Transcription Services 101 – Communication and Organization

A professional transcription business is about one thing, words on a page. It’s simple, right? Just plug a media file into your transcription software and bang… Well, as you might know, its a lot harder than that. In this brief article, I want to cover two basic components of the operation that separates the professional transcription company from the “other guys.”

Communication – Get The Info While Being Human

Communication is the key!

The fine art of communication is essential when providing transcription services. There are a vast amounts of variables to consider for any given transcription project. Don’t be shy! Ask the right questions, the first time. A transcription service provider must be diligent about the information they obtain from their clients so the job gets done right. If you want some ideas about what to ask potential clients, or what you should ask before sending work for transcription, check out this article.

10 Things To Consider Before Sending Media For Transcription

Keep in mind however, that good communication is not just about what information you get, but how you get it. Here’s a pro tip, the more “automated” the intake process becomes, the less people think you value them as customers. Furthermore, trust and loyalty come from treating people with integrity, dignity, and respect. In this regard, automated transcription management systems fail to create a sense of connection during the communication phase. Experience is everything, so make it a good one and you will be rewarded.

Organization – Efficiency and Optimization

Color Coded

Humanizing your communication channels is not enough. Once you have all of the information, you need to develop a way of keeping it all organized. It won’t do you any good if you have three clients but you don’t know which one likes time code, and which one likes verbatim. Depending on your resources, it is a good idea to invest in a project management system of some kind. There are plenty of free ones out there, but if your a large company like, Word Wizards, you need to be able to keep all of your open jobs and contact information well organized.

It may take a little bit of time to get used to keeping track of some many details for each project, but in the end its worth it. After all, thats why they call a business an “organization.” Organization is not just about getting the right thing to each client, but it also helps promote efficiency in your transcription practice. Knowing where all the information is kept, and being able to utilize it quickly, has a significant impact on how efficiently you can work.

Keep a Tight Ship

We hope that this little lesson in transcription services 101 was helpful to you, either as a potential client or as a fellow transcription provider just looking for some good tips on the industry. Make sure to sign up for our mailing list to receive more articles like this. Please leave us a comment if you have something to share. Oh yea, and we invite you to Contact Us for further information about our services, pricing, or even just to chat.




WordPress Development – WordPress SEO Plug-in First Look

Another week, another experiment in the latest SEO technology. Yesterday, we installed the WordPress SEO Plug-in by Yoast and began to use it to help optimize our website and blog. In the past, we have tried playing with some other SEO plug-ins but have never been completely satisfied. It seems that this plug-in is different that many of the others, in the fact that it doesn’t, for lack of better terms, suck…

Nice logo for WordPress SEO
WordPress SEO by Yoast – Logo

Looking For Answers – Enter Yoast

For a long time we have been trying to use a classic formula with our blog to attract business. The concept is clear, if your an expert, you can write a blog that answers someone’s question, if you do that, they will be more likely to sing your praises and possibly turn from reader to customer.

Last Friday I was searching around for blogs specifically about SEO for WordPress. I found a post by Yoast about optimizing the slugs (also know as URLs) for your posts and pages. Yoast recommended that you change to a specific setting and redirect all old links using his easy redirect algorithm. I took the code to our lead developer and she plugged it in. To our surprise, it actually worked!

Here is the extensive article that won us over and lead us to use his plug-in.

http://yoast.com/articles/wordpress-seo/

I can’t get no…

We have tried many “easy fixes” and SEO plug-ins over the years and have been thoroughly disappointed. There is a lot of out dated, unsupported, flat out miserable code out there. What won us over? His bug fix worked, and with good instructions at that! I am paraphrasing here, but in the article explaining how to use WordPress SEO, Yoast says something that rings very true; “There are no easy fixes in WordPress, anyone who offers an instant SEO solution should not be trusted. SEO takes work, its not easy, but this plugin makes doing that work faster and more efficient.” (Paraphrased)

Drink the powerful SEO Cool-Aid! Brought to you by Yoast.

The Test of Time

We started implementing yesterday, and will be using his optimization strategy for the next few weeks to see if it makes an impact. We will keep track of the progress with our web analytics looking to see if the plug-in starts to make a difference in our traffic and conversions.

If you wish to see the results of our experiment, check back to this blog in a few weeks. Or even better, sign up for our newsletter by leaving a comment below or using the sign up form in our sidebar.




Docs In Progress – Documentary Experts Check Out CloudScript

Last night I had the pleasure of joining Docs In Progress for their Alumni Open House. It was an intimate gathering of some graduates of Docs In Progress courses. Docs In Progress teaches aspiring documentary producers and enthusiasts how to make documentaries the right way, offering a wide variety of courses related to documentary and general film production throughout the year.

Word Wizards CEO with the DOcs In Progress Team

Docs Are King

Docs In Progress is located in downtown Silver Spring, right around the corner from Word Wizards HQ. Word Wizards first connected with DIP through our efforts supporting TIVA-DC, and we have since become a proud sponsor of DIP as well. Docs In Progress invited us last night to meet some of their brightest graduates and to present our new service CloudScript to an audience of accomplished and aspiring producers.

Now Presenting: CloudScript – Time Code Media Player

The presentation was very well received, and I was happy to get some great feedback about our new service. CloudScript is really a powerful tool for documentary production. Not only does it provide a simple and functional asset management system, but it is priced in a way that everyone can afford it, which is critical in these days of super tight budgets and economic uncertainty.

Ben Presenting CloudScript at Docs In Progress

Watch the presentation video below to see CloudScript in action at Docs in Progress! * Note change the player settings to HD for a better viewing experience.




CloudScript – Optimize Your Media Workflow

The Future of Time Code Has Arrived!

CloudScript is an innovative new tool that allows you to sync a transcript or b-roll log with a media player. Simply click on any time code and instantly jump to that point in the file. CloudScript is available in several versions to fit your specific budget and project requirements. Watch the short video below to find out more about CloudScript.

* For a better viewing experience, click on the gear icon in the video controls bar, select 720HD, and then view in fullscreen mode.

CloudScript Lite: Fast, Easy, Inexpensive

This version of CloudScript is designed to fit any budget. Simply upload a transcript or b-roll log and provide a file path and quickly create a media synced CloudScript document. You can use CloudScript Lite 24/7, and it syncs with media files hosted on your local drive or internal network; that means no lengthy uploads or downloads are required. Once your CloudScript is created, just click on any time code to instantly see and or hear that exact point in the media.

CloudScript Pro: Convenient, Simple, Affordable

CloudScript Pro is similar to CloudScript Lite with one major difference, we do all the work for you! With CloudScript Pro we create a media synced CloudScript document for you. All you need to do is provide a file path to the media on your local drive, internal network, or website, and our team will configure the media player.

CloudScript Enterprise: Review, Collaborate, Host on the Cloud

CloudScript Enterprise provides the ultimate cloud based media referencing tool. We optimize your media files for hosting on our secure cloud and compress them for easy distribution online. Then we send you a a CloudScript document that is synced to the media hosted online, allowing you to access your CloudScript from any machine connected to the internet. Share your transcripts and logs with anyone on the team, anywhere in the world!

Get Started With CloudScript

Want to learn more about CloudScript? Visit our website today and get the CloudScript advantage!

http://www.cloudscript.wordwizardsinc.com




New Service Launch: CloudScript – Transcript Media Player

Early this month, Word Wizards began introducing our existing clients and friends to our new service, CloudScript. CloudScript is a simple tool that allows a user to sync a transcript with time code to a media player. In seconds you can have a transcript that allows you to click on any time code in the document and jump immediately to that point in time.

CloudScript - Transcript Media Player

Professional Applications:

Here is a scenario, your writing a final script before sending your raw footage to editing. You have found a quote in your transcript that says exactly what you need it to say. Under normal circumstances, you would have to pull up a media player, and use the scrub bar to manually locate the point in time that your transcript says will contain that video clip. Once you find that spot, you need to somehow figure out if that audio and video is consistent with the rest of your production. There is no easy way to do this for a few or  especial hundreds of independent clips, well there WAS no easy way, until CloudScript came along.

Instant Media Referencing

CloudScript enables you to instantly jump to any time stamp in your transcript. No more scrubbing through hours of footage looking and listening for that perfect shot and or sound byte, its all right there and its FAST! Furthermore, say you took a look and listen to that quote you wanted and the audio was no good, or there were clouds in the sky and it wont work with the rest of the clips from that shot. Well using the “find” function, you can simply search for any keyword or phrase your interested in and quickly identify every part of your raw footage that is related to what your looking for. With just one click, you can see and hear everything that may contain what you need, now that is what we call optimized workflow.

Create and Study Rough Edits

Continuing with our example, you have identified a sequence of ten clips that tell your story the way you want it to, but your no sure the audio and video will flow with continuity and consistency because your ten clips are shot over 10 hours of raw interviews. All you have to do is copy the  time stamps you think are the best into a text file, and run it through CloudScript again. You have just created a rough cut that lets you click on each time stamp in the sequence and easily get a feeling for what the edited sequence would look like. Because CloudScript is subscription based, you can use it as many times as you want as long as your membership is still valid.

Additional Features

CloudScript allows you to sync a transcript with video hosted on the internet. Say you put up footage of an important conference on your website for people to see. Using CloudScript you can create jump points to any time in the footage. This allows you to create “chapters” in online video that can be hosted on your website. Say there were 10 speakers over 8 hours. Simply run your transcript through CloudScript and you can generate clickable links to the beginning of each speaker’s presentation.

CloudScript does not require uploads or downloads of the actual media files to work, that’s how it does its job so fast. All you have to do is simply provide your local file path for the media and upload the time coded transcript saved as a simple text file. Within 5 seconds you receive a media synced transcript that opens in your browser, and with your subscription you can use it over and over again!

Sign Up Now For A Free Trial

Want to see for yourself? Head on over to The CloudScript Homepage and check out our Demo video. If your interested you can sign up for a free trial and test it out yourself. So what are you waiting for, join the 21st century already and optimize your workflow!