Nov 20, 2022

Why should each executive assistant use transcription software?

by Luyao Shao

 

What are the benefits of using transcription software for executive assistants?

 

There are many reasons why every executive assistant should use transcription software. First, it can be a huge time saver. If you have to transcribe a lot of audio files, it can take hours or even days to do it by yourself. With transcription software, you can get the job done in a fraction of the time.

Second, it can help you to be more accurate. When you’re transcribing by hand, it’s easy to make mistakes. But with transcription software, the accuracy rate is much higher. This is important if you’re transcribing important documents or files.

Third, it can help you to save money. If you’re paying someone to transcribe your audio files for you, it can be expensive. But with transcription software, you can do it yourself for a fraction of the cost.

If you’re an executive assistant, make sure to use transcription software to save time and money, and increase your accuracy.

How transcription helps you or your business

As an executive assistant, you have a lot of projects and tasks to manage at the same time.

You must frequently take notes. We can’t always write everything down when taking notes. There is a workable solution. We’re talking about meeting transcription tools that can help you take quick notes and complete meeting details.

Transcription is an excellent skill to practice at our meetings all over the world. To improve your understanding of your online content, you can try to make written records of anything.

This useful tool for executive assistants does not facilitate internal networking, but it is an excellent source of discussion material for meetings.

Does AI call transcription live up to the hype?

Speech-to-text technology for audio dictation has come a long way, but meeting and call transcription is an entirely different problem from dictating a blog post.

I am currently in a quiet office, eight inches away from a high-quality Blue Yeti microphone, speaking clearly to record the words you are reading. I am the only speaker in the room, and I never interrupt myself or make background noise.

Can meeting transcription software handle audio with low quality and multiple speakers who occasionally interrupt one another? What about the background noise in a meeting, such as sirens, door closings, chair scooting, and everything else?

At best, inaccurate transcription results in meeting notes that are difficult to skim and comprehend. In the worst-case scenario, poor transcription software is worse than useless, producing thousands of words of transcription that will never be used and will only clog your work tools.

Best meeting transcription advantages and use cases

Reasons to transcribe a call or meeting vary considerably, particularly based on your position at work. Here are the most prevalent reasons why individuals record and transcribe phone calls to create accurate meeting minutes.

There are many benefits to using meeting transcription services, including the ability to:

-Get a written record of what was said during a meeting

-Easily search for specific topics or keywords that were discussed

-Share meeting transcriptions with people who couldn’t attend the meeting

-Create transcripts of audio or video recordings of meetings

– Provide translation services for international meetings

Sales meeting transcription

When comparing meeting transcription tools, you will notice a common theme. Salespeople utilize these applications more than any other profession.

Why?

During sales meetings, salespeople are notoriously unwilling to take quality notes due to their hectic schedules and constant movement.

There is a valid reason for not wanting to take notes: in sales, your relationship with the prospect is everything. You must possess excellent conversational and listening skills. Taking meeting notes distracts you and may even be considered impolite.

Benefits of transcribing sales calls:

  • Obtain meeting notes when none would normally exist.
  • Automate CRM data entry
  • Assist in the onboarding of new representatives by providing them with actual meeting scripts.
  • Gather and store customer feedback

Meeting transcription for Customer meetings and interviews

During customer calls, customer success representatives must juggle numerous moving parts, similar to salespeople. Account managers and customer success representatives enjoy similar benefits to salespeople.

Often, product managers conducting customer research can also benefit from the transcription of these calls. That’s why they need an executive assistant to provide the meeting transcript for them. Determining the nuances of a customer’s challenge is a detailed process, and it can be useful to have a person’s exact words in your meeting notes.

Justifications for transcribing customer calls:

  • Utilize an AI to take meeting notes so you can concentrate on the client
  • Collect customer comments
  • Obtain comments from customer interviews
  • Assist marketing in understanding customer language and voice

Internal Meeting Transcription

The majority of internal meetings do not need a transcription. Teams that are well-organized attend internal meetings with an agenda and at least one person, if not multiple people, to take notes. The meeting transcript would contain far too much information.

However, for executives or organizations with stringent legal requirements, transcription may be able to assist in resolving particular challenges associated with documenting crucial meetings.

Motives for transcribing internal meetings:

  • Document important discussions
  • Document and store data to ensure compliance and accountability

How to Use Meeting Minutes Transcription Software

Whatever tool you use, this test has identified some best practices for meeting transcription tools to help you with meeting management.

  • While the meeting is in session, do not move the devices around the table.
  • Avoid walking around the room while recording for the best results.
  • Be courteous. Avoid talking over each other and interrupting other speakers.
  • If you have the option, train the software to recognize your voice ahead of per meeting.
  • Set the accents of the speakers ahead of time if possible.
  • Expect both you and the software to improve over time. You’ll learn how to use highlight features and voice commands to mark important parts of a conversation. The artificial intelligence in meeting transcription software will learn your business jargon and improve at adapting to your situation.

It’s also worth checking your meeting agenda and seeing if any topics will include jargon words. You might need to either train the software on or correct the transcript afterward and are easy to customize to fit your workflow.

Transcription Software Security Meeting

Whatever solution you use, make sure that any app you use for work has security features that comply with your company’s policies.

You could be discussing sensitive projects — initiatives that you don’t want to be leaked in any way. You must be certain that the tools meet your security requirements.

Look for the following:

-Data synchronization via an encrypted connection.

-Recordings kept in a safe cloud environment (with the security your IT team is happy with).

-Confirmation that recordings are not accessible to third parties.

-Confirmation that you have the ability to delete your account and recordings at any time.

-Depending on where you are, you may also need to make sure that everyone in the meeting is aware that it is being recorded. Here’s a Voicera pop-up that emphasizes this legal requirement.

Meeting management and transcription tool

isLucid transcribes your meetings in real time with multilanguage support. You can create tasks or highlight important details through voice commands. Every task integrates with multiple project management and CRM software. isLucid allows you to create meeting minutes and have a generate meeting minute file after the meeting. You can edit it, add tasks and share it with other employees.  

Additionally, with isLucid, people can instantly capture tasks and meeting minutes from transcription, saving 25% of the time for a recap, managing tasks after the meeting, sending follow-up emails, and so on.   

If you are interested in isLucid digital meeting assistant, get it for MS Teams and try it for free: isLucid Download Page.    

You can also book a demo and get a walkthrough: Book a Demo

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