• Joanna B.

Top 10 Common Tools for Transcriptionists

Updated: Dec 23, 2020

Professional transcriptionists don’t do their transcriptions without the use of different tools to help them. Although transcriptionists could probably still do so without these, using transcription tools makes the job much easier and therefore allowing them to transcribe more.


Quality is not the only thing that a professional transcriptionist has to focus on. In fact, quality, in the transcription job, oftentimes goes hand in hand with quantity. Depending on the mode of payment, most transcriptionists get paid on a transcription project basis as opposed to an hourly basis.


In order to write efficiently, professional transcriptionists make use of the following transcription tools. The good thing is that everyone has their own version of these tools so it is really up to the transcriptionist to choose which tools they prefer using.



Here are the 10 most common tools for professional transcriptionists:


1. Audio Converter


The audio converter tool allows the transcriptionist to simply change the file type of the transcription audio that is given to them. This transcription tool is important to achieve the highest possible quality when it comes to audio transcription.


This is especially important if the audio files are given in bits and pieces of different file types. This way, you’ll be able to put them together using another tool.


2. Video Converter


Just like the audio converter, the video converter does the same thing. This also helps you make the transcription faster especially if the video file is taking too long to load. The tool helps lower the quality of the video without sacrificing the sound.


This also helps if there are multiple video files of different file types that need to be put together using a different transcription tool.


3. High-Quality Headphones


Of course, how would transcriptionists do their part without the use of high-quality headphones? Although settling for cheap earphones when starting out is understandable, at some point, it is still necessary to get a pair of good earphones in order to help the transcription process.


With better headphones, transcriptionists are able to clearly hear audio that might be hidden in the background or a part of the conversation that can’t be picked up by regular earphones.


4. DFX Audio


The DFX Audio Enhancer is a particular tool that improves audio quality. Once the transcription tool is installed, it will be able to reduce background noise, help increase audio volume, and even give the audio more crisp quality. The audio can also be adjusted through different controllers.


Adobe Audition could be an alternative to this tool.


5. Audio File Splitter


The audio file splitter functions exactly the way it is called. This transcription tool is extremely useful if the transcriptionist is sent hours and hours of transcription. Dividing the audio into segments makes the workload much easier to digest and also allows for breaks in between.


6. Audacity


Audacity helps the transcriptionist compile different audio files of different quality together and can help with the adjustment of the volume and other audio factors that could improve the audio quality.


This transcription tool is extremely useful if there are a number of small audio bits and pieces that need to be combined in order for them to be transcribed smoothly without having to switch from file to file. The tool also allows the transcriptionist to see and label which part they are transcribing and easily loop the parts that are more complicated to understand.


7. Internet Download Manager


Of course, protecting the PC is necessary especially if a number of files are being downloaded and used. Having an internet download manager not only helps the transcriptionist protect the files but actually helps sort them out.


This can be done through the use of manual folders but sometimes, this could take a little bit longer to create, access, and use.


8. Winzip


For transcriptionists dealing with large file amounts, Winzip is the perfect tool to compress it together both in the sending and receiving end. Although this might not be necessary for the smaller transcription projects, Winzip is very famous when it comes to the huge projects that take up a lot of space and use heavy files.


Winzip also makes the process much faster since compressing a file helps make it lighter and faster to send to the client and to download to the computer.


9. Grammarly


Although not 100% accurate, Grammarly is a great tool for catching those unintended grammar mistakes. Everyone makes mistakes but with the use of Grammarly, these mistakes can be minimized in output.


The transcription tool can be used for more than just transcribing due to its very useful nature and advanced technology that indicates right away when something does not seem grammatically correct.


10. Automatic Speech to Text Tool


This is probably the biggest transcription tool hack that transcribers use to shorten the entire process of transcribing. What happens is the transcription audio is first run through a speech-to-text tool before it is then edited by the transcriptionist.


This works by laying down the fundamental transcription text that although needs a little work, saves an enormous time in having to manually type the text over and over again. Transcriptionists can use this tool as a shortcut to writing down everything and once it is converted, they can simply listen to the audio and correct what needs to be corrected.


Although there are many transcription tools out there, these 10 are the most commonly used by professional transcriptionists due to their ability to help make everything much easier. Although transcription can be quite difficult, there are ways to simplify and optimize this process helping it evolve into a full-time career.


Most professional transcriptionists usually start off part-time but as they become better at what they’re doing through the use of the right transcription tools that work for them, they often progress into a more full-time role.


The right tools not only make the transcription job much easier, they also help the transcriptionist improve the quality of their transcription thus offering them more opportunities for the future.


Follow our blog for more useful tips and guidelines to become a professional transcriptionist.

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