How to Outsource Transcriptions Effectively and Efficiently (To-Do List BEFORE Outsourcing)

Effective and efficient outsourcing partnership begins with the customer doing some vital work on his part.

An outsourcing customer should know how he is going to save money by outsourcing transcription work.  He has to know how much costs can be saved and how much his budget is for outsourcing transcription.

According to his budget, he will be able to find and choose the right transcription company for his firm.

Choosing the right transcription company also depends much on how they want to integrate the transcription workflow into their system.  It may be wise to visit your transcription services provider to get to know them personally and face to face.

Before you start outsourcing, provide your chosen transcription company with the necessary instructions and guides you want them to follow.  This is also the time to fix the price and delivery systems and methods of sending and receiving files.  It also important to provide contact persons for emergency and exigencies.

To-do list before you begin outsourcing transcription:

• Send templates of various documents they may have to type – letters, reports, standard statements, memos, witness statements, etc
• Provide style guides – fonts, font size, how to name files, how to fill in reference numbers, using American or British spellings, American or British styles of writing names, etc
• Provide contact email ids, address details, titles and designations they may have to include in their transcripts List of abbreviations and names of individuals, companies and businesses.
• Provide your expected turn around time (TAT). If there are documents you need urgently make sure your chosen transcription company has the resources and means to deal with such assignments. Of course, such assignments will cost you more.
• Communicate clearly and explicitly the acceptable level of quality, if possible in writing.  Decide and communicate what to do if such acceptable level of quality is breached.
• Communicate clearly and explicitly your need for confidentiality (especially for legal transcription) and data security.
• Providing some or all the above will spare you a lot of hassle or editing when you start outsourcing transcription, apart from time and money. You will be able to integrate transcription process to your workflow more efficiently.
• Never hesitate to voice your concerns with your transcription provider anytime during outsourcing.  Also, acknowledge their efforts.

Effective and efficient utilization of outsourcing resources will enhance your productivity and equal effective delegation of tasks.  It will allow you to focus on your core strengths and the vitals.  It will also allow you to live a more balanced lifestyle.  Research show that CEOs who spend more time with their families, regardless of corporate success, are more happy and fulfilled.

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