The Journalist's Guide to AI Transcription [How-To + Free Guide]

Transcribing interviews is a crucial part of the journalism process. It allows journalists to accurately capture quotes, details, and insights from their interviews. However, transcription can be a difficult and time-consuming task.

This comprehensive guide on interview transcription aims to provide journalists with best practices, tips, and solutions for efficient and accurate transcription. Whether you are just starting out in journalism or are a seasoned professional, this guide will help you overcome common transcription challenges.  

The target audience for this guide is journalists across all media types including print, radio, TV, and digital. It focuses on common interview transcription issues faced by journalists such as background noise, crosstalk, and time constraints. The goal is to help journalists transcribe their interviews more efficiently without sacrificing accuracy. This allows them to spend more time on other important aspects of their work like research, interviewing, and storytelling.

Some of the key challenges covered in this guide include accuracy, editing transcripts, choosing the right transcription methods and tools, developing style guidelines, and storing transcripts. Follow along as we break down transcription best practices in an easy-to-understand way. By the end, you’ll have the knowledge to transcribe interviews confidently and effectively.

Benefits of Transcription

Transcribing interviews provides numerous advantages that enhance the interview process and allow for deeper analysis of the content.  

• Create searchable and shareable records - Once an interview is transcribed, the text becomes searchable, allowing you to easily scan the document for keywords and key insights. Transcripts are easy to share with colleagues, eliminating the need to share long audio or video files.
• Allow repeated analysis - With a written transcript, it's simple to repeatedly analyze the interview and uncover additional insights you may have missed on initial review. You can take as much time as needed to study the responses.
• Free up interviewers to focus on conversation - During the actual interview, the interviewer can focus on having an engaging conversation rather than trying to take comprehensive notes. Transcription allows interviewers to be fully present.
• Facilitate coding and qualitative analysis - Transcripts can be imported into qualitative analysis software to uncover themes and generate visualizations of the data. This level of analysis isn't possible with only audio or video.
• Provide accurate quotes - Journalists and researchers can pull verbatim quotes from the transcript, essential for accurately representing the speaker's own words.
• Assist with accessibility - Transcripts make interviews accessible to those who are deaf or hard of hearing. They also facilitate translation into other languages.

Equipment Needed

To accurately and efficiently transcribe interviews, you'll need the right equipment. This includes:

Recording Device

• Digital audio recorders - Designed for interviews, these dedicated devices allow you to control recording levels and position microphones properly. Models like the Zoom H4N Pro and Tascam DR-40 provide professional quality audio.
• Smartphones - Modern smartphones have excellent built-in microphones and recording capabilities. While less versatile than dedicated recorders, phones are convenient and readily available. Use a dedicated app like Voice Recorder or an external microphone for best results.
• Laptops - Laptops allow you to record and transcribe in one place. Use the free software Audacity to capture audio cleanly through the internal microphone or an external mic.

Microphones

• Lavalier - Clip these small mics onto an interview subject's clothing to capture clear, close-up audio. Models like the Audio-Technica ATR3350 provide excellent sound quality.
• Handheld - Allow subjects to speak directly into the mic for optimal sound. Affordable dynamics like the Shure SM58 pick up speech clearly.
• Shotgun - Aim these highly directional mics at interview subjects from a distance. The Audio-Technica AT8024 handles off-axis sounds well.

Headphones

• Closed-back - These circumaural headphones block external noise so you can focus on the transcript. The Sony MDR-7506 offers a comfortable fit and accurate sound.
• Earbuds - In-ear options like the Shure SE215 provide isolation and portability. Monitor the recording clearly amid other noises.

Transcription Software

• Express Scribe - Free software that supports playback control via hotkeys. Slow down or rewind recordings with ease.
• FTW Transcriber - Affordable paid software with time-saving features like voice boost and auto-rewind. Integrates with word processors.
• Trint - AI-powered automatic transcription software that speeds up the process, though still requires human editing. Subscription-based.

With the right equipment, you can capture clean recordings, hear them clearly, and transcribe interviews efficiently. Choose options suited to your budget and needs.

Recording Tips

Choosing the right location and setup for your interview recording can make a big difference in the quality and accuracy of your transcription. Here are some key tips for optimal audio capture:

Interview Location and Setup

• Select a quiet room without echo or ambient noise like HVAC systems.
• Turn off any music, TVs, fans or other sound sources.
• Close windows and doors to minimize outside noises.
• Use carpeted rooms or sound dampening materials to reduce echo.
• Position interviewee 4-6 feet from microphone.

Microphone Placement

• Place microphone on a stand 6-12 inches from interviewee's mouth.
• Avoid tabletop mics which pick up vibrations and reflections.
• Lavalier mics clipped to clothing also work well.
• Maintain same mic distance throughout recording.

Audio Levels

• Do a test recording and adjust levels so sound peaks around -12 dB.
• Make sure speaker's voice is much louder than any background noise.
• Avoid over-modulating or clipping the audio.

Backup Recordings

• Record to 2 devices simultaneously as backup.
• Use an audio recorder with quality microphone, not just a phone or camera mic.
• Monitor audio levels and placement throughout the interview.

Proper setup and mic technique will result in clear audio that's ideal for transcription. Avoid common pitfalls like echo, background noise and inconsistent volume levels. Invest time in optimizing the recording environment for best results.

Transcription Methods

There are a few main methods for transcribing interviews:

Manual Typing

This involves listening to the audio recording and manually typing out the transcript. It can be time-consuming, but allows for precision and control over the transcript. Some tips for manual typing:

• Use a foot pedal to control playback while keeping hands on the keyboard
• Type in a plain text editor instead of a word processor to avoid formatting issues
• Create a style guide with formatting rules upfront for consistency
• Take breaks to avoid fatigue and errors

Automated Software

Transcription software can automatically generate transcripts by analyzing audio files. This speeds up the process, but accuracy varies. Reviewing auto-transcripts and correcting errors is still required. Some features to look for:

• Custom vocabularies to improve recognition of industry terms
• Easy editing of transcripts within the software
• Time-stamping for syncing audio and text

AI-Powered Solutions

AI transcription utilizes machine learning to produce more accurate automated transcripts. The algorithms continue improving with more data. AI tools have become quite accurate for common speech, though still require human review. Benefits include:

• Very fast turnaround time
• Built-in speaker identification
• Integrations with other platforms

Hybrid Approach

A hybrid methodology combines automated software with human editing for efficiency and quality. The initial draft is created with AI, then reviewed by an experienced transcriptionist. This leverages the speed of software and precision of human editors.

Transcription Style Guide

When transcribing interviews, you'll need to decide between verbatim transcription or intelligent verbatim.

Verbatim transcription includes every single uttered word, pause, and sound such as "um" and "uh." This creates an exact transcript of the interview but can be harder to read with all the extra filler words.

Intelligent verbatim removes some of the filler words for readability but still accurately captures the full meaning and intent of the interview. Some common practices for intelligent verbatim:

• Remove filler words like "um," "uh," "you know," etc.
• Fix any grammar issues while preserving meaning.
• Write out numerals as words (e.g. five instead of 5).
• Remove repeated words or false starts.

For formatting standards, here are some best practices:

• Insert a timestamp on each new line. Many transcription programs will do this automatically.
• Put interviewer questions in bold text.
• Indent the interviewee's responses.
• Include notes in brackets to indicate inaudible sections, crosstalk, laughter, etc. For example: [laughter]

When annotating a transcript, consider including:

• Timecodes indicating where key moments occur.
• Definitions of terms or references mentioned.
• Contextual information to help readers understand.
• Links to any relevant sources or documents.

Following standard formatting and annotation makes your transcripts more professional, easier to navigate, and better equipped for analysis and reference.

Common Challenges

Transcribing interviews can be difficult even for experienced transcriptionists. Here are some of the most common challenges to be aware of:

Background Noise

Background noise like music, traffic, or chatter can make it very difficult to understand what is being said in the interview. Try to conduct interviews in a quiet space without distracting background noise. If that's not possible, use lavalier microphones or position the microphone close to the interviewee's mouth to isolate their voice over the background noise.

Overlapping Voices

When two or more people speak at the same time, it can be nearly impossible to distinguish what each person is saying. Ask interviewees to be mindful of taking turns and not interrupting each other. As the interviewer, try to moderate the conversation to prevent frequent overlaps.

Technical Jargon

Interviews focused on technical, scientific, or specialized topics will likely include jargon unfamiliar to the transcriptionist. Ask the interviewee to briefly explain or spell out any technical terms so they can be properly transcribed. Having the interviewee define acronyms is also very helpful.

Accents and Unfamiliar Names

Accents, dialects, or non-native English speakers can be challenging to understand and transcribe accurately. Proper nouns like people's names or place names are especially difficult if you're not already familiar with them. Ask the interviewee to spell out any words or names you may struggle with. Taking note of these during the interview will save time later.

Slowing down the audio, using subtitles, or asking a colleague familiar with the accent or names can also help improve accuracy. With practice transcribing different accents and language styles, you'll gradually improve.

Accuracy and Editing

Transcripts require careful editing and review before they can be considered final and accurate. Here are some best practices for verifying and iterating on transcripts:

Verify against the audio

The most important step is listening to the original audio while reading the transcript. Every word should be checked against what was actually said. Pay attention to the accuracy of:

• Names and specialized terminology
• Numbers, dates, and addresses
• Any inaudible portions marked [inaudible]

It's easy for automated or human transcription to mishear things, so verification is key.

Iterate with multiple editors

No single editor can catch every error. Have at least 2 people edit the transcript separately, then review each other's work. The first pass should focus on technical accuracy, and the second pass on formatting, style, and readability.

Do a final review

After making revisions from the editing passes, the transcript should go through a final review. Listen to the audio again end-to-end while reading the final transcript, making any last corrections.

Check with the interviewee

Consider sharing the final transcript with the interview subject as well. This gives them a chance to clarify any points and correct the record if needed.

With careful verification at each step, you can ensure the highest accuracy possible. Investing the time in editing yields a polished, error-free transcript.

Transcript Storage

Once an interview is transcribed, proper storage and organization is key for accessing and sharing transcripts down the line. Here are some best practices for organizing interview transcripts:

Organizing and Labeling

• Store transcript documents in clearly labeled folders by interviewee name, interview date, etc.
• Include relevant keywords in the file name like "John Doe Interview Transcript 3-15-2023"
• Use a consistent file naming convention for easy searching and identification later.

Searchability

• Transcripts will need to be searchable as your archive grows over time.
• Consider using software that enables full text search across your transcripts.
• Tag or categorize transcripts to make them easier to surface in searches.

Sharing Access

• Decide who needs access to the transcripts and set appropriate permissions.
• Use a secure cloud storage provider that allows sharing of selected folders or documents.
• Restrict access to unpublished transcripts before making them publicly available.

Archiving Transcripts

• Move transcripts of published/aired interviews to a separate archive folder.
• Back up important transcripts to prevent loss or corruption.
• Only keep transcripts long term if they have historical value or may be revisited.
• Determine how long to retain unpublished transcripts based on potential future use.

Proper transcript storage helps keep interviews organized, accessible, and available for reference when needed. Putting thought into your naming, sharing, and archiving system makes transcripts more usable over time.

Conclusion

In this comprehensive guide, we covered the key steps and best practices for transcribing interviews accurately and efficiently. By following the tips on recording quality, transcription methods, editing, and storage, you can create interview transcripts that are clear, complete, and ready for use.

While transcription is an essential part of the interview and research process, it can also be quite time-consuming. That's why utilizing technology like AI-powered transcription services can help streamline your workflow. With automated transcription, you can upload your interview recordings and receive fast, highly accurate transcripts through the cloud.

AI transcription services provide many advantages:

• Reduced manual effort - The transcription is done automatically with high accuracy, removing the need for slow and tedious manual typing.
• Faster turnaround - Transcripts are returned quickly, often within hours, so you can proceed with your work faster.
• Increased accessibility - Cloud-based services enable easy search, editing, sharing and analysis.
• Lower costs - Automation brings significant time and cost savings compared to manual transcription.

To experience the benefits yourself, we encourage you to start a free trial with Glyph AI. Our advanced speech recognition technology and easy-to-use platform will help you automate interview transcription and refocus your time on higher value tasks. Visit www.joinglyph.com today to get started on simplifying your interview and research workflow.

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