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HOW TO BE A GOOD DICTATOR You, the dictator, are the originator of ideas. Your ideas must be presented in a clear, concise manner to the person transcribing the information. Rules >>Give instructions at the beginning of a document: the type of paper to be used letterhead?); date to use if different from the current date; any special handling required: if large envelope is required, if document will need to be faxed (provide fax number), method of shipping (Fed Ex, UPS, etc.). >>State what is being typed (letter, memo, report, rough draft, or form letter); the number of copies needed (such as original plus 3 copies); give the name of the person to whom you are directing the correspondence); the purpose of the correspondence, instructions at the end of the document (carbon copies, with or without enclosures); and blind carbon copies, with or without enclosures. Etiquette >>You must communicate clearly. Your voice should be clear. Do not breathe heavily. Do not chew gum or eat while dictating. Have an outline of what you plan to dictate in front of you so that you are not groping for words - avoid for long periods of silence. >>You must communicate clearly. Your voice should be clear. Do not breathe heavily. Do not chew gum or eat while dictating. Have an outline of what you plan to dictate in front of you so that you are not groping for words - avoid for long periods of silence. >>Speak in a normal, conversational tone directly into the microphone or telephone. Do not speak as if you are addressing a convention. If using a recorder, check the loudness on your recorder so the volume is not too low or too high. >>Be aware of background noise: i.e., dogs barking, phone ringing, music, bar noises, trains passing. >>Group words together naturally and dictate at an even rate. Separate and present ideas in a logical, coherent manner. Call the paragraphs by stating after the first paragraph, "period, paragraph." Remember to dictate punctuation marks as you go. A suggested method is for using parentheses is, "open parens" then the text you are dictating and "close parens." Likewise, indicate the beginning and closing of quotation marks. Periods, commas, semicolons, etc. should all be indicated. >>Indicate when a word is plural, indicate indentations, columns, or subparagraphs. Spell out any proper names, prescriptions, difficult words, jargon specific to your profession/industry. Prior to dictating the text, indicate any special instructions such as capitalizations, beginning quotes, and so on. >>If dictating a form, keep a blank copy of the form in front of you while dictating and be clear about the sequence of information needed to complete the form. >>Eliminate extraneous sounds such as "ugh," "um," "and," "that." Remember to speak slowly and clearly. Do not slur word endings. >>Add a personal touch to the end of the tape by saying "thank you" to the transcriptionist. It is helpful to acknowledge the "end of dictation." Compliments of: |
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