How to Pass Any Transcription Test: A 6-Step Guide

Let’s face it: passing a transcription test can feel like trying to solve a Rubik’s Cube blindfolded while riding a rollercoaster.

It’s a tough job! But the good news is, if you follow a solid strategy, you’ll drastically improve your chances. I’m here to help with that – and, no, this isn’t another “just practice more” kind of advice.

In this blog, I’ll take you through a six-step guide, plus a bonus tip at the end, that will help you pass transcription tests like a pro. So, grab a cup of coffee, make sure your headphones are charged, and let’s get started!

Step 1: Read the All Transcription Guidelines

You know how when you go to a new restaurant and the waiter gives you a menu? You wouldn’t just randomly point to a dish, right? You would read the descriptions to make sure you’re not ordering something that tastes like cardboard. Transcription guidelines are the same thing – don’t skip them!

Actually, I think the hardest part is reading and understanding the Transcription guidelines you are provided with. This is where almost everyone fails.

Please note that, if you do not follow the company guidelines then they might not have a position for you. Always remember that you are competing with thousands of other applicants, and you should do your best to make sure your application stands out.

Before you even think about hitting play on that audio, read the instructions carefully. Here’s what you need to focus on:

• What type of transcription are they asking for? Is it Full verbatim (everything, even the “us” and “ahs”) or intelligent verbatim (only the important stuff)?
• How should you label the speakers? First names only? Full names? Or “interviewer” and “interviewee”? Make sure you get this right!
• Filler words, repetitions, and false starts: Some transcription companies are picky about this. Do they want you to leave them in or clean them up?
• Spelling: Are they using American or British English? Trust me, spelling “colour” instead of “color” could get your test rejected faster than you can say “spelling bee.” Always make sure what type of English they require.
• Numbers and numerals: Do they prefer words like “two” or numbers like “2”? It’s a small detail, but it matters.

If you don’t read the guidelines properly, it’s like trying to bake a cake without following the recipe – things will sure get messy!

Step 2: Listen to the Full Audio First

Okay, now that you’ve read the guidelines (you did, right?), it’s time to actually listen to the audio or watch the video. Here’s the trick: don’t start typing just yet.

Listen to the whole thing first – yes, all of it. It’s like watching a movie trailer before seeing the full film. You need the big picture before diving into the details.

As you’re listening:

• Take notes on the speakers – Who’s talking? Write down any names, job titles, and organizations they mention (e.g., “Phillip Munchari, CNN International Correspondent,” and “Felix Nyangi, digital entrepreneur”).
• What’s the topic? Are they chatting about youth employment? Content creation? The Premier League? write that down too, it will help you stay on track when things get tricky.

You don’t need to worry about spelling things correctly at this stage. Just get the key information down, and you will fix everything later.

Step 3: Type the First Draft

Now comes the fun part: typing! But before you dive in, remember this is your first draft, not your final masterpiece.

The goal is to get as much of the conversation down as possible, even if you miss some words or have a few blanks.

Play the audio and start typing. Don’t worry if you don’t catch every word – just type what you can. You should aim to capture at least 75% of the conversation in this draft. And if you miss a word, just leave a blank – don’t guess! Transcription is about accuracy.

Also, make sure to label the speakers properly as you go – if it’s “Felix,” type “Felix,” and if it’s “Philip,” type “Philip.” Confusing speaker labels is like mixing up your coffee with someone else’s – it leads to confusion and disaster.

Step 4: Second Draft – Fill in the Gaps

You’ve got your first draft, but it’s probably not perfect (don’t worry, no one’s expecting a masterpiece yet). The goal now is to improve it.

Here’s how you do that:

• Listen carefully to the audio again while reading through your transcript. Fill in any missing words or phrases you might have skipped.
• Check your spelling: Use Google to verify tricky names or words. If the speaker mentions “Tesla,” don’t just type what you think it is. Double-check the spelling on Google to avoid embarrassing mistakes.
• Correct speaker labels: If you’ve mistakenly swapped speakers, fix it. Mislabeling a speaker is like calling your friend by the wrong name all day – they’ll notice, and so will the transcription company.

Step 5: First Round of Proofreading

At this point, your transcript should be cleaner, but it still needs some work. Proofreading time! This is where you get rid of misheard words, fix any awkward sentences, and clean up the mess.

When you proofread, focus on accuracy. Don’t be tempted to guess what a speaker might’ve said. If you’re not sure about something, leave a blank or do some quick research to verify.

Pro tip: Avoid “mishears.” A mishear happens when you incorrectly transcribe a word. For example, if the speaker says “Don’t go overboard” but you type “Don’t go over the road,” that’s a mishear – and it’s a big no!

Step 6: Second Round of Proofreading – Listen Again, Edit Again

Here’s where the magic happens. You’ll now listen to the audio one more time (yes, again) while proofreading your transcript.

You might be thinking, “Why so many times?” Well, trust me, the more you listen, the clearer things become.

As you listen and read along:

• Double-check everything: Is everything spelled correctly? Does the transcript match what the speakers are saying? Fix any last-minute errors.
• Make sure your paragraphs flow: Break up long chunks of text into smaller, readable paragraphs. A neat transcript is a happy transcript.

Bonus Tip: Use Grammarly and Spell Check

Before you hit “Submit,” give your transcript one final check using tools like Grammarly or Microsoft Word’s spell check. It’s like putting on a fancy outfit before going out – you want to look sharp!

But a quick warning: don’t just accept all of Grammarly’s suggestions. It’s there to catch double spaces and obvious spelling mistakes, not to rewrite your entire transcript. So, don’t go swapping your sentence structure just because Grammarly tells you to!

Time Management Is Key

Remember, transcription is a race against time. You won’t have forever to complete a test. The key is to work quickly but carefully.

Set alarms to stay on track, and don’t waste too much time on a single word. It’s a balance – get the work done well, but don’t obsess over perfection.

Transcription tests are challenging, but with this guide, you have a clear roadmap to success. By following these six steps (plus the bonus tip), you’ll increase your chances of passing with flying colors.

Now, it’s time to put these tips into practice. Go grab that test, and show the world what you’re made of. And if you mess up?

Don’t sweat it – we’ve all been there. Just keep practicing, and soon enough, you’ll be passing transcription tests like a pro!