your transcripts, such as “thank you for joining us” or “this episode is sponsored by.”
• Difficult-to-spell words: Set up shortcuts for words you often misspell, or that slow down your typing, such as “entrepreneur” or “liaison.”
• Timestamps: Use shortcuts to insert timestamps at regular intervals, such as “[05:00]” or “[10:15].”

You can maintain typing flow and speed by leveraging text expanders. Over time, using these shortcuts becomes second nature, allowing you to transcribe more efficiently.

8. Collaborate with Team Members

Collaboration is vital to producing high-quality transcripts efficiently. When multiple people can access and contribute to a transcript, the review and editing process is streamlined and faster. Most transcription platforms allow you to:

• Share transcripts seamlessly: Cloud-based storage allows you to instantly share transcripts with team members—no more emailing files back and forth or dealing with version control issues.
• Enable real-time collaboration: Multiple users can access and edit the same transcript simultaneously. This means you can divide the workload and complete the review faster.
• Leave comments and feedback: Collaboration tools include commenting features for leaving notes, asking questions, or providing feedback directly within the transcript. This facilitates communication and helps resolve any issues or uncertainties promptly.
• Track changes and versions: Version history and tracking changes functionality lets you see who made what edits and when. This ensures accountability and allows you to revert to previous versions if needed.
• Assign roles and permissions: Collaboration platforms often allow you to set different access levels for team members. You can assign roles such as viewer, editor, or administrator, ensuring everyone has the appropriate permissions for their responsibilities.

9. Leverage Automatic Speaker Identification for Clarity

Automatic speaker identification technology detects and labels different speakers in an audio or video, eliminating the need for manual tagging. The transcript shows when the speaker changes, making it easy to follow the conversation flow and attribute quotes accurately.

This saves time and effort and also enhances readability. If needed, you can easily edit the speaker labels to use real names or titles instead of the default “Speaker 1,” “Speaker 2,” etc.

Automatic speaker identification is beneficial for interviews, panel discussions, or meetings with multiple participants. It streamlines the transcription process and makes the resulting transcript more user-friendly.

10. Utilize Keyboard Shortcuts for Efficient Editing

Keyboard shortcuts are your secret weapon for speeding up the editing process. You can navigate and refine your transcript using these time-saving commands without using the mouse.

This requires you to learn the most commonly used shortcuts for your transcription software, such as commands for playing/pausing audio, inserting timestamps, and formatting text.

Many tools allow you to create custom shortcuts for frequently used actions. Set up shortcuts that make sense for your workflow and help you work more efficiently.

Also, take advantage of universal shortcuts like Ctrl+C (copy), Ctrl+V (paste), and Ctrl+F (find). These work across most applications and can save you time when working with text. The more you use keyboard shortcuts, the more natural they become. 

11. Optimize Your Audio Setup for Clarity

The quality of the audio affects your transcription speed and accuracy. Invest in the right equipment and environment to ensure the clearest possible recordings.

• Use high-quality microphones: Clear audio starts with a good microphone. Choose one that minimizes background noise and captures crisp, easily transcribable speech.
• Record in a quiet space: Whenever possible, record in a quiet room with minimal echoes and distractions. This helps the AI transcription software accurately capture every word.
• Utilize noise-canceling headphones: When reviewing and editing your transcript, use headphones that block out external sounds so you can focus solely on the audio.

Frequently Asked Questions

How Long Does it Take to Transcribe 1 Hour of Audio?

The time to transcribe an hour of audio varies with factors like audio clarity and content complexity. On average, manual transcription can take 4-5 hours. However, with AI-powered tools, you can receive accurate transcripts in minutes.

How Much Does Transcription Cost?

Transcription costs depend on the method and service used. AI-based transcription solutions are often more cost-effective and offer competitive rates than traditional human transcription services.

What Equipment Do I Need for Efficient Transcription?

To transcribe efficiently, use quality noise-canceling headphones and a reliable computer. An ergonomic keyboard and mouse can enhance comfort during long sessions. Consider a foot pedal for hands-free control of audio playback.

How Can I Improve My Typing Speed for Faster Transcription?

Enhance your typing speed with regular practice. Focus on accuracy and use typing software to track your progress. Use keyboard shortcuts to maintain flow and efficiency during transcription.

What Is the Difference Between Transcribe and Translate?

Transcribing converts audio into text in the same language, while translating changes text from one language to another. Although transcribing and translating serve different purposes, both improve accessibility and understanding.

What Is the Best Way to Transcribe Audio?

Utilizing AI transcription software is the most efficient method to transcribe audio accurately and swiftly.

Wave’s AI-powered transcription platform addresses your need for speed and accuracy in transcription tasks. Revolutionize your transcription speed with Wave AI Note Taker and experience lightning-fast, accurate results. 

Download the Wave AI Note-Taker now!