Digital Dictation

The benefit of dictation is often overlooked in companies outside of the legal and medical professions. In reality, dictation can provide the same advantages to almost all companies in the professional spectrum.  Today’s smart phones increase the benefits dramatically by being able to record anywhere in the world. The ability to record and edit thoughts on the fly is priceless. You can increase billable hours while doing mundane things such as traveling. The dictation recordings can be setup to automatically send to an assistant or an email account. Dictating a letter in front of a client can give the impression of being immediate and on the ball. With digital dictation the letter is already drafted before the client leaves your office.

Speaking in formal sentence structure is often a frustration or the initial deterrent from the technology. Begin familiarizing yourself with the process using your normal speaking patterns. An experienced assistant should be more then capable of formalizing your dictation. Over a short period of time your style will begin to emerge.  

Many law firms are still using tapes, which are extremely inefficient and cumbersome. Tapes can get erased on accident, lost, or broken.  I have witnessed countless legal professionals scrambling for a new tape or hand delivering the tape to their assistant when they are finished. This is inefficient and a loss of billable time for everyone.

What’s Important

Many companies offer different Dictaphones models, but the transcription software is really the most important aspect.  Good transcription software must interact with a foot pedal as well as monitor network folders, emails, and devices for new recordings.  The software should be capable of converting and indexing different formats.  Dictaphones can be purchased based on the user’s preference and actual needs. Complex folders, settings, and file locks can confuse even the more experienced users.

Blackberry, Android, and Iphone all have applications that are available for purchase, and some are even free of charge.  Configuring these applications can be a daunting task, but the reward is amazing. The dictations produced can be securely sent anywhere in the world via an email to an assistant.

Based out of La Crosse, WI, Troy Berg is an accomplished CEO, CTO, and entrepreneur. For over 15 years he has been a pioneer in all aspects of technology from programming to management. Specializing in small to medium size professional firms, he brings all aspects of his experience to companies at all stages of development. To view more information visit www.bergmd.com/services.htm