Dictation, the transcription of spoken text, is commonly used in a variety of businesses, from hospitals to law firms to consulting groups. It serves as a valuable record of what was said, as well as a blueprint for work that needs to be done.

There are many choices in dictation equipment and services. Audio dictation, digital dictation and call in dictation are a few examples of this ever-evolving industry. Since you have several options in this field, it's best to narrow it down to the best choices for your business.

1. Consider your workload. If your business is not dominated by dictation demands, you may want to do it yourself by purchasing a dictation system.

2. Many businesses outsource their dictation needs. If this is the right fit for you, know your tools and identify the dictation instruments you use. Examples include tapes, uploads and call-ins. This will assist you in finding the service that has the appropriate capabilities to do your dictation transcription.

3. Decide between a locally accessible or virtual dictation service. Services abound both online and on-site in most geographic areas. Virtual options are convenient, but you may want the reassurance of a physical office.

Action Steps
The best contacts and resources to help you get it done

Find the best dictation equipment to handle the demands of your office

When choosing to handle your own dictation service, you have many choices in equipment, offered in a variety of price ranges. Many online providers make it easy to weigh the advantages and disadvantages of certain types of dictation tools.

I recommend: At the Dictation Store, you can find a huge selection of products, from a simple dictation machine to a sophisticated voice recorder. Transcription Gear sells the basics along with an impressive menu of more technologically advanced choices. Check out its online demos to get a feel for some of its cutting-edge equipment.

Investigate virtual dictation services

In our plugged-in workforce, it's now easier than ever to get online and find a dictation service that meets all your business requirements. Many of these services utilize the full gamut of equipment and technique to best match the needs of your company.

I recommend: With The 24 Hour Secretary, you can submit your dictation requests 24/7 via phone, digital file upload or the transfer of audio recordings. Provirtua, a virtual assistant service, also offers affordable and convenient dictation options. For those in the medical field, check out iSource, a virtual dictation service that specializes in medical dictation and transcription.

Look into dictation services in your community

There's a good chance a dictation service is located in your immediate area. This might be an ideal choice for smaller businesses wishing to support the local economy. It's also a viable option for businesses that handle particularly sensitive information and would like to hand deliver materials.

I recommend: Mulberry Studio is a New England-based transcription company, though it has clients worldwide. It also doesn't charge extra for rush orders. West Michigan Transcription Services is another regional company that has worldwide accessibility, including drop-off and pick-up service.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  A majority of information relayed through dictation is considered highly confidential material. Make sure the dictation service you use has a confidentiality statement in the contract, or give them one of your own to sign. This is a smart safeguard to protect your clients.

Dictation can be a tedious, time-consuming chore, or it can be a method of ensuring the accuracy of everything from interviews to speeches to medical records. It all depends on the method you use. With such a wide variety of professionals depending on dictation every day, the types of dictation equipment and methods continue to grow and become more sophisticated. This helps save time, and increase the efficiency and accuracy of the process.

You can find a dictation system that matches your needs, whatever they happen to be. When purchasing a dictation system, consider:

1. What your budget will allow
2. The ease of use of the system
3. How often you'll use the dictation machine or other tool
   

Action Steps
The best contacts and resources to help you get it done

Speed up the process with dictation software

Dictation software is ideal for both personal and professional use, and is offered both as a standalone product, and as part of a workflow system. With digital dictation, you can make recordings over the telephone, with your computer using a microphone, or with a handheld dictation device connected to your computer.

I recommend: 1st-Dragon offers legal, medical and professional dictation software, in English, Spanish and French, for both PCs and Macs. Talking Desktop is an interactive dictation program, with which you can dictate letters or other documents, navigate the Internet, even launch computer programs solely by voice commands.

Purchase dictation equipment

Dictation equipment includes everything from a digital dictation recorder to microphones to foot pedals that control playback speed. There are systems specifically for recording events like conferences, and telephone adaptors that make any phone into a recording device for transcription later.

I recommend: DictationStore.com sells dictation equipment for virtually any need, and DictationDepot.com specializes in Sony equipment, while also selling Olympus, Panasonic and KOSS.

Find free dictation tools online

While there are several kinds of dictation software available for purchase, you can also download free dictation software, also known as 'shareware.'

I recommend: Choose from a wide variety of free dictation software and voice recognition programs at CNET's Download.com site. Some are completely free, while others offer free trial versions. With e-Speaking, free voice dictation software you can download, you can write letters, have the computer read documents back to you, and control many of your computer's functions using only your voice.

Search for tools and services specific to medical dictation

Medical dictation and transcription requires an entirely different, and more specialized, set of skills than those used in any other kind of dictation. In addition to basic dictation, you also need to understand the terminology and coding used in medical dictation and transcription, which is why you may want to enlist the aid of a professional medical dictation company.

I recommend: There are many firms that focus exclusively on medical dictation, such as Medical Dictation Inc., in business since 1971, which offers a free rate quote at its website. Northeast Transcription, Incorporated, established in 1994, also offers transcription and dictation to hospitals, specialty groups and general practice groups. Call the company's toll-free number for a free consultation. There's also Medical Dictation Services, a 25-year-old company that provides dictation and transcription services to physicians and hospitals.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Dictation equipment can be expensive, so look into used or refurbished products, in addition to new. Because of the often high prices, many professionals prefer used equipment, and it's easy to find nearly any kind of used dictation or transcription machine online.