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Posts Tagged ‘transcriber’

The world has become quite reliant on the computer. Few  people don’t sit in front of their computer for some period of time anymore.  Some more than others, but it is quite obvious that the strain and inappropriate setup  can produce problems with the wear and tear on the body.  Professional typists, transcribers, secretaries, virtual assistance, computer programmers and designers, all spend far too much time idle in front of the computer and then find that their workstation  is harming them more than helping them.

Here are 10 tips that we have found that help with keeping the strain on the body to a minimum:

1. Layout of work area is crucial.  Make sure you have enough space to lay out out the things you use regularly, like the phone, pencil holder, calculator and even your coffee cup so that reaching for it gives you full extension of your limbs an at the same time gives you a reachable item without having to strain to get to it.
2. Keyboard placement, especially for typists is crucial so that you can avoid injuries from repetitive movement such as Carpal Tunnel Syndrome and Tendinitis.  Keyboards should be placed so that your arms are parallel to the ground. If your desk doesn’t allow for this, keyboard trays and adjustable chairs help with elevating and placing things properly.  Make sure your hands rest comfortably on the keyboard and keep your fingers light and airy instead of pounding on the keyboard.
3. Mouse placement would be your next concern, especially for graphic artists, designers and those who rely on the mouse for a great deal of their work.  Make sure it is all within reach so that you are not straining your arms, wrists and elbows to get to it.  Place it in a natural and comfortable level as your keyboard and keep your grip relaxed, your mouse isn’t going to escape! When using trackballs, I recommend switching between trackball and mouse so that your hands and fingers aren’t strained, and you change the direction and usage of certain muscles and tendons.
4. Monitor’s should be set at an eye level if you are looking straight ahead.  Neck strain and eyestrain are a leading cause of problems with typists and most if could be avoided.  Use monitor shelves and glare screens to help keep your eyes and your neck from being used in an efficient manner.  Remember to look away from your monitor regularly, and if you need to, use different types of lighting and screen diffusers so that you can find what is right and what works for you.
5. Lighting is a also a factor in a comfortable workstation.   In large office building where lighting is difficult to control, there are ways to avoid over lighting by either asking for a bulb or two to be removed from the fluorescent overheads or to obtain screen’s that cut down the glare. Using different colors on your monitor can also cut down on the eyestrain, they can include soft blues, greys but everyone’s preference is different.
6. Chair placement and height will help eliminate discomfort as well.  Typists sit for long periods of time and because of that we feel the strain in our lower backs and shoulders.  Lumbar support as well as a foot rest under your desk can help with maintaining good posture and keep the strain down to a minimum.  Each one of these elements combined to give you a good reach and placement of the keyboard and mouse as well.
7. Phones are something we are always on.  Talking to customers, paying bills, or just talking to family or co-workers.  Each time you pick up that phone and tuck it up under your head between your shoulder and neck, you are creating stress.  If you can provide yourself with a shoulder rest or better yet, a head set giving you a natural position to be able to multi-task between a phone and computer.
8. Desks are not built for a one size fits all scenarios.  Everyone has different needs and preferences.  Make sure that your desk gives you enough versatility to maneuver things to fit you, keeping underneath uncluttered and everything within reach.
9. Laptops are now being used more than ever.  Even though they are called a ‘lap’ top, there really shouldn’t be a constant usage with it sitting in your lap.  Use it off of a table whenever possible and in addition, use a separate keyboard or mouse when ever you can.
10. Some areas that can be overlooked are when you yourself are dressed inappropriately to be sitting for long periods of time in front of your computer.  Wearing bracelets can affect your typing and mouse usage, where a thick wallet can unbalance your spine and make your posture more harmful than helpful.  Long and large earrings makes it difficult to talk on a phone comfortably and high heels to keep your posture out of whack while sitting.

Consider these ergonomics next time you sit down to type or work in front of your computer for long periods of time.  It could be saving you some painful injuries and possibly even surgeries in the future. If you are an employer and finding it difficult to keep up with the needs of your employer or feel that these things are unnecessary, remember your insurance and the down time you will create should they eventually need the time away the computer in the long run.  It might just be more financially sound to be sure they are comfortable than to lose a good worker for months or permanently in the long run.

Transcriptionists work hard, and they work diligently. The amazing facts are that their fingers are flying to keep up with your speach, which is in essance, just slightly over half as fast as you can talk.

Get this… the normal human speaks English at approximately 140 words per minute. Most typists clock their skills in at about 60-70 words per minute. Some may be lucky to exceed that but what we are not taking into consideration is the characters that we don’t use in speech. Periods, question marks, quotes, and so much more. These can add up as well.

Most words used are averaged at 4.5 characters per word, that multiplied by the 140 words per minute in speech equals at whopping 630 characters per minute. Figure into that all the characters that typists need to include to make your projects English compliant (approximately 150 extra characters) and you will see 780 characters per minute that your transcriber puts to paper/computer screen.

Now, transcriptionists will type about 60 wpm and multiply that times the average length of a word at 4.5 and we see only a character amount of 270. This doesn’t include the punctuation which might equal around 50 extra characters in that. A total of 330 characters.

The ratio now is more than double of the spoken word vs the written word for each piece of audio we get. A normal transcriptionist will count on spending more than 2 minutes on each minute of transcription. Remember that next time you have a job that requires a quick turn around, your transcriber will appreciate it!

All transcriptionists have different elements and coding that they can use to help make your manuscript or document read easier.  In order to get what you need from your transcriber, offering the following information helps us identify what needs to be done for your particular project.

1. Time stamp:  Do you need or wish us to time stamp your document?  Where would you like it done, beginning of each page, each speaker?
2. Spacing: Would you like your document double spaced for easier editing?
3. Names: Providing us with the names and spelling of those names of not only the speaker but those listed or named in the document provides us with a key to go by making our job to transcribe seamless. Do you want the speakers to be identified?
4. Number of Speakers:  The number of different individuals that you will be hearing in on the audio.  Any accents or language elements of each one that might help us identify the speaker helps as well.
5. Verbatim or Grammatically:  Do you want the transcription to be verbatim (word for word, noise for noise) or would you like those false starts and “um’s” and “ah’s” to be edited out for easy reading?

Net time you talk to your transcriber, make sure you give them any special instructions up front.  These are just guidelines, but make sure that if you have something in particular you need done or transcribed in a particular way, let us know right away.  This helps us handle it once and we make sure you get a perfect document.

Transcriptionists in the industry all have different ways of handling their own elements, and these are just guidelines to know what you can ask for. We aren’t limited and so don’t be afraid to ask if we can do something special for your transcribing project.