7 tips to dramatically improve the efficiency of transcription (tape transcription)

Dec. 27, 2023

7 tips to dramatically improve the efficiency of transcription (tape transcription) | AI character transcription service - Mr. Transcription

I want to improve efficiency by shortening the time it takes to transcribe (tape transcription) as much as possible.

I'm sure many of you reading this article feel that way.

If you've been asked to transcribe (minutes) a meeting at work, you're probably thinking , ``I want to finish this simple task quickly and concentrate on more important work!''

If you are doing transcription work as a side job, you probably want to handle more projects and increase your income even more.

However, even though I try to come up with various ideas, I am getting frustrated because I am not able to work more efficiently than I expected...

This time, we will explain some tips to make transcription more efficient for you.

We also introduce specific recommended tools, so reading this article should make transcription much easier than it is now. Please watch till the end.

7 tips to dramatically improve the efficiency of transcription (tape transcription)


If you are having trouble making transcription work more efficient, please keep the following seven points in mind.

  1. Thoroughly utilize dedicated transcription tools
  2. Improve recording quality
  3. Decrease playback speed
  4. don't pause
  5. Register frequently used words in the dictionary
  6. Take notes while recording
  7. look at the speaker's mouth

If you try just one of them, you can expect some improvement, but by combining them, transcription becomes surprisingly easy.

I will explain each in detail.

1. Thoroughly utilize dedicated transcription tools

Thoroughly utilize dedicated transcription tools

Are you transcribing using a standard app?

It is true that transcription (tape transcription) can be done without any problems using the playback player or memo application that is already installed on your computer.

However, if you want to make your work even a little more efficient, the trick is to use specialized tools that are optimized for transcription .

  • High-performance playback player
  • Text editor
  • AI transcription tool
  • IME (Japanese input system)
  • earphones/headphones
  • keyboard

This is what I can think of roughly.

If you're looking for a more comfortable environment in a broader sense, you should be particular about your work desk and chair, and if you're also recording, you'll need a high-performance microphone or IC recorder...the list goes on and on. However, as long as you keep the above seven points in mind, you'll be fine.

We will introduce specific recommended tools later in the article, so if you are interested, please continue reading.

2. Improve recording quality

Improve recording quality

The first important thing to make transcription (tape transcription) efficient is the quality of the recording .

Surprisingly, many people tend to overlook this, but the quality of the original audio data before transcribing has a big impact on the speed of the transcription process.

  • Accuracy of recording equipment
  • Microphone placement
  • how the speaker speaks
  • surrounding environment

For example, if the data is degraded or the recording conditions are poor and the audio is full of noise, accurate transcription is difficult.

For those who are only contracted to perform transcription (tape transcription), it may be difficult for them to have access to the recording environment, but even if the data has already been recorded, adding some extra effort will make the work easier.

We will also explain the specific method in detail later in the article.

3. Decrease playback speed

The biggest point to increase the speed of transcription (tape transcription) is:

Reduce the number of rewinds as much as possible.

That's all. If you imagine yourself working in detail, you might be able to understand it somehow.

To avoid rewinding as much as possible, the trick is to match the audio playback speed and typing speed exactly .

*To be precise, the trick is to make the playback speed slightly slower than typing.

Typing speed can be measured using the `` typing skill test E-typing Master '', so how many characters can you type in a limited amount of time? It is recommended that you measure the exact value at least once.

4. Don't pause

Once you've run out of rewinds, you can take it a step further and try transcribing without pausing at all .

As you can see, if you match your audio playback speed with your typing speed, you'll be able to work much more smoothly if you don't stop playback, unless you make a mistake or accidentally miss something.

Just check the parts you don't understand with marks or time stamps, and try to quickly transcribe the entire text with the intention of correcting any typos or conversion mistakes later.

*If you listen to the audio data several times before starting work, you will be able to get a general idea of ​​the whole situation, making it less likely that you will get stuck while working.

Once you get the hang of it, you'll be able to transcribe (tape) much faster than when you had to pause.

5. Register frequently used words in the dictionary

As you transcribe the text several times, you will begin to see frequently used words and expressions .

Conversion efficiency will improve if you register such words in advance in the dictionary function built into your computer's IME (Japanese Input System) .

When transcribing for work, you may be given a list of technical terms, etc., so be sure to register in advance.

6. Take notes during recording (meeting minutes/interviews)

Take notes during recording (meeting minutes/interviews)

If you have a meeting or interview where you can be present during the recording, one tip is to take notes yourself instead of leaving the recording solely on the voice recorder.

There is no need to write down every word exactly.

All you have to do is make a quick note of when you come across a word you don't know in a conversation, or where you feel that the speaker's phrasing is unique .

*The content itself is often important in such places.

Taking notes while taking notes will improve your concentration on the spot, and will also help improve your work efficiency later on. It really kills two birds with one stone.

7. Look at the speaker's mouth (video transcription on YouTube etc.)

When transcribing a video, keep your eyes focused on the speaker's mouth, not at your hands or the computer screen.

This is because even if you listen to the same audio, it will be easier to understand the content if you listen to it while checking how the lips are moving .

*Some people may find it easier to hear what the speaker is saying even if it's only audio, if they can visualize what the speaker is saying in their head.

Since you don't have to look at your hands, you should master touch typing to avoid making more typos.

Recording techniques for highly accurate transcription [3 points]


There are three tips for creating recordings that are as clear and easy to listen to as possible for transcription (tape transcription).

  1. bring one's mouth close to the microphone
  2. remove noise
  3. speak slowly in standard Japanese

I will explain each in detail.

1.Put your mouth close to the microphone

If the voices of multiple people are intermingled or the speaker is speaking from a distance, the accuracy of audible voices will be further reduced.

The key to highly accurate transcription is how clearly the audio can be recorded . Muffled voices or voices that are spoken at a low volume are also not suitable for transcription.

That's where Mike comes into play.

Modern smartphones have fairly accurate standard microphones, but by using a dedicated external microphone, you can easily handle it and bring it closer to your mouth.

For interviews, one method is to use a pin microphone (a microphone used for TV recording, etc.) that can be attached to clothing.

Pin microphone (microphone used for TV recording, etc.)

Even in places where many people are speaking, such as in a meeting, an external microphone will produce clearer audio than an IC recorder or smartphone's built-in microphone.

Dedicated equipment has better performance in recording audio, so if you want clearer audio data, use an external microphone as much as possible.

2.Remove noise

  • Speech by someone unrelated to transcription
  • surrounding noises
  • white noise when recording

Audio containing these items will hinder highly accurate transcription.

As explained above, the golden rule for transcription (tape transcription) is that the clearer the audio, the better .

When recording, do it in as quiet an environment as possible, and if it is difficult, use AI-based noise removal software to process the audio data to make it clearer before recording.

Furthermore, if there is too much noise, we recommend using an AI-based transcription service such as Mr. Transcription instead of typing on a keyboard .

AI can distinguish noise with high accuracy, so it can accurately transcribe even noisy audio.

3. Speak a little slower in standard Japanese

If you are a speaker, one trick is to try to speak slowly and in standard Japanese as much as possible .

In addition to being used by workers who are not familiar with dialects, some AI transcription tools are designed with standard Japanese in mind, and in those cases, the accuracy drops as soon as dialects are introduced.

*Even in interviews, there are many cases where dialects are changed to standard language when transcribing, so it also has the effect of reducing the effort of later work.

The same goes for speaking quickly. This can be difficult for the worker to hear, or lead to errors in the AI ​​transcription tool.

If you cannot control the speed of speech, such as in an in-person interview or a meeting where various people are speaking, we recommend preparing separate audio data with a slower playback speed before transcribing it.

Some dedicated apps for keyboard transcription allow you to change the playback speed, so using such a tool is one way.

6 recommended transcription tools

work tools

Next, we will introduce six tools that are useful when transcribing (tape transcription) !

Please use this as a reference for your transcription (tape transcription), including dedicated players used for keyboard transcription, AI transcription services, and even hardware such as keyboards.

1.Okoshiyasu2 (audio player for transcription)


Okoshiyasu2 is a classic transcription audio player app for Windows PC.

You can quickly perform operations such as play, pause, rewind, and fast forward with a single hotkey (shortcut) .

*I explained above that it is better not to rewind or pause as much as possible, but it is realistically difficult to do it completely to zero, so software that can be easily controlled like this is still essential.

In addition to being able to change the playback speed, volume, and pitch, it also has an equalizer function, which reduces the need to process audio in advance .

It works even if the window is not active, so it is very convenient that you don't have to switch between them each time you work side by side with the editor.


2.Interview (audio player for transcription)

Boots Editorial Office

The previously mentioned ``Okoshiyasu2'' is a Windows-only software, but this app is recommended for Mac users .

Like Okoshiyasu2, its main feature is that it has a playback player that can be easily operated using shortcut keys, as well as a dedicated transcription editor .

There is also a function that allows you to register frequently used words as shortcuts and recall them quickly.

In addition to audio data, it also supports video files , so it can be used for things like transcription of YouTube, which has been increasing recently.

Boots Editorial Office: macOS Application: Interview

3. Mr. Transcription (AI transcription service)

Mr. Transcription

Here is a dream-like tool where you just upload your audio data and the AI ​​will automatically transcribe it .

In addition to audio, it also supports video and image files.

The transcribed data can be downloaded as text (txt) or subtitle file (srt) , so it is a big advantage that it is easy to edit, process, and share later.

What's more, it also supports transcription of English and foreign languages, which is difficult to do manually (tape transcription).

You can transcribe audio up to 1 minute for free without having to log in , so why not try it out first?

You will be amazed at how the latest AI can recognize voice with such high accuracy.

4.ATOK Passport (Japanese IME)


If you are aiming to maximize work efficiency, it is also a good idea to be particular about your IME (Japanese input system) .

The standard IME that is popular among people who work in Japanese is ``ATOK,'' sold by Just System .

ATOK not only has high kanji conversion accuracy, but also has an "automatic conversion function" that automatically determines phrase breaks and conversion candidates and converts them, so if you use it wisely, you can significantly improve your character input speed. To do.

ATOK Passport subscribers can use the dedicated grammar proofing tool ``ATOK Cloud Checker'' free of charge, which is useful when revising completed sentences.

ATOK Passport



Next, we will introduce recommended hardware.

The most effective hardware for streamlining transcription (tape transcription) is the keyboard.

One of the recommended keyboards is the Topre ``REALFORCE'' series , which is probably the first to be named among high-performance keyboards made in Japan.

In addition to using a capacitive non-contact method with excellent durability, a major feature is that the force required to press down the key can be selected from 55g, 45g, 30g, and variable force.

Another key point is that it uses a wired connection, which reduces delays and errors.

A keyboard that suits you and is easy to type on will not only improve your work efficiency but also reduce the strain on your body, making it an extremely cost-effective investment.

There are many other keyboards that are comfortable and make typing very easy, so we recommend trying them out at an electronics retailer or PC shop .


6. Tea music musician Chonmage-kun (earphones)


Here are some rare types of earphones specifically designed for listening.

In addition to being highly sealed and sound insulating, the key point is that the audio band is tuned to make it easy to hear .

The packaging also states that it is ``suitable for learning/materials.''

However, these earphones and headphones are not suitable for different people, so try out a variety of them and choose the one that suits you best.

We also recommend using "monitor headphones" from Sony and other companies.

Chonmage-kun | Tea music musician -Saraundo-


This time, we have explained some tips to make transcription (tape transcription) work more efficient.

Finally, as a summary, I would like to review the techniques introduced.

  1. Thoroughly utilize dedicated transcription tools
  2. Improve recording quality
  3. Decrease playback speed
  4. don't pause
  5. Register frequently used words in the dictionary
  6. Take notes separately while recording
  7. look at the speaker's mouth

In particular, many people tend to overlook techniques for making the audio clear during recording and preparations before starting work .

This is an important element that you should never forget, as if you don't do it properly, you'll end up wasting your time and effort.

If the quality of the audio data is high, the accuracy of AI tools will be much higher, making it possible to automate tasks as much as possible.


Haste makes waste and turn around. The battle is decided before the battle (before the work).

It will be easier in the end if you prepare well and don't have to worry about it. Please try.

■ AI transcription service "Mr. Transscription"

"Mr. Transcription" is an online transcription tool that can be used from zero initial cost and 1,000 yen per month (* free version available).

  • Supports more than 20 file formats such as audio, video, and images
  • Can be used from both PC and smartphone
  • Supports technical terms such as medical care, IT, and long-term care
  • Supports creation of subtitle files and speaker separation
  • Supports transcription in approximately 100 languages ​​including English, Chinese, Japanese, Korean, German, French, Italian, etc.

To use it, just upload the audio file from the site. Transcription text is available in seconds to tens of minutes.
You can use it for free if you transcribe it for up to 10 minutes, so please try it once.

It is "Mr. Transcription" who can easily transcribe from audio, video, and images. Transcription allows you to transcribe for up to 10 minutes for free. You can copy, download, search, delete, etc. the transcribed text. You can also create subtitle files, which is ideal for transcription of interview videos.
HP: mojiokoshi3.com
Email: mojiokoshi3.com@gmail.com
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