The Power of Transcription:

The Key To Enhancing Meetings, Conferences, Presentations And Other Events

An increasing part of my duties in providing freelance secretarial services to companies has been with transcription. As principal of Connecticut Secretary, I have noticed a tremendous jump in the number of requests for transcription services. And I have benefited from the increased knowledge these projects have provided regarding what makes a meeting successful.

Connecticut Secretary has a complete office devoted to secretarial support and transcription services in a variety of formats. We have transcription equipment to handle projects in digital and tape format — both micro and standard cassette tapes. New digital technology has allowed companies to email or upload audio to my server, allowing a fast turnaround in services.

Benefits Of Outsourcing Transcription Services

A manager at one company told me that approximately $40 billion to $60 billion is spent annually on transcription services, and much of that is outsourced to companies like mine. This outsourcing provides a tremendous cost savings to companies. They don’t have to pay insurance, benefits, or vacation pay to secure my services, and I am there when they need me, on a job-by-job basis. They also don’t have to spend money training me, and I work on my own equipment from my own office — which is an added bonus since they don’t have to worry about paying workers compensation insurance on my behalf.

Advantages Of Transcribing Meetings 

That same manager indicated that he spends approximately 40 to 50 percent of his time in meetings. Prior to his experience with recording and transcribing the audio, he had felt that this was unproductive time. But once he realized the benefits of transcribing the meetings and conference calls into hard copy, he felt much differently. Now he can utilize the points and areas covered in greater detail, distribute the copy to participants for additional review and clarification, and take action on specific items with greater clarity.

The transcribed material provided action items that individuals were personally responsible for — enhancing productivity among participants almost immediately. He found that he also benefited when meeting with his supervisors or board members, as he could provide a detailed overview of what was covered in the meetings and give focused presentations in executive-level strategy sessions.

Benefits Of Transcribing Conference Calls And Presentations

I have also transcribed audio from conference calls and presentations where not all of the office staff could be in attendance. The manager indicated that this gave him the opportunity to share the materials covered with his entire staff, as he could distribute the materials throughout the office when he returned. He also held meetings afterward, allowing office staff to review the transcription. They were able to discuss the event, expand upon the items and topics covered and explored how certain actions could impact the company if undertaken. This is a fantastic avenue of team building and involving staff with opportunities to learn and discuss the information presented as a group.

Five Strategies For Having A Successful Meeting 

1. The most successful meetings are prepared in advance with agendas. The agendas should focus on what will be covered during the meeting, as well as provide a brief overview of areas of discussion and indicate who will be speaking. A good meeting allows audience participation and provides ample time for individuals to discuss topics of interest. The agenda also provides some background information, so that meeting participants can come to the meeting well prepared and ready to participate.

2. Good meetings start and end on time, with courtesy reminders to participants. This respects the fact that most people have a full schedule, and allows them to move on to other areas they have committed to, without having to feel that they are disrupting the meeting by leaving before the session is over and everyone has been allowed to speak.

3. Good meetings are action oriented. Participants are allowed to take action for each agenda item before the meeting is over. They can decide what actions need to be taken and who is responsible. This is where transcribing meetings is a tremendous benefit to everyone involved. Good meetings allow tasks to be assigned as they arise during the meeting, so you don’t loose sight of them as the conversation expands. To keep the meeting properly focused, all off-topic statements or discussions can be added to follow-up action items.

4. To have an effective meeting you must also record and transcribe the minutes, and document the group's decisions. All assigned action items will be documented and distributed to attendees to follow through to completion. This fosters a sense of responsibility and prevents any misunderstanding of who is handling what project. It’s a good idea to distribute these transcribed minutes in a timely manner to all participants.

5. The last step to a good meeting is to say thank you! Remember to thank participants for attending the meeting, and especially those who have shared information and contributed to the discussion. Recognize the efforts of all involved at the end of the meeting, and the entire group will leave feeling positive and ready to take action on the items covered.

Final Points To Ponder

Try to help everyone feel involved in meetings — as if they have a voice. Give them the responsibility to tackle projects, as well as recognition for their contributions. If you follow these guidelines, you’ll discover that participation in meetings will increase, attendees will show up on time and ready to discuss agenda items, and productivity will jump. I’ve received positive feedback time and time again from individuals who have never used transcription services. And I have felt very positive to have been involved in the process.

Please remember Connecticut Secretary when you decide to capitalize on the power of transcription for your next meeting, presentation, conference call or event! I look forward to hearing from you!

Best Regards,

Kate Smalley

Kate Smalley
Connecticut Secretary
P.O. Box 896
Branford, CT  06405

connecticutsecretary@gmail.com
203.641.3739