Accurate transcription depends on several factors, but refining your dictation is one of the easiest ways to improve. Effective dictation practices yield higher-quality audio, which in turn enables transcribers to create more accurate transcripts.
Here at Ditto Transcripts, we have hundreds of thousands of transcription hours under our belt, which spans everything from business meetings to legal transcription services—and we’ve compiled a list of the best dictation tips to help you sharpen your skills and ensure top-notch accuracy every time.
In This Article, You’ll Know How:
- Dictation impacts transcription accuracy, and refining your recording habits is key to clearer, more accurate transcripts.
- Different dictation methods, such as self-transcription, voice-to-text, and professional services, are compared in terms of efficiency and reliability. Voice recognition software may seem convenient, but it often fails to meet accuracy and compliance standards, especially in industries such as law, healthcare, and government.
- Simple, expert-backed dictation tips can save you time, reduce transcription costs, and enhance the overall quality of your documents.
What is Dictation?
Before we get deep into the tips, let’s start by understanding what dictation is and what it means for transcriptionists.
Dictation involves speaking out loud, rather than typing yourself, and recording your words using a device with audio recording capabilities for later use. You can dictate for various reasons, including note-taking, writing letters or drafts, assigning tasks, or, for the most part, recording something that needs to be documented in text form at a later time. It’s a fairly straightforward process, and interested individuals have several dictation options.
| Method | Description | Example |
| Self-Transcription | Dictate audio content and transcribe it yourself. | A claims adjuster records a statement and later types it manually into a report. |
| Professional Transcription | Dictate audio content and have a transcriptionist or professional service transcribe it for accuracy and reliability. | An attorney records a witness statement and sends it to deposition transcription services for accurate, legally compliant documentation. |
| Voice-to-Text Software | Dictate audio content into a dictation program with voice-to-text capabilities. | A doctor uses speech recognition software like Dragon NaturallySpeaking to convert spoken notes into text automatically. |
Doing transcription yourself can be costly (if hiring in-house transcribers) and time-consuming, so it’s not generally recommended.
Is It Good to Use Voice Recognition Software For Dictation?
Voice or speech recognition software is a form of digital dictation that uses artificial intelligence to recognize spoken words and produce transcripts in real-time. This type of transcription software is becoming increasingly popular as it is cheap, easy to use, and produces quick results—that is to say, it’s great when you’re in a pinch.
However, they’re not the best choice for day-to-day dictation for businesses and official uses. Automated transcription suffers from accuracy issues (reaching only 61.92% in the best circumstances) and is prone to sound quality problems. It also cannot understand the nuances of human speech.
Any resulting transcripts from audio files will require significant editing and polishing by you before they can be used in a professional setting, such as law firms, hospitals, police departments, finance, universities, and other business organizations.
Using AI transcription will lead to an administrative nightmare, as people with more critical tasks are diverted from their daily work to proofread wildly inaccurate automated transcripts, ultimately producing acceptable final documents.
When all is said and done, fast and cheap (or free) transcription comes with a higher price tag.
Your best choice is to have a reliable human transcription service provider, such as Ditto, handle your dictation and transcription needs. This ensures 99% accurate transcription with fast turnaround times and affordable rates. Ditto also offers specialized solutions, such as government transcription services, designed to meet the strict confidentiality, security, and compliance standards of public sector agencies.
Useful Dictation Tips And Tricks
Below is a list of dictation tips compiled for anyone who wants to improve their skills. These tips apply to experts and beginners and will help you save time and effort.
| Tip / Step | Key Practices | Purpose / Benefit |
| Know Your Recording Tools | Use user-friendly recording devices or software. Learn settings like volume, playback speed, and noise cancellation. Test configurations before recording. Some apps sync directly with transcription services for smoother workflows. | Ensures clear, high-quality recordings and prevents technical issues or data loss. |
| Record in a Quiet Environment | Choose a quiet space, close windows and doors, silence electronics, and avoid background noise. Test acoustics and invest in a noise-canceling microphone. | Reduces distractions and improves dictation clarity for accurate transcription. |
| Prepare Yourself Before Dictation | Organize thoughts, outline key points, gather documents, and decide formatting instructions. Rehearse for pacing and flow. | Produces coherent, well-structured dictations that are easier to transcribe. |
| Declare Who You Are | Begin with your full name, date, and document type. Reintroduce yourself during long recordings or when speakers change. | Prevents confusion and ensures accurate speaker identification in transcripts. |
| Speak Clearly and Concisely | Enunciate words, limit filler sounds (“um,” “uh”), and use simple, direct language. Self-correct quickly when needed. | Improves transcription accuracy and readability while saving editing time. |
| Spell Out Unfamiliar Words or Nouns | Spell industry terms, names, or proper nouns; use the NATO alphabet when needed; introduce acronyms fully before abbreviating. | Prevents misinterpretation of key terms and ensures correct spelling in final transcripts. |
| Indicate Punctuation | Verbally specify punctuation (e.g., “period,” “comma,” “new paragraph”). Clarify when abbreviations include punctuation. | Enhances formatting accuracy and eliminates guesswork for transcribers. |
| Mitigate Microphone Issues | Position the microphone about 8 inches away and slightly off-axis. Maintain consistent volume and avoid direct airflow. Test positioning for optimal quality. | Prevents distortion and produces balanced, natural audio recordings. |
| Dictate at a Steady Pace | Maintain a natural, steady tempo—similar to a news anchor. Pause briefly between sentences, but avoid overuse of filler sounds. | Improves intelligibility, especially for transcribers working with diverse accents. |
| Declare When Dictation Ends | Clearly say “end of dictation” and restate your name for group recordings. | Signals completion, allowing transcribers to finalize documents promptly. |
| Review and Request Feedback | Ask transcriptionists for input on pacing, clarity, and organization. Offer feedback on accuracy and terminology. | Builds collaboration, improves future recordings, and strengthens transcription quality. |
Why Should You Let Ditto Handle Your Transcription Needs?
Even with the best dictation practices, achieving flawless transcription takes more than good equipment and clear speech—it takes expertise. That’s where Ditto Transcripts steps in. We combine human skill, proven workflows, and cutting-edge security to turn your spoken words into accurate, ready-to-use documents. Whether you’re in insurance, law enforcement, healthcare, education, or the public sector, we make sure your recordings become reliable records you can trust.
Here’s why professionals choose Ditto:
1. Accuracy You Can Rely On
We don’t just promise accuracy—we guarantee 99% precision on every project. From customer service calls to recorded interviews, our verbatim transcription services capture every word, pause, and nuance exactly as spoken. You focus on creating high-quality recordings; we’ll ensure the transcripts are flawless and formatted to your specifications.
2. Human Expertise Over AI Guesswork
Unlike automated systems, our transcriptionists understand context, tone, and technical jargon. They know how to handle multiple speakers, complex terminology, and overlapping dialogue—skills that voice recognition software simply can’t replicate.
3. Quick, Reliable Turnaround
We respect your time. Ditto offers flexible delivery options, including rush and standard turnaround times, so you can meet tight deadlines without compromising accuracy.
4. Security and Compliance First
Your recordings often contain sensitive information. That’s why Ditto Transcripts maintains strict HIPAA, CJIS, and FINRA compliance—protecting every piece of data with advanced encryption and confidentiality protocols. You can trust us with everything from medical notes to government transcription services requiring the highest security standards.
5. Affordable Excellence
We know transcription can be a significant investment, especially for companies handling large volumes of recordings. Our pricing is designed to be budget-friendly without sacrificing quality. For example, our legal transcription services deliver the same high standards at competitive rates.
6. 24/7 Human Support
We don’t hide behind chatbots. Our dedicated team is available around the clock to answer your questions, handle technical issues, and ensure your project runs smoothly from start to finish.
7. Flexible and Customizable Outputs
Need a verbatim transcript that includes every “um” and pause for legal accuracy? Or a cleaned-up version for publication or reporting? We tailor every transcript to your needs, ensuring the final document supports your goals—whether analytical, legal, or operational.
8. Testimonials
Our customers tell you everything you should know about our service.
Ditto Transcripts is a Denver, Colorado-based FINRA, HIPAA, and CJIS-compliant transcription services company that provides fast, accurate, and affordable transcripts for individuals and companies of all sizes. Call (720) 287-3710 today for a free quote.