Secretarial Support Package 1

Transcription Work

By using a hand-held digital Dictaphone the voice recording data from an MP3 format was transferred via email to Kathryn Brooke Admin Solutions.  My software is capable of accepting MP3 format (plus many other formats) so that we can transcribe from digital files.

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Each file is identifiable with its own unique numbering system which is automatically given from the hand-held device. Each email my client wants transcribing is dictated into a separate digital file which we transcribe as an email to his client and a copy is forwarded to him so he can see what has been sent out, and also in case he gets telephone calls relating to the email.

He also dictates minutes from notes he has taken, specific industrial reports and letters are transcribed directly into his digital letterhead.

Anything which we are unsure of (ie the dictation was not clear) or he wants to re-check the transcription before dispatching, is emailed to him first and not sent to his client until we have the okay.

Client Benefit

Our client is able to dictate his emails as soon as he returns to his car after a meeting.

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On other occasions he will spend some time dictating a bulk of work which he finds he can dictate quicker than he can type.

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We tend to meet up regularly if he requires his documents scanning, or just lately because of the Covid period we have used WhatsApp for attachments to his emails. This has proved beneficial to my client as he can now save on a journey and finds this a quicker method.

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It means that once he has dictated the emails he doesn't need to worry about them, he knows they will be processed. It leaves him free to continue his property visits and have meetings without the worry that he has to send an email and is unable due to his client visits.