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Why should editors be thinking about and using conscious language? [shared post]

Why should editors be thinking about and using conscious language? [shared post]

Today I’m sharing what is the best explanation I’ve seen of the need for editors to be aware of conscious language. I’m a non-fiction editor and Louise Harnby edits fiction but the principles remain the same.

In her article, Louise Harnby covers:

  • What is ‘conscious language’?
  • ‘But I’m not part of the “woke” brigade’
  • The foundations of editing
  • Are you part of the professional editing brigade?
  • Why conscious language is also about successful authoring
  • Why conscious language is about consideration rather than prescription
  • A case study
  • Helping our clients
  • Tools that help with conscious language

Read the rest of the article here.

This is such an important topic. I’ve been using “singular they” for a long time, and other aspects I’ve covered in my editing include not gendering people when they’re mentioned as examples in texts, working to eliminate terms in networking which are now outdated and pejorative and suggesting different terms for ones which are now considered pejorative in an ablist context.

As Louise mentions, as professional editors, we’re aiming to help our authors reach as wide an audience as possible, and if they risk alienating portions of that audience through the use of language that can be avoided, it’s our job to help them not do so.

 

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Book review – Ebonye Gussine Wilkins – “Respectful Querying with NUANCE”

Book review – Ebonye Gussine Wilkins – “Respectful Querying with NUANCE”

This book is published by the Editorial Freelancers Association, who are based in America, and I ordered it direct from them. My attention had been drawn to it by a couple of fellow-editors and I thought it would be useful to read and then share about here.

What it says on the back of the book

The blurb on the back summarises the book perfectly:

Editors working with writers of color or marginalized writers have dictated editorial changes that have misrepresented the writers’ voices for far too long. Writers receiving assistance from editors who don’t share their cultural backgrounds or experiences often don’t get the appropriate editorial support because of misunderstandings. Respectful Querying with NUANCE offers a framework that allows editors to continue to provide the necessary guidance while still respecting the author’s voice and encouraging the author to make the manuscript’s final editorial decisions.

Ebonye Gussine Wilkins herself is “a social justice writer, editor, and media activist shaping media through the lens of inclusion” (p. 29) and as such is ideally placed to guide other editors through this process.

What you get in the book

The introduction sets out the author’s stall as someone who is not a gatekeeper or rule-imposer but just wants to “help the writer put forth the best version of their manuscript” (p. v). She moves on to talk about how writers of colour or writers from marginalised communities outnumber editors of colour and from marginalised communities, so there are likely to be occasions when there’s a mismatch between the cultures of the writer and the editor. The editor in this case needs to be extra careful to let the author’s voice shine through and to not seek to suppress evidence of the author’s culture or background in their editing work – especially through their queries.

A query is where the editor puts a comment in the text because they’re not sure what the author intended to put across or needs to make a suggestion. For example, I have used queries recently to check what word someone intended to use when I suspected their voice-to-text software had inserted something a bit odd and, in a sort of backwards version of what this book is talking about, to suggest an author used singular they instead of he/she to avoid gender binary issues in the text. What Wilkins wants editors to do, entirely appropriately, is to take special care when doing this to pay attention to the author’s culture, and not to, for example, smooth out specific cultural terms into more ‘mainstream’ ones they might know and accept more readily themselves, certainly not without thinking about it. The main thing is to empower the author to make decisions on what’s in their own text, and to make sure that the editor’s culture, especially if it’s the dominant culture in the society in which they’re working, doesn’t dominate the author’s own voice.

Wilkins offers a handy framework to do this, based around NUANCE (Notice – Underscore – Accept – Narrow – Consult – Empower). I won’t go into all the details because then I’ll just be parroting the book. If you’re an established editor used to working supportively with writers of different groups to your own, you will probably do this intuitively. If you’re a new editor, or someone who’s feeling a bit challenged by working with someone’s manuscript that is different from your own more commonly held experiences, you’ll find this framework very useful.

My thoughts

I think this is a really good resource, especially for new editors or those needing to come to terms with working with texts that approach issues from or are written from other than their own cultural or personal characteristics. I’ve worked with all sorts of authors for years, and it encouraged and reassured me that I’m on the right tracks with the way I work with clients who are different to me in their backgrounds and lived experiences. The worked examples were useful, and the emphasis on looking things up and checking them with other external sources before assuming they’re incorrect was written in a way that was useful and supportive to the editor. In addition, with more lists and directories available of editors with different cultures and characteristics, I would – and have – directed authors who come to me with very specifically culturally rooted texts to approach an ‘own voices’ editor to work with them, something which may well be more comfortable for both, if they choose to. If they choose to work with me, I’m more confident after reading this short book that I will be able to support and empower them, working with them to make their text represent them and their thoughts as well as it can.

 

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Gendered language and language change

Today I’m sharing an excellent paper, “The State of Gendered Language“, written by experienced and highly respected editor Sarah Grey.

Gendered language is language that takes account of gender and gender-related terms in a marked way, for example using “female doctor” or “male nurse” to point out ‘deviations’ from some shared ‘norm’, using the pronoun he for unnamed examples of bosses, and she for unnamed examples of secretaries, or promoting the gender binary by using he/she or his/hers when there are plenty of folk who exist along a continuum that’s not just binary.

As writers, it’s important to be inclusive – mainly for social and ethical reasons but also, why limit our audience? This article is likely to help writers understand the background of the changes they might be asked to make by editors, agents or readers.

As editors, many of us try to introduce these concepts to authors who might not have encountered them. This article gives us a great resource to back up what we’re saying with some solid and professional facts and references.

Sarah Grey’s article “The State of Gendered Language” appears on the Chartered Institute of Editors and Proofreaders’ website. Thank you to my colleague Katherine O’Moore-Klopf for drawing my attention to it.

Other related articles on this website

Medalling, podiuming and singular they

 
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Posted by on December 6, 2021 in Copyediting, Ethics, Language use, Writing

 

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Automatic transcription – some real-world case studies 2: automatic closed-captioning

There has been a lot of talk lately about automatic transcription, or AI (artificial intelligence) transcription. This includes speech-to-text software and means that a transcription of your voice or recording is made automatically rather than by a human. I’ve recently experienced working with clients who use voice-to-text software and receiving an automatic closed-captioning file from a video meeting platform, and I’m taking the opportunity to share my experiences with both. Last time, I looked at features to look out for with speech-to-text software and this time I’m talking about automatic closed-captioning.

Using closed-captioning to create live subtitles and texts

A client for whom I’m transcribing focus groups (so discussion groups of several people with one facilitator) had one group that included a participant living with a hearing impairment. They turned on the closed-captioning feature in the video meeting platform they were using, so that the participant could read what the other participants were saying. As it recorded everyone’s speech in real time and then generated a text afterwards, my client sent it to me to see if I’d find it useful.

As I’ve been thinking about offering an automatic transcription editing service next to my full transcription service, I was really interested in seeing how this worked.

What does real-time closed-captioning or automatic transcription look like?

In my opinion, automatic real-time closed-captioning is not there yet in terms of generating a good, usable transcription. Here are the downfalls I noticed in the tape (you’ll notice some of these if you turn on the subtitles on the news, etc. – which are very rarely produced by humans these days).

  • Time stamps were added every few seconds which is great for some clients but my focus group transcription clients usually only want it every ten minutes.
  • There was no differentiation of speakers, although new utterances were usually started on a new line (this could be a new utterance by a new speaker or a new utterance by the same speaker).
  • If two people spoke at once the speech was jumbled.
  • Even captioning of the slowest, clearest and most “accentless” (Received Pronunciation) speaker was full of errors including homophones, missed words and repeated words.
  • If someone had an accent (regional or English as an additional language), it pretty well failed to cope at all.
  • If someone spoke quickly, it pretty well failed to cope at all.
  • Ums and ers were not recorded, which is understandable in terms of a participant needing to know what the others were saying, but is not useful when your client has requested a full verbatim transcription (see my article on the types of transcription here).

In summary, the transcription produced for this session by the closed-captioning software would not have been of any use to the researcher without extensive editing.

I have also had a look at the automatic transcription on various video playing platforms such as YouTube and the same issues have appeared there, too.

Is it quicker to edit an automatically generated transcription than to transcribe it from scratch?

With this particular client, while the participants varied over the groups, I had transcribed a fair few groups and had an idea of how many audio minutes I was transcribing per hour. It’s also worth noting that I’m experienced in editing other people’s transcriptions, as I used to be the go-to transcriber for tricky sessions at a big worldwide conference.

Bearing those points in mind, using the closed-caption transcript and editing it to the same standard as one I had done from scratch took exactly the same time as transcribing it from scratch would have taken! There was less actual straight typing, but more mouse work and clicking, so I don’t think it saved me much risk of RSI, either.

I will keep looking at this issue over the next few years, as automatic closed-captioning and the transcripts it produces are bound to improve with improved technology and voice recognition.


In this article, I have discussed the use of automatic closed-captioning and whether it can be used to generate transcripts that replace or can be used as a basis for human transcription.

If you have experience of using automatic closed-captioning, particularly in languages other than English, please comment with anything else you’ve noticed that it would be useful for people to know.

Other relevant articles on this website

Automatic transcription – some real-world case studies 1: voice-to-text software

Why you need to be human to produce a good transcription

Using a transcription app rather than a human transcriber – pros and cons

What are the types of transcription?

What information does my transcriber need?

How to be a good transcription customer

How long does transcription take?

Recording and sending audio files for researchers and journalists

How to get into transcribing as a job

The technology transcribers use

 
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Posted by on November 22, 2021 in Skillset, Transcription

 

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Automatic transcription – some real-world case studies 1: voice-to-text software

There’s a lot of talk about automatic transcription, or AI (artificial intelligence) transcription, also known as voice-to-text software. This means that a transcription of your voice or recording is made automatically rather than with human input. What’s the state-of-art of this at the moment? I’ve recently experienced working with both a client using voice-to-text software to generate text that I edit and receiving an automatic closed-captioning file from a video meeting platform, so I thought it would be a good opportunity to share my experiences with both. This article looks at speech-to-text software and the next one will examine closed-captioning.

Using voice-to-text software to create text documents

A couple of my regular editing clients use voice-to-text software to create documents which they send to me for me to edit. I have also worked with a number of students who, because they live with a visual impairment or a physical issue (for example, RSI that makes typing painful and difficult), have used this method to generate sometimes very long documents.

What common features of voice-to-text-generated documents can an editor look out for?

Here’s what I’ve noticed about what documents look like when the client is using voice-to-text software

  • The outcome is a lot more accurate when using more sophisticated voice-to-text software that can “learn” the speaker’s voice, rather than out-of-the-box, one-size-fits-all software.
  • The outcome is also a lot more accurate and able to cope with “standard” (Received Pronunciation) slowly and clearly spoken English (in this case; I’m guessing it’s the same with other languages but would love to know for sure). The software can struggle with accents and fast speakers.
  • The most common issues with voice-to-text software are
    • Homophones – the software doesn’t know which spelling the speaker wants to use out of two alternatives that sound the same – bear/bare, which/witch, etc. This is really common and can lead to some very odd sentences and potential embarrassing issues. Note that these can’t be spotted by having the software read the text back to the speaker, as the words sound the same.
    • Added words – the software registers two separate words when there’s only one: “repeated distractions” becomes “repeat and distractions”.
    • Missed words and parts of words – if the speaker speaks quickly and skips over short words or swallows the middle of words, they might not register in the software: “paddle boards” becomes “pad boards”; “fruit and nut” becomes “fruited nut” or “fruit nut”.
    • Missed punctuation – this usually has to be spoken in in a set formula by the speaker. If they don’t do that, the punctuation won’t be there.

These issues are quite different from the usual ones met in editing people’s texts, whether their English is their first or additional language. Just as particular Language 1s will bleed through into writers’ other languages (as an L1 English speaker, I am likely to put French and Spanish sentences into an incorrect English word order, for example), dictated English has its own little oddities and patterns that you need to look out for.

How can the speaker and editor combat issues with speech-to-text documents?

There are a few things the speaker and then the editor can do to mitigate these issues.

  • The speaker could speak slowly and clearly, enunciating all the words and their endings and putting the punctuation in as required.
  • If there is an option to “teach” the software the speaker’s voice, I recommend doing that for optimum results.
  • Always have someone check a speech-to-text-generated text.
  • The speaker/client could let the editor know that they’ve used such software, so the editor can be on high alert for the features listed above (remember that Spellcheck won’t necessarily notice correctly spelled homophones).
  • The editor could watch for oddly worded sentences as well as the grammar / spelling / punctuation issues they usually look out for.

In this article, I have discussed voice-to-text software that is sometimes used to generate documents, what the client/speaker can do to make sure the text they generate is as accurate as possible and what the editor of such documents can look out for.

If you have experience of using speech-to-text software, particularly in languages other than English, please comment with anything else you’ve noticed that it would be useful for people to know.

A friend talks about this issue with regard to an interview she conducted – read about her experience in this guest post.

Next time, I’ll talk about my experience of automatic closed-captioning on a video meeting platform.

Other relevant articles on this website

Automatic transcription – some real-world case studies 2: automatic closed-captioning (coming soon!)

Why you need to be human to produce a good transcription

Using a transcription app rather than a human transcriber – pros and cons

What are the types of transcription?

What information does my transcriber need?

How to be a good transcription customer

How long does transcription take?

Recording and sending audio files for researchers and journalists

How to get into transcribing as a job

The technology transcribers use

 
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Posted by on November 8, 2021 in Skillset, Transcription

 

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Do editors make mistakes? What should you do if you find your editor has made a mistake?

I have written a little bit about errors in editing before, but this article by my colleague Erin Brenner of Right Touch Editing says everything that I would say about the issue.

Another reason editing can’t be perfect is the simple fact that editors are as human as writers and designers and every other person on our planet. Even though we’re trained and practiced at finding errors, we do miss them. And we’ll miss more of them when there are a lot of errors in the manuscript. Catching more errors might mean taking another pass through the document, which could mean more time and more expense. A good editor keeps your timeline and budget in mind when trying to make the manuscript the best it can be.

Read the full article here.

 
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Posted by on October 25, 2021 in Copyediting, Errors, Ethics, proofreading, Writing

 

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Essay mills are to become illegal in the UK

The BBC has reported that “essay mills”, where companies sell pre-written complete essays to students, are to be outlawed as part of the Skills and Post-16 Education Bill. I welcome this, and hope it will drive this practice away from higher education. However, this does need to be accompanied by better essay-writing and pastoral care support for students, who are often tempted to cheat, not out of laziness, but because of high social and academic pressures.

What is an essay mill?

An essay mill is a company that exists to make money from providing pre-written essays and even dissertations on topics which students purchase and try to pass of as their own.

In my (of course entirely legitimate and very careful) dealings with student clients, I come across so many examples of organisations who prey on them and abuse them while extracting money from them. More times than I can count, a student has come to me having already had their essay “edited”, which has, at best, involved running a simple spell check over it. Particularly for students whose English is an additional language to the one or more languages they are already fluent in, this can be woefully insufficient for them. They pay money, often a lot of it, and are left with something not fit for purpose that needs re-editing. When I worked on a university campus, I would see stickers on lamp-posts offering editing or proofreading services for students, or, indeed, advertising essay mills.

Why are students tempted to use essay mills?

I firmly believe this is not all out of laziness and trying to buy your way through university. Of course, some examples may be that, but in my decade and more of dealing with students, especially overseas students who are not fluent writers in English, I have seen the huge pressure to perform that can sometimes overwhelm. Overseas students in particular pay huge fees to attend British universities, even higher than national students, and this money has been paid by families or sponsors. I am not sure that English language support is even across institutes of higher education and I have come across many students who clearly understand their topic but lack the skills to present it in English that is deemed acceptable by their authorities.

I need to emphasise here that I have huge respect for anyone pursuing higher education in their second, third, fourth, whatever language. My French is decent and my Spanish is getting there, my Icelandic can raise a wan smile and I can speak Italian only when in Italy: I would not wish to write a university-level essay in any of these languages. Also, it’s not only overseas students who use essay mills.

So you’re pressured to make good use of the money that’s been spent on you, you know your English skills are not brilliant, and you see an ad where you can buy an essay. What are you going to do?

What happens if a student submits an essay they’ve bought from an essay mill?

Universities and colleges are of course wise to the use of essay mills and the purchase of pre-written essays. Of course these essays aren’t individually written for each student, so they will crop up regularly. Plagiarism software will pick them up easily, and the tutor may also realise that the language used is very different from the student’s usual level of English.

I would hope that the university would offer support in English language skills and essay writing rather than simply censuring the student. I hope there’s more understanding for the people they have brought over and charged highly for this British education.

Dealing with plagiarism carefully

Of course this is all about plagiarism: passing someone else’s work off as your own. Legitimate and careful editors/proofreaders who work with students, like me, are very careful about plagiarism. I have a line I won’t cross in terms of how many corrections and suggestions I’ll make to a student’s work, and I have turned down work several times where it’s clear that too much help is needed from me, and advised the student to approach their tutor for support. I have some resources about plagiarism below.

If you’re a student looking for help and support with essays, I suggest you do the following:

  • Ask your tutor or the library support staff if there are any courses or classes available
  • If you need a proofreader for your essays, ask your tutor or classmates if they can recommend someone
  • If you need to find a proofreader for your essays or dissertation yourself, look for a service provider who has a statement about plagiarism and terms and conditions on their website. Ask them how they do the work, and check that they leave Tracked Changes turned on so you can see and assess their changes and decide yourself if you want to accept them.

This article was triggered by the announcement that essay farms are going to be made illegal in the UK. I have explained what they are and why students might used them, pleaded for understanding and discussed how else students can find support, with a mention of how they might choose that support. There are some resources below on plagiarism which you might also find useful.

Other resources on this website

For students

Choosing a proofreader – student edition

My terms and conditions

Why has my proofreader not edited my bibliography?

Referencing – how to keep track and how to refer to your reference materials

How to quote sources without plagiarising – rewording and quoting appropriately

Essay tips for new students – handy for undergraduates

Top tips for dissertations and theses – from people who’ve been there

Top tips for writing up your PhD

Appropriate language in academic writing

For editors

On (not) crossing the line

Plagiarism – what it is and how a proofreader should work with student material (and my terms and conditions)

Student at risk of plagiarism 1: What do you do when a text isn’t referenced properly?

Student at risk of plagiarism 3: Sending feedback to your student client and their supervisor

 
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Posted by on October 11, 2021 in Copyediting, Ethics, proofreading, Students, Writing

 

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How do I prepare my focus group for transcription?

If you’re running focus groups for your research, information-gathering or market research, it’s likely you will want to record them and get them transcribed. How do you get a transcript with the voices labelled? How do you work with your transcriber to get the best possible transcript output that is most useful for you?

Top tips for running your focus group if it’s going to be transcribed

When you get a focus group transcribed, you probably want your transcriber to differentiate the voices, adding the participants’ names to their utterances. Most transcribers are really good at telling different voices apart and labelling the speakers. However, you can help them by following these good practices:

  • If you are recording a focus group in real life (as opposed to on a video chat), place your recorder in the middle of the group or table so that everyone can be heard equally.
  • Ask the speakers to introduce themselves at the start of the session, with their name and a brief sentence – this can be about anything but helps your transcriber to match names to voices.
  • Encourage speakers not to speak over each other, but to allow the current speaker to finish before they speak – if it’s in real life, the transcriber will hear two overlapping voices; if it’s a video call, the first speaker will typically be silenced by the second one.
  • Every now and then, confirm who is about to speak or has just spoken – “What do you think, Jim?” “Thank you for that contribution, Sophie”. This really helps your transcriber to check they are still matching the correct voices to the names.
  • When you send the recording to your transcriber, include a list of the speakers’ names – it’s also useful to note if one comes in part way through the recording. Then they can double-check who they’re listening out for.

Sending your recording to your transcriber

When you send your recording to your transcriber, do make sure that you …

  • Include a list of the participants’ names, as mentioned above
  • Specify what kind of transcription you need (verbatim, tidied up, etc. – see this article for more on the types of transcription). Transcriptions of focus groups often need to be absolutely verbatim, ums and ers and everything, and you need to tell your transcriber this.
  • Provide any other basic information your transcriber might need – see this article for more detail

In this article, I’ve explained how you can run your focus group, then record and send it, in the best possible way in order to get a transcription that’s exactly what you need. Please ask any questions in the comments, or comment and share if you find this useful.

Other relevant articles on this website

Why you need to be human to produce a good transcription

Using a transcription app rather than a human transcriber – pros and cons

What are the types of transcription?

What information does my transcriber need?

How to be a good transcription customer

How long does transcription take?

Recording and sending audio files for researchers and journalists

How to get into transcribing as a job

The technology transcribers use

 
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Posted by on September 27, 2021 in Skillset, Transcription

 

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A lovely review for my book on starting a business!

Business books by Liz BroomfieldI get quite a few enquiries via email and my contact form asking for advice about becoming a proofreader, editor or transcriber. Often, the person hasn’t looked at the information available on this blog and I direct them to a few starter posts. However, when Katie Baker, newly setting up a proofreading and transcription business, got in touch with me, she had already had a look through this website and picked up a lot of information she needed, and she had some specific questions she wanted to ask that I really didn’t mind answering at all. I also sent her an e-book copy of my first business book “How I Survived my First Year of Self-Employment“, something else I’m happy to do, as helping someone directly means so much more to me than getting an extra book sale.

Katie has very kindly posted a review of my book on her own blog. I don’t think people always realise how important reviews are to, especially independent, authors – in this case, Katie found she was unable to post the review on Amazon as I’d sent her the copy and it only wanted validated Amazon purchases to be reviewed, so she did this instead, for which I’m equally grateful. Reviews from peers and colleagues are always hugely welcome and appreciated.

As somebody in the early days of my business, I found Liz’s guide to be genuinely useful, insightful, and above all, enjoyable to read.

Read Katie’s full review here.

And details of all of my books and where you can find them are here.

 
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Posted by on October 20, 2020 in Business, Ebooks, Writing

 

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Using a transcription app rather than a human transcriber – advantages and disadvantages

Have you considered using an app to transcribe interview tapes or dictations, rather than doing it yourself or hiring a transcriber? Today I have a guest post from my friend Mary Ellen about her experience using a transcription app. When she told me about how she’d used one to transcribe the interviews she conducted for a magazine article, I was very interested and asked her to write me something about how it all went.

I’m not saying don’t use apps – but if you have the funds and you want an accurate and quick transcription, it’s worth learning from what she found out.


Recently, I was commissioned to write an article about visually impaired runners. Being inexperienced, I blithely accepted the challenge to interview five runners without realising the effort that is needed in getting all of their interesting stories into text.

Aware of the fact that there are people who transcribe interviews for a living (like my lovely friend Liz), the fact was that my fee was a free copy of the periodical and so the budget did not cover the expense of paying a transcriber. The instructor for the writing course I was taking recommended the transcription app Otter so I put it on iPad and used it while interviewing.

It had occurred to me to transcribe it myself, but as I was also working full-time as a teacher time was at a premium. So, with a deadline looming, I cracked on with the interviews which I loved doing. However, after each one I was soon to realise that the app was not ideal for getting their words into print accurately. Oh the errors! The software, to be fair was able to differentiate between the person I was interviewing and me. Aside from this, the text it transcribed was disjointed and while some words fit, most of the sentences made little sense. After each interview, 
I had to correct the errors in the transcription.

Luckily I had written notes so I knew roughly the quotes I wanted and could then listen to the sections I wanted to quote from. However, this was labour-intensive as I then had to hand write the correct words and then re-type the corrected quotes. Worse still, I was writing the article on the iPad I had recorded the interviews on and so had to hand write the correct words before I typed them. This was frustrating, since I knew if the app had transcribed the words correctly this was a step I could have avoided.

So my first adventure in interviewing for an article was great since I loved talking to interesting runners but really, I could have done without having to retype the faulty automatic transcriptions. It makes me tired just thinking about it now. I am determined to continue pitching ideas to periodicals and hopefully get a paid assignment soon. I would definitely pay for a transcription by a trained professional for an article I was being paid for since it would make better business sense. Not only would it save me time, it would also allow me to take on more work, since I wouldn’t have to spend precious hours transcribing. Given that it took me about about an hour and a half per interview to type out my quotes, that is about 7 and a half hours.

In the end, I think the transcribing app, though free, was a false economy that made the article much more labour-intensive than it had to be. Live and learn!

Mary Ellen Flynn writes about special educational needs and disabilities and running. You can find her at @mareflynn on Twitter.

Other relevant articles on this website

Why you need to be human to produce a good transcription

How to get into transcribing as a job

The technology transcribers use

 
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Posted by on September 4, 2020 in Skillset, Transcription

 

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