President of GMR Transcription, which provides accurate transcription services to court reporting firms, researchers, businesses, etc.
The potential significance of transcription for nonprofit organizations cannot be overstated. Transcribing crucial video and audio content can provide a resource for nonprofits that allows them to preserve the data, communicate their mission, promote their social causes and share critical information with their stakeholders. Furthermore, transcriptions may enable broader outreach by making content more accessible to hearing-impaired individuals or those who prefer reading over listening.
Also, transcribed content facilitates efficient information retrieval and can be used for raising awareness about the mission, conducting research, creating reports or even developing grant proposals. According to a study, transcription remains imperative for third-sector research, as qualitative research methodologies contribute to 40–80% of studies conducted on non-profits.
With transcription services enabling nonprofits to streamline their operations, let’s explore some transcription options and best practices for them to further their missions.
Transcription Options For Nonprofit Organizations
When it comes to transcription services, nonprofits have a few different options to consider, such as outsourcing, hiring individual transcriptionists and appointing in-house transcribers. Each option comes with its own pros and cons, and the decision to choose one between the three depends on things like transcription volume, need for confidentiality or customization, budget constraints and time sensitivity. I recommend nonprofits carefully consider the merits and drawbacks of each option to make a decision that effectively meets their transcription requirements.
Outsourcing To Transcription Companies
This refers to the hiring of an external transcription company to document your video or audio recordings in written format.
Pros
Outsourcing transcriptions can be affordable compared to hiring in-house transcriptionists or buying the required software. The service provider can ensure accurate, high-quality transcripts in a quick time, allowing you to focus on your core mission. Most importantly, external transcription companies offer data security and privacy, ensuring that your data is not shared with or exposed to unauthorized parties. They offer customized packages to fit your budget.
Cons
When you outsource your transcriptions, you don’t have direct control over the process. For example, you may not know the progress of the work, whether you could make necessary changes in between, and have to wait for the results. If the company is in another country, communicating with them can be difficult, leading to errors and stretching turnaround times. Some companies require clients to meet their “minimum work volume” criteria, so you cannot hire them if you need to transcribe a paragraph or page.
Individual Transcriptionists
This is when a nonprofit hires individuals such as freelancers for the process of converting their video and audio into written text.
Pros
Hiring individual transcriptionists can be a cost-effective solution for nonprofits, as they don’t need to provide them with company perks, health insurance, desk space, etc. It is enough to pay for what they do. This helps to save money in the long run. Their dedicated attention helps you receive more personalized work that meets your style and goals.
Cons
Solely relying on an individual transcriptionist can be risky, as their availability may be limited due to other commitments. You might not be able to supervise their work or train them in terms of specific skills or expertise that you are looking for. As they may take on more projects, you should expect them to be equally as loyal to your project as others.
In-House Transcription Services
You might also consider hiring transcribers as employees of your organization to have them work on your transcriptions.
Pros
In-house transcribers ensure prompt turnover of transcriptions and a seamless workflow. You will have more control over the process, ensuring everything is done per the guidelines and requirements. Also, you can call for changes when the work is in progress. As all operations related to transcriptions are carried out in-house, you don’t need to worry about the security and confidentiality of your data.
Cons
Meeting the upfront costs required for the necessary software, equipment and personnel training might be challenging for smaller or start-up nonprofit organizations. Moreover, maintaining an in-house team may have some financial constraints if the transcription needs decrease over time. When your in-house transcriptionists have less work to do, you cannot immediately cut back their salary or other perks just for that reason, and this could lead to unnecessary expenses.
Best Practices For Nonprofit Organizations
Irrespective of whether nonprofit organizations opt to employ individual transcriptionists or in-house transcribers or enlist the services of an external transcription company, upholding the standard of transcript quality and precision necessitates adherence to a set of best practices.
Hire a reliable partner.
Choose a reliable transcription partner who has experience and expertise in working with nonprofits and can guarantee 99% accuracy and 100% confidentiality over transcripts. Also, ensure their expertise in industry-specific jargon and terminology to get more personalized work.
Keep transcribers informed.
Communicate with your transcribers about your project’s requirements and its deadline. Provide them with guidelines on formatting, timestamps, gender identities, interpreting technical terms and regional nuances, etc.
Sign an NDA.
Confidentiality is of utmost importance, so signing non-disclosure agreements and maintaining secure file transfer protocols is imperative. Besides, ensure they adhere to the recommended data protection policy and standard encryption techniques to protect your data during storage and transmission.
Take budget into consideration.
As nonprofits often operate on limited budgets, it is crucial to look for transcription partners that offer competitive pricing while maintaining high standards of service quality and accuracy.
Review and proofread.
Once you receive the transcripts, make sure to review and proofread them before disseminating the information. This helps to determine whether your recordings are accurately interpreted following all your instructions or need any further changes.
Final Thoughts
As nonprofits rely on precise and efficient documentation of important insights and information, hiring transcription services or transcriptionists can be beneficial. By handing over the transcription needs to competent professionals, nonprofits may potentially free up their time to focus on their core objectives and missions while ensuring all crucial discussions and recordings are accurately transcribed and preserved for years to come.
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