Are you thinking of outsourcing your typing? Here are 7 important questions to ask a transcription company
Posted on 4th September 2020 at 10:02
Are you considering outsourcing your typing and are looking for a high quality transcription company to work with?
If so, it is vital that you thoroughly vet any potential transcription companies, prior to utilising their services or signing any contracts.
There are so many companies out there whose typists are not based in the UK, do not have English as their first language or who use voice recognition software in place of a human being!
Know what type of service you are looking for and how you want the transcription company to help you. That way, you will be better able to ensure that the transcription company you choose will be able to meet your needs.
Research is key!
At SW Legal Transcription, we offer a first-class transcription service to the legal profession, including:- sole practitioner solicitors, small to large law firms, barristers and chambers, experts, law students, etc.
Regardless of the industry you are in, the questions I have listed below could help you decide which transcription company is the right fit for you and your business:-
1. Who will be typing your work and what quality controls does the transcription company have in place?
First and foremost, make sure the people typing your work have English as their first language! This is absolutely vital to ensure the correct use of grammar, punctuation and spelling in your transcriptions.
Ask if the typists are experienced in the type of work you will be submitting. For example, if you are sending legal work, it is important that the typists have sound knowledge of legal terminology and spellings.
Ask what quality control procedures the transcription company has in place, to ensure that your work has been completed to a high standard.
2. What are their charges and are there any ‘hidden’ fees?
If there is any one question that you should always ask, this is it – especially the hidden fees part!
Ask the company to explain their fee structure and specifically what their fees are.
Ask them whether there are any additional and/or ‘hidden’ fees and, if so, what they are and when they are applied. You will be surprised how these ‘hidden’ fees can creep up on you.
By way of example, if you decide you need a transcription back urgently, there will undoubtedly be an additional charge or enhanced rate. Make sure you are aware of what this service will cost you.
Does the transcription company make an additional charge for poor quality recordings? Again, you need to know in advance if this is the case and, if so, what that additional charge will be.
If you are going to be charged anything over and above the rates you have previously agreed, will the transcription company let you know in advance of those fees being incurred?
Put simply, make sure that you will not be charged for anything without you being made aware of it prior to be charge being incurred!
3. Will you need to sign a contract and/or will there be a minimum monthly charge, even if the work you send in does not amount to that sum?
Find out if you will need to sign a contract with the transcription company and, if so, how that contract binds you.
Frankly, any transcription company worth its salt will not make a minimum charge. My apologies if this offends anyone; it is just my personal opinion, but it is one that I strongly believe in.
Most transcription companies charge only for the work they do, but do check first.
Consider whether you would want the company to make a set amount of time available to you each week or month. If you do, then you will probably be asked to pay a retainer fee.
4. Does the transcription company charge any kind of subscription fee?
I have not, personally, come across a transcription company that charges subscription fees, but always ask. Better to be made aware of any potential subscription charges in advance, than find out when you get your invoice!
5. What are the turnaround times?
Different transcription companies have different turnaround times for work. Always make sure that the timescales offered match your requirements.
It may also be wise to ask how many transcriptionists work for the company – this could give you an idea of whether or not they would be in a position to prioritise your work and push through an urgent job if the need arose.
6. Does the company use voice recognition software?
This is, of course, personal preference. I, for one, feel that there is no better method of transcription than that carried out by a human being!
7. Confidentiality and Privacy
Since the implementation of GDPR, this is of significant importance.
Is the transcription company registered with the ICO?
Are their typists subject to confidentiality agreements?
If the typists work remotely, does anybody else in their home/office have access to confidential material? Is their PC password protected? What sort of security software do they use and does it automatically perform updates?
Does the transcription company have privacy and confidentiality policies?
Is the transcription company and/or their transcriptionists willing to sign a Non-Disclosure Agreement.
These are just some of the questions you should consider asking any transcription company you are thinking of using.
If you would like any information on our transcription service (or any of our other services), please do not hesitate to call and I will be happy to help.
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