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Organize Your Audios and Save Time and Money

When sending files to a transcriptionist, name the audio files so you know what is on them, and the transcriptionist can confirm the information supplied.  Many times clients will send a file named by the equipment they use (ex ws00001) with no information as to what is on them, or tell us “this is an interview with Joe Schmo”, when in fact, upon listening to it, we find that the interview is in fact with Jane Doe.  When this occurs, we here at CLK Transcription will verify that this it is the audio the client meant to send us.  It may add some time to the TAT, but in the end could potentially save you time and money.

 

Doing so will alleviate the cost of transcribing an audio that you either didn’t want to have transcribe or was already transcribed.  And saves you time by not having to wait for the wrong file to be transcribed in order to get the correct file completed.  When files are received and seen as named by the equipment, CLK will add the interviewee’s name to the completed report’s filename when possible for tracking purposes.

 

Oftentimes, clients send multiple files and we work them consecutively, so if a duplicate is sent even a day or so later, unless the same transcriptionist handles the file, we would not know it was a duplicate.  (We have even had files sent as duplicates months apart, and if and when we catch it, we inform the client.  Some companies may just pull the old report and send it along and then bill for something that was paid for months ago.)

 

Also, there are some instances when an interviewee is in fact interviewed several times, so we would not stop transcribing just because the name is the same.  It may not be the same interview.  This is particularly difficult with physicians.  When they send a potentially duplicate file, we have to transcribe it because unless confirmed as an exact duplicate, the difference of one word or phrase (medication, history or treatment for example) makes the entire report ‘new”.

 

The addition of a name for your audio is also important for organizing your files for future reference.  Here at CLK Transcription, we name your report the same as the audio file, and include the length of the audio in that name.  This is great because you can now match the audio to the report and even know if the entire audio was received or was there an error in the download.  Also, the addition of the length of audio allows CLK’s clients to track their expenses when paying by audio minute.

 

Many of my clients will use the name of their audio when discussing the topic elsewhere (e-mail, etc), allowing all information regarding that interview to be sorted and saved together, even setting up folders in your Word history to keep all documents for the same topic / interview together for easy reference later.

 

So, the next time you save an audio, consider giving it a name.  It could very well save you time and money.

 

Here at CLK Transcription, we know that saving YOU time and money allows us to do the same.

 

Check us out for more information.  We would love to add you to our team of clients.  https://www.clktranscription.com.  Mention/retweet this blog and save $5.00 off your next invoice of $50.00 or more.

Do you get your voice mail transcribed free? Do you get what you pay for?

Many people come to me and say “why offer voice mail transcription?  Many people get it free through their telephone service provider.”

Here is my answer:

Those providers use either speech recognition software or an offshore, ESL, transcription company.  Either way, their messages are full of errors, mis-communcating what the message really conveyed, sometimes causing your clients unwanted stress!

There are hundreds of websites devoted to posting the errors people receive through these providers.  (Checkout http://technologizer.com/2010/08/22/worst-google-voice-transcription-errors/)

So, if the only reason you continue to use those services by those providers is so you can see what comes across next, do not use CLK Transcription.

At CLK Transcription, a human listens to the voice mail, a human types the voice mail and a human returns the transcript in an easy to read email.  You get the first 5 free every month through December 2010.  Our rates are nominal and you get quality service, fast.  So for a cost you can afford, you get better quality service.  You get more than you pay for.

When you pay nothing for everything, how do you expect anyone to take pride in the work you request?  Those providers simply cattle prod your work through because it is the phone service they care about.  Offering you the transcripts is what got you to them, and for most companies, getting you is all they care about.

CLK Transcription cares about every facet of a project and every client we receive.  There are no contracts, just a confidentiality agreement.  Whether it is a small project or a large project, a one time assist or a long time client, we take pride in the work we do.  Over 90 percent of our clients are referrals.  We do our best to keep them happy and when we don’t, we learn, understand, and make whatever changes are necessary to the service we provide.  Transcription is what we do. It’s not just what we do, it’s who we are!

So, if you get your voice mail for free, are you getting what you pay for?

https://www.clktranscription.com Find out how we can assist you with your transcription needs.

Your regular project is just as important to us as it is to you! Don’t have your TAT pushed aside because someone else has a “priority”!

Here at CLK Transcription, we try to treat every client as our only client when it comes to meeting their turn around demands.  Many of our clients know each other and have referred each other to us, and we know keeping one happy, means keeps them all happy.

People have often said, “when someone likes you they will repeat it, but if they do not like you they will repeat it over and over again.”

We want to change all that.  We want to have CLK repeated over and over again because we assisted in your transcription needs and never missed a beat with another project on our plate.  We love hearing “you rock” when we give our clients with the quality they demand at a cost they can afford, all in a timely manner that lets them get their job done in a smooth manner.

The independent contractors I work with are just as important as the clients I have.  Without them doing their absolute best and being happy with me assigning them work, I could not offer the services I offer to the clients we handle audio for.

In working for other companies, I had heard many times “that project can wait” or “just load up that IC, she’s a workhorse” and I cringe when I think about a client’s TAT being brushed aside, or a IC being so overworked that she wears herself out.

In doing the best job possible, we all have our limits.  Clients cannot be overburdened with stress wondering if their work will be completed on time and the transcriptionist cannot be so overworked that she rushes or even worse, drops the ball all together and misses deadlines herself.

Many times we receive STAT or priority files from a client.  We handle them as we would any other, but we have some wonderful transcriptionists that are available just for those types of files, so that whether we received one or 20 files in a day, your priority is handled without pushing someone else aside, and without stressing the transcriptionist with an unreal deadline herself.  Every client’s files remain active.

Handling the work this way allows every file we receive today to be returned today or within 24 hours, meeting your TAT and allowing the transcriptionists time for their own personal responsibilities as well.

Yes, there are times when the larger projects come, multi-hour, multi-speaker interviews, conferences, and seminars that take us a bit longer, but even in those cases you can usually start seeing a return of part of the project within 24 hours and a completion within 3 days, depending on the size.

Unfortunately, we have had to turn away projects from some of our most prized clients because of their TAT and our workload when they contact us with a multi-hour project due in a few days, but even those clients come back.  Why?  Because I won’t add to their stress by saying I can handle it and then blow their TAT when I know I can’t.

Thankfully, those exceptions are few and far between.  My clients with those larger projects allow me time to plan and get ready for them by giving me a heads up to expect those files.  Most times a day’s notice is all it takes.

So when other companies say they can handle your large project, ask them not only if they have the transcriptionists on duty to handle it, but how much work gets pushed aside that belongs to your friends and colleagues in order to handle yours?  Because the next time they have a larger project, it could be you that’s pushed aside.

We love transcription. It’s not just what we do – it’s who we are!

CLK Transcription, Inc comes highly recommended by some of the most amazing journalists, ghost writers, authors, blog radio and webinar hosts, and corporate companies in the world.  Let us show you why.  Allow us to help you with your transcription needs and make you a part of our family too!

Check us out on:

Twitter = @CLK_Shortcake
Facebook = http://www.facebook.com/people/CarolLee-Streeter-Kidd/1234760098

and

http://www.facebook.com/pages/Tobyhanna-PA/CLK-Transcription-Inc/100158850050342
LinkedIn = http://www.linkedin.com/in/clktranscription

Sometimes going cheap is good. But sometimes going cheap can cost you your career!

Sometimes going cheap is good.  Getting cheaper soap at the grocery store is good.  Getting cheap concert tickets is great.  But sometimes going cheap can cost you your business, your career…your livelihood.

I admit I am in a profession in which the workload is easily sent off shore to complete.  I also admit that it can be done cheaper.  I also know that doing so puts our medical, personal, and professional information at risk.

You get what you pay for.

I have stated before and will state again, that when our personal information is sent off shore, you are opening up the residents of the USA to identity theft, but you are also leaving the door wide open for other errors that can and do occur.  Things like hypoglycemic transcribed as hyperglycemic, known malignant transcribed as non-malignant, so many more…

Read more here http://wp.me/pLEiA-55 on how medical information is shared when transcribed over seas.  Is this where you want your information?  Even your insurance carrier may off shore their Workman’s Comp and Disability Claim Files.  Could that be why you have been denied benefits?  Was there an error in the medical report due to a language barrier?

Another example is legal transcription.  Allow me to share the following story:

I had a lawyer relay this to me to show the importance of commas that he found only AFTER a will reading.  One little comma can change a settlement of a case dramatically.

A man dies.  He leaves his estate to his three kids, which for the purpose of this example we will call Jack, Jill, and Jane.

His estate is worth a million dollars and it is to be divided in equal shares to Jack, Jill and Jane.

Now would you appreciate that inheritance?  Or if you were Jane and Jill, would you rather that pesky little comma so that it reads:

His estate is worth a million dollars and it is to be divided in equal shares to Jack, Jill, and Jane.

Without the comma Jack gets half, while Jill and Jane share the other half.  With the comma, they all get equal thirds.  Do you think someone who has English as a second language would understand the importance of that comma?  Jill and Jane sure found out the importance of the comma.

Imagine your comma missing in your important document!

For the journalist, ghost writer, and author.

You work hard to do your interviews, composites, and drafts.  Would you want your story transcribed by someone who then sells your hard work to a high bidder, with no possible recourse?  Confidentiality statements mean nothing when there are no ramifications for a breach.  When you search for the lowest possible bid, you get the lowest possible certainty that your hard work is safe.  Pay pennies…lose big bucks.

And yet another example:

Ever have your voice mail transcribed by an off shore vendor?  If you have, maybe it ended up on the blogs found when Googling “Funniest Voice Mail Transcription Errors.”

Now let’s get into another fact of life:

Big corporate companies off shore their work:  Manufacturers, tech developers, etcetera.  Sure it is cheaper, and maybe you even see okay quality with some products.  But have you thought about how we must share our trade secrets with the companies that we now send our work to, who then are under no legal ramifications if they share that information?  If they take it and run with it, now putting your business in jeopardy of losing it all?  What are you going to do?  Fire them, set up in another country, and pray it doesn’t happen again?  What about the money these businesses lose?  How do they recoup?  By increasing their costs.  By going bankrupt?  By a US Government bailout?

Keep US information, jobs, and resources where it belongs.  In the USA.  Our citizens are trained, they take pride in their work, and they need work – which builds our economy.

I do not dislike the other parts of this great world we live in.  I am just very proud to say that I am an American.  I live and work in the USA.  I am a proud US owned and operated businesswoman.

Have your audio/video transcribed by a human, in the US, by US citizens, and be proud to say it was Made in America! We honor your confidentiality at all times.   Do your research.  There are many great US transcriptionists and transcription companies right here in your own backyard.  It may cost you a few cents more, but you will save on quality and so much more.  But do your research.  Many large transcription companies off shore their workloads yet lead you to believe they do it all right here in the USA!

https://www.clktranscription.com – we never off shore your work.  We never use voice recognition.  We always respect your time and your confidentiality, and we give you the quality you demand.  Find out why we come highly recommended.

How To Get The Most Out Of Your Transcription Company

Having a transcription company transcribe your audio/video absolutely can save you time to handle other chores and business, in the long run saving you money, because how valuable is your time to you, your family and your business?    How can you be sure that you’re getting everything you can out of  the transcription company handling your projects?

Here are some tips for anyone who is thinking about recording audio for transcription, or has audio they would like transcribed:

When setting up for your recording, take into consideration your surroundings.  Background noise will interfere with the recording.  A good transcription company understands you do not record in a bottle and there will never be absolutely no background noise, but limiting the circumstances allows the transcription company to focus on the words of the speakers, and allows them to research any possible questions with the content.

Try not to place the recording device flat on a  desk.   This provides openings for echos of chair movement, glasses or other items on the desk being moved.  Even the keyboard keys or paper shuffling can interfere with the spoken words you are trying to capture. Keep in mind, whatever is on the desk is closer than the mouth of the speaker and will be the loudest thing on the audio.

Be mindful of the volume being recorded.  Be mindful of cell phone usage during an interview.   And most importantly, be mindful that the device is turned on.

When speaking, try not to cut the other person off.  This is not always possible, but even repeating your comment or question if this occurs helps the transcription company develop more complete transcripts for you.

When choosing a transcription company, there may be questions or concerns that you should have asked but were not aware of until AFTER you have assigned your project.  Be specific in what your demands are.

Do you want verbatim-verbatim – every um, er, false start and stutter transcribed, or do you wish the transcript to be cleaned up, removing false starts and stutters?  Do you want the speakers grammar cleaned up, or leave the transcript as spoken?  (In most cases, false starts and “sounds” are cleaned up automatically, but grammar, if spoken incorrectly, is not.  Many transcription companies understand that the way a person speaks is unique to them, and shows their personality.)

Is there a particular format you want?  Do you want the speaker’s names noted or just generic headings used?  Do you want contractions used if spoken?  How many spaces after a period would you like?  What font size or page margins?

Is there any portion of the audio that you do not want transcribed?  If paying per minute of audio, this is very important, and could save you money.  Is there chit chat before or after an interview that you do not need transcribed?

Is there a deadline?  Many transcription companies note standard TAT for a return of your work (24, 36, 72 hours), and may hold it using a first in, first out method to assigning.   If you need your audio the same day, next day or even a week later – let your transcription company know.  This not only ensures you that you will get it in time to meet your deadline, but will allow the transcription company better handle their workload.

Name your audio file before you send it to the transcription company, or tell them what you would like the transcript saved as.  Inform the transcription company of who the speakers are, especially when names may not be clear or have odd spellings. If there are topics or words you feel may be foreign to the transcription company, let them know.   This too, allows the transcription company to have a heads-up on potential research for terms and phrases if needed, or even decide to assign to a particular transcription with strengths in that area of topic.

Lastly, it is always a good idea to let the transcription company know how long the audio is.  This allows them to verify that your audio has been received in full with no disconnects on download or other problems.

Some questions you may want to ask your transcription company:

Is there a specific format that the audio / video file must be for them to transcribe and develop a quality report from it?

Do they off shore their work?

Do they utilize speech recognition?

Do they have a pool of transcribers to help with your workload so that multiple transcriptionists can cover your audio, all familiar with your demands?

Do they utilize independent contractors and are they all bound by confidentiality.  Having a confidentiality contract with a transcription company alone does not safeguard your projects if those actually transcribing the work are not bound by the same confidentiality.

Are their rates negotiable and what does their regular rates include?  Is the per minute rate for any audio, no matter the length and no matter how many speakers, and no matter the TAT expected on regular assignments?  What is their priority or stat rate?

If you do not communicate these things to your transcription company, you may not get what you were looking for.  If your transcription company doesn’t allow you to make these demands, then maybe you should review other companies and what they can offer you.

CLK Transcription never sends their workload offshore.  We never use speech recognition.  We know nothing understands the human voice as well as the human ear.

CLK Transcription uses independent contractors and each must sign a confidentiality agreement before any work is assigned.

CLK Transcription never holds work and does not use a first in-first out assignment schedule.  We have a team of transcriptionists that are each trained on every account so that your work never has to wait to be assigned.  This also allows us to work on those large projects of multiple hours simultaneously offering a quicker TAT for multi-day seminars, focus groups, and conferences.

CLK Transcription can accept all forms of downloadable audio, as well as CD, DVD and cassettes, utilizing the best of available programs to convert to MP3, and if you wish, can forward the converted file to you when the project is complete.  CLK Transcription can also transcribe hard copy white paper into a word document for you.

CLK Transcription offers standard proofing on every project received, and when a difficult audio is received, we have multiple people listen and fill in as many gaps as possible – at no extra charge.  Although we treat every client as our only client, we have found it necessary to charge a nominal fee for priority files (files needed back immediately ASAP), however in most cases, files are returned well within 24 hours, regardless of length of audio anyway.

CLK Transcription’s rates are below the national average, and we offer discounts for education projects, discounts for referrals, and many times throughout the year, we offer dollars off to our regular clients.  We review each new client and the projects they will be assigning to us and develop a rate that works for them.

CLK Transcription is servicing the world with professional, quality transcriptions.  We offer the quality you demand at a cost you can afford.  Contact us at CarolLee@CLKTranscription.com or visit WWW.CLKTranscription.com for details on how we can assist you with your transcription needs.  We are LinkedIn at http://www.linkedin.com/in/clktranscription where our recommendations can be viewed. Follow us on Twitter @clk_shortcake.

It will be our pleasure to offer a $5.00 discount to any new or standing client who mentions this blog or retweets on Twitter.

Made in the USA

I remember looking for my first job and being able to go just about anywhere to start part time after school. A laundromat, a pharmacy, a sub shop.  I remember working full time in what I called a computer warehouse – where the receipts from major department stores were processed by hand.  My aunt worked in the Black & Decker manufacturing plant making the tools so many loved.  I had so many friends that had parents who worked in textiles, designing and sewing clothing.  I remember working on a farm during the summers as a young adult.

I remember when I was growing up watching the TV commercials telling us to “look for the made in USA label.  Everyone was proud to say they bought American.  From clothing to autos to tools and furniture.

I have to ask myself  – What Happened?

Today, looking for that first job is a job in itself.  More and more companies are off shoring work and if they think it helps our economy, they are sadly mistaken.  Many of you may have seen the video – how not to hire American seen here:  http://bit.ly/8aGx4

I again have to ask Why?

Could this attitude be the reason many young people starting out have the attitude – why bother?  Could this attitude be the reason we don’t see those commercials anymore?  could this be why so many have concerns over our unemployment rate and at the same time the rate of illegal immigration into our country?

Work being sent offshore even affects our education system.  Many kids nowadays feel they have no need to go to college because they do not plan on ever working overseas.  Why pay for an education when the jobs that require it are no longer here?

I mean even our pet food is made overseas.  Our toys are produced overseas.  Why?  Is it because of better quality – No.  It is because it costs less to produce, and in some cases, as evidenced by global recalls – less quality.

Why can’t someone somewhere put the money here to begin a business that will produce jobs that will produce quality products with a label – Made in the USA?  Why can’t every nation, use their residential resources to build their economy by using their natives to develop their products and be proud to do it? Why is the first place people look to save a buck off shore?

Now don’t get me wrong.  I am all for the best possible people to do the best possible job.  Just don’t tell me you can’t find it within our shores.

I am sure money earned is better than no money earned.  Ask those people on the unemployment line.  They would be proud to work  and earn anything and would be proud they produced anything that read – Made In America.  Don’t tell me you can’t find educated, skilled, reliable, professional and Proud Americans to work for you.  I know different.

I am proud to own and operate an entirely US company.  Many people may off shore their work to save a buck.  What they choose to do is up to them.  I prefer to be able to say – my work – it was Made in the USA.

A 100 Watt Light Bulb Moment – Voice Mail – No Problem

Have your voice mail transcribe by a US owned and operated transcription company for the same cost as other companies (Service starts 4/1/2010).  Contact me now to set up your account!

I have spent a lot of time marketing my transcription company and all the possibilities we can do for you.  I have added programs and system to allow me to accept just about every type of audio file out there at any time day or night – and get them transcribed for you with quality in a timely fashion.  I thought I had it covered, then a client/friend gave me a light bulb moment.

This light bulb moment allows me to expand my business and features I currently offer clients.  Will I make a fortune – probably not.  But if it helps my clients, and new clients, get on with their day and meet their own goals – then I have a win-win situation going all the way around.

I researched and found that YES, I can do this too.  I can offer the service to those who have their voice files transcribed for a comparable rate and return the transcripts to them in a comparable time frame as those other companies that do it, and with any luck, with better quality.

So I had a light bulb moment.  As of April 1, 2010, CLK Transcription, Inc. will in fact offer transcription of voice mail as a separate feature from the everyday transcription of seminars, conferences, interviews, phone conversations, webinars, and everything else audio that we handle.

For existing clients, the voice mail would be noted on your regular invoice with the number of calls and total billed in addition to the usual transcription we do for you.  For new clients, if you choose to only have your voice mail transcribed, your invoice will show the number of calls transcribed and the total billed in an easy to read format.

Contact me to set up your account today.  This service will begin April 1, 2010.   And yes, if you refer a friend to CLK Transcription during March 2010, there is still a $5.00 reward for both you and your referral (for their first over $15.00 and your next invoice period.)

And finally, thanks to flipping the light switch for me – you know who you are!!!!

Yes, it will be a new undertaking and a new path on my journey, but one I look forward to taking.

If interested in this new service  provided by CLK Transcription effective 4/1/2010, contact me at CarolLee@clktranscription.com.