An in-depth guide on writing an interview transcript
If you're part of a hiring team or in research, you might have to write down what others say in interviews. These written records are super helpful for remembering what happened. Hiring teams use them to decide who to hire.
This guide will show you how to make an interview transcript and what to consider.
Here's what this article will cover:
- What is an interview transcript, and what are they for?
- The benefits of writing an interview transcript
- Types of interview transcripts
- Step-by-step guide to transcribing interview transcripts
- Example of an interview transcript
- Tips on writing interview transcripts efficiently
- Transcribing interview transcripts manually vs automatically
- Legal and ethical considerations in interview transcripts
- Conclusion
- FAQs
What is an interview transcript, and what are they for?
An interview transcript is the written form of a conversation. In this process, you can turn spoken words into text. This can happen either in real-time or from a recorded interview in Singapore.
Some transcripts, like legal ones, might include lots of important information.
It involves determining who is speaking. You also add timestamps. This helps readers follow and understand the conversation.
You can transcribe in different ways. For example, you can write down the exact words spoken or make slight edits for clarity. Some companies use special software to help with this.
The transcripts are useful for researchers, journalists, hiring managers, and content creators. For example, if you're writing a dissertation for a public university, you might study your qualitative data to use in an interview transcript.
The benefits of writing an interview transcript
Interview transcripts record every word the interviewer and interviewee speak. Here's a list of reasons outlining the importance and advantages of interview transcripts:
Captures nuanced details during an interview
Interviewers often talk to many job seekers daily, so they might overlook some details. They might remember a great answer but forget who said it. Writing down the interview helps the recruiter. It makes sure they get everything the interviewee says right.
The transcript becomes a reliable record that the panel can refer back to if unsure. This prevents confusion, helps the panel remember specific details they talked about, and allows them to check the transcript to fix any differences.
It's much simpler. You don't need to replay the recording repeatedly to find a certain response.
Enables the wider team to access the interview
Multiple individuals are often involved in hiring, including the team manager and project lead. Additionally, the interviewer might seek input from a colleague for an expert viewpoint or a fresh perspective.
Accurate transcripts make it easy to share information, go to the right, crowd and speed things up. Furthermore, storing the interview in the employee's file ensures easy access for future reference.
Allows the interviewer to focus on asking questions
Interviewers typically make notes based on the responses to the questions. This may cause them to miss important details or disrupt the interview flow.
Creating interview transcriptions allows the interviewer to give full attention to the interviewee. It also helps them process responses and think of follow-up questions.
As the interview flows more naturally, the interviewee may feel at ease and be more forthcoming with the answers. This will improve the overall quality of the interview.
Saves time in the hiring process
You should save time in interviews. Don't pause to take notes or waste time recalling details or facts. In most Singaporean companies, an interview could last 30 to 60 minutes.
But you don't need to listen to the entire audio recording when you want specific data. You could easily search within the transcript to get the required data in a few seconds.
Increases accessibility
Individuals with hearing impairments can benefit from reading interviews in written form. Moreover, since many Singaporeans are multilingual, having interviews transcribed can be helpful.
Also, having the interview transcribed can be invaluable for non-native speakers who might struggle with spoken language. Translators or software can help translate the interview records, making the transcription accessible in another language.
Improves the analysis process
Interview transcripts are incredibly beneficial, especially when conducting numerous interviews for research purposes.
They enable easy searching and annotating of the interviews, facilitating analysis and review. Transcribing interviews simplifies comparing information. It helps find key themes and patterns.
Types of interview transcripts
The type of transcription you choose should depend on your goals. Here are four types of transcriptions you could choose from:
Verbatim transcripts
The transcripts capture every spoken word. This includes fillers like "lah" and nonverbal cues like laughter or throat clearing.
People commonly use this type of transcription in legal proceedings, court cases, and research studies.
Intelligent transcription
Smart transcription involves transcribing all spoken content. This includes everything except sounds and filler words. It also involves fixing grammar errors and simplifying speech for clarity and brevity.
This approach is good for businesses. They aim to document meetings and share important information quickly.
Edited transcription
The transcriber eliminates unnecessary, redundant, or inaccurate sentences in this style. The main goal is to create high-quality documents. We will do this by formalising and editing the script, enhancing clarity and readability.
You can use edited transcriptions for publication or translation purposes.
Summary transcription
A summary transcription provides a comprehensive overview of an audio recording's main points. It usually has a cover page and a summary. Then, it has background and key concepts.
Additionally, it includes budgets and proposals. This transcription style is commonly employed for corporate meetings.
Step-by-step guide to transcribing interview transcripts
Follow these steps to learn how to write a transcript:
1. Listen to the full recording
Listen to the entire interview recording to grasp its context and content. This step will help you become acquainted with the voices and accents of the speakers.
Additionally, it will help you pick the right transcription method. It will also help you find any technical challenges.
Note the number of speakers and the duration of the recording. Also, note any technical terms and the specific parts that need transcription.
2. Determine how much time you'll need
Calculate the expected time to transcribe the interview. Consider its length and complexity, as well as your typing speed.
Also, factor in extra time for formatting and adding timestamps to the transcription. This prep will help you set aside enough time.
3. Select the proper tools
To create an interview transcription, you might need many tools. These include an audio player, word processor, and headphones.
Downloading a free transcription audio player to your computer will help. It lets you use hotkeys to control functions like play, pause, and fast-forward.
Using word processing software is helpful. It allows the interviewer and interviewee to type the conversation. Noise-cancelling headphones will improve audio clarity.
Additionally, you may find transcription software beneficial.
4. Write a draft first
Start by creating a draft. Type what you hear without worrying about format or timestamps. This first draft phase helps organise the transcript. It also sets a clear structure.
5. Use shortcuts
Enhance your efficiency by utilising keyboard shortcuts and transcription templates. Features like auto-correct and auto-complete allow you to type without stopping. You don't need to stop to fix minor mistakes.
Additionally, employing placeholder text for repeated words could be helpful. For instance, you could use abbreviations like "S1" and "S2" for "Speaker 1" and "Speaker 2," inserting actual names in the subsequent stage.
6. Proofread your draft
Replay the audio or video recording once you've drafted the transcript and added timecodes. Then, proofread the text carefully. Check for any omitted words, typos, or other errors.
This step is essential, even if you've used transcription software. Using spell-checking tools could be beneficial during this phase.
7. Format the interview transcript
Format the transcript according to your style guide preferences. This may involve changing the font, breaking up the text into paragraphs, and adding headings, titles, speaker labels, and page numbers.
Completing this final step ensures the creation of an accurate and professional-quality transcript.
Example of an interview transcript
Here's an interview transcript example to help you get a better idea of the final product:
Name of interviewee: Edison Lee (labelled as “EL”)
Name of interviewer: Nurul Huda (labelled as “NH”)
Date of interview: 10/03/2023
Meeting place: Conference room 1B
[Begin transcript 00:00:12]
NH: So, tell me about your biggest accomplishment in the petrochemical field.
EL: As the production engineer for SG previous firm, I optimised the production of both onshore and offshore oil fields in Sarawak. I managed to reduce the operational costs by 12% and reduced downtime by 25% by implementing predictive maintenance techniques.
[00:00:41]
NH: That's impressive. Let's move on to our next question. What would you say are your top three soft skills?
EL: Thank you. Well, leadership is definitely one of SG key skills. I'm able to communicate goals to SG team members and motivate them to achieve their objectives. I give them the freedom to carry out their duties while offering guidance and expertise. I acknowledge their accomplishments before the entire team for encouragement. SG other top skills would be time management and problem-solving.
[End transcript 00:01:15]
Tips on writing interview transcripts efficiently
Explore these strategies to speed up the transcription process:
- Develop better listening skills: Expose yourself to different audio samples to get comfortable with diverse accents and speech patterns.
- Improve your typing skills: Practise regularly to increase your typing speed. You could also use typing tutor software and online platforms for typing exercises.
- Employ transcription software: Software tools that will automate your initial transcription efforts often have features such as speaker identification and timestamping, which reduces your manual workload.
- Use keyboard shortcuts: Keyboard shortcuts help you work more efficiently by reducing unnecessary hand movements and mouse clicks. Creating macros for repetitive tasks speeds up the process.
- Consider a foot pedal: A foot pedal allows you to control audio playback with your feet. This tool means that your hands remain on the keyboard to increase efficiency.
- Set up an ergonomic workspace: Consider using an ergonomic keyboard and mouse pad to prevent injuries and reduce fatigue. Also, ensure you position your keyboard and mouse correctly.
Transcribing interview transcripts manually vs automatically
What’s the best way to transcribe an interview? Perhaps you're deciding between preparing a transcript manually or using transcription software to generate it.
To help you decide, you can compare both methods to determine which works best for your situation:
Manual transcription
Review the pros and cons of manual transcription:
- Pros: Manual transcription guarantees high precision, particularly in cases of poor audio quality or background noise during recording. Additionally, it helps grasp the context, accents, and subtle nuances more effectively.
- Cons: It's time-consuming and labour-intensive nature makes it a clear drawback. It may also be more costly in terms of time and resources.
Automated transcription
Review the pros and cons of automated transcription:
- Pros: Automatic AI transcription can save time by offering immediate draft transcripts. It's also cost-effective for large volumes of audio.
- Cons: AI-based transcription often isn't 100% accurate, especially with poor audio quality, accents, or overlapping speech. AI software may not correctly identify technical jargon or industry-specific terminology.
Also read: AI tech in the workplace: What does this mean for tech talents?
Legal and ethical considerations in interview transcripts
Are interview transcripts confidential? The answer is yes.
You must respect the privacy of your interviewees and keep your transcripts confidential. Before the interview, clearly state its purpose and scope. Also, say how you will use, store, and share the information.
It is essential to obtain consent from the interviewees to record and transcribe the interview. You could do this through online forms or verbal agreements.
Choose platforms and tools for online interviews. It should have encryption, passwords, and data privacy first. Avoid utilising public or unsecured networks, devices, or applications.
Hackers or third parties might access your communication. The Personal Data Protection Act tells data users to follow seven data protection principles in Singapore. Familiarising yourself with this act prevents instances of noncompliance.
Conclusion
Interview transcripts serve as valuable resources for making hiring decisions and conducting research. It saves time and enhances the efficiency of the hiring process.
Numerous online tools are available to assist in preparing interview transcripts more efficiently. However, do consider the pros and cons of manual and automated transcription to find the best approach for your needs.
Additionally, prioritise safeguarding the privacy of your interviewees. It’s good to learn the legal implications of making, storing, and sharing transcripts.
FAQs
Here are answers to frequently asked questions about this topic:
- What is the purpose of an interview transcript?
An interview transcript serves as a trustworthy record of the interview. It avoids confusion over what the participants said and makes the interview accessible to other key persons.
It helps you to compare interviewees' responses more easily and identify any themes and trends.
- How do I transcribe an interview accurately?
Use high-quality headphones to hear the speech. After the interview, proofread the draft while listening to the audio to ensure it is free of mistakes.
- Are there any free transcription tools available?
Yes, you can try using free transcription tools such as Notta, OTranscribe, and ExpressScribe.
- Can legal cases use interview transcripts as evidence?
Under certain circumstances, legal cases can use interview transcripts as evidence.
Many factors determine whether interview transcripts are permissible, including their relevance. These factors also detail how to conduct the interviews and the rules of evidence at the trial's location.
For the best, you are advised to read the applicable rules of evidence to determine if the interview transcripts are admissible or not.
- What are some best practices for identifying speakers in a transcript?
Provide a key at the beginning to identify all the speakers in the interview. You can also note any speech characteristics unique to each speaker.
- How long does it take to transcribe a one-hour interview?
It can take anywhere from four to six hours, depending on the number of speakers and audio quality.
- Are there any software options specifically for academic research transcription?
There is no software for academic research transcription. So, you may want to review developers' privacy statements to ensure compliance.
- What's the difference between verbatim and clean verbatim transcription?
Verbatim transcription captures every word and sound. This includes filler words. It also includes false starts and incomplete sentences. It also includes sounds like throat clearing and laughter.
Clean verbatim captures the exact words but includes editing. It removes filler, repeated words, pauses, and sounds such as coughing or sighing.
- How do I ensure privacy and confidentiality while transcribing sensitive interviews?
Restrict and monitor access to sensitive information. Delete it when you or the company no longer need it. Report unauthorised or suspicious activity.
- What common formats could I use to store interview transcripts electronically?
Some common transcript file formats are plain text (.txt), Word doc (.docx), and timestamp formats (SRT)
