The art of dictation: getting it right the first time

Imagine that you are invited to the White House for dinner and instead of using the proper fork for your salad, you use a spoon. It’s obvious that a spoon would not be an appropriate utensil for a salad, not to mention improper dinner etiquette. So why do most lawyers use inappropriate dictation etiquette? The answer is simple, many lawyers have not mastered the art of dictation. Legal documents are often long and involve very complex language. However, before it is considered a maladaptive dictation, the legal link has identified some useful strategies to help you.

Clarity is an important component when dictating your thoughts for others to transcribe. So locate a quiet space when you record. After identifying a quiet environment, it is important that you speak directly into the device at a slow, clear, and audible level.

When you start speaking, it is essential that you indicate the type of document you have dictated. Notify the word processor or secretary in advance if you have dictated a letter, complaint or agreement. Inform the word processor or secretary of the type of document in advance, allows him to determine the configuration of the format and style of the document.

Punctuation is another dictation etiquette flaw experienced by lawyers. Remember, the transcriptionist is not a mind reader and relies solely on the dictator’s explicit instructions. Here are some basic punctuation commands to help make the process easier: new paragraph, open quote, close quote, comma, semicolon, section break symbol, paragraph symbol, initial caps, all caps, bold , center, underlined. In other words, you need to tell the transcriptionist exactly how you want the text to appear throughout the dictation process.

Spell confusing names. There are several ways to spell many words, for example Janis or Janice and Lee or Leigh. Spelling out difficult or unfamiliar words will save you countless hours of editing when you read the first draft. However, I warn you not to become a spelling enthusiast because it will slow down your productivity.

Effective communication is the art of dictation. The ability to communicate verbally in a clear, concise and effective manner will guarantee a final product of high quality and professionalism. Mastering these basic dictation techniques will help the transcriptionist avoid unnecessary mistakes, while also building a mutual understanding of how you expect your end product.