Transcription Resources

Roundtable/focus group discussions are the most difficult to transcribe if not recorded well. Several factors such as background noise, multiple speakers, overlapping comments, and volume inconsistency make it a specialized task.

Based on our experience of transcribing these sessions, we offer these IMPORTANT TIPS:

• Choose a quiet location. Open windows pick up outside traffic noise.
• Choose the correct microphone.
• It is very important that the participants talk a little about themselves before starting the discussion. Two minutes of introductions by each participant can help in identifying the speakers. Without sufficient introduction time, trends in tones, voices, accents, or other identifiers cannot be established. Extra time at the beginning of the session helps the transcriber to accurately know who said what and when.
• If you think the speaker is speaking very softly, either get them to move closer to the microphone or politely ask them to speak up a little for recording purposes.
• Thanking the person by name after they have spoken is a good idea for identification.
• Don't have drinks available during the session but have them in break times. Cups and crockery cause terrible noise when transcribing material. When something is put down heavily or dropped, the noise created obscures what is being said.
• Ask all participants to turn off their mobile phones. Phones set to vibrate or silent ring will still cause disturbances during the recording.
• Whenever possible, use digital media (mini disc, etc.) for a better sound recording/audio quality.
• Have a run through with colleagues in the room to check on recording levels, placement of the microphone, and background noise. Listen to the recording through headphones, because this is how the transcriber will hear it as well.
• When people return from breaks ensure they sit in the same places.