Why is professional transcription an asset to HR?

The transcription of HR meetings and interviews is an expanding sector within the transcription industry. HR professionals recognise the benefits of recording meetings and interviews and providing a transcript of the proceedings. Not only does it provide an accurate and full account of the discussion, which can be disseminated to everyone who participated, it also allows the HR representative to focus on the discussion without having to take copious notes themselves. It ensures they are focused and fully engaged in the meeting.

This is particularly important with the shift to more online/telephone interviews following COVID. With more employees working remotely it is not always possible for all parties to be in the same location to attend an in-person meeting. It can therefore be perceived that an online/telephone meeting creates an added layer of detachment in the process. By recording the meeting for later transcription, the HR representative can be fully present in the online meeting, without worrying that they appear distracted or unengaged while striving to take a comprehensive record of the discussion.

HR professionals recognise that their skills and time are better utilised dealing directly with the employees, and that by having the transcription completed by a third-party, it leaves them free to focus on continuing with the interviews and reviewing the data to ensure a fair and timely outcome for everyone involved. Many transcription services are able to offer a 24/7 service, which means that even while your office may be closed, the transcripts are being prepared so that they can be provided as quickly as possible after the meeting has taken place. This ensures a less stressful process for the participants who may be waiting anxiously for the next stage or the final outcome.

By having the transcript undertaken by a specialist transcription company, there is additional accountability. There can be no question of bias or misrepresentation by the company as the transcription has been completed by an autonomous third-party. This also enhances a company’s commitment to data protection. By outsourcing this to an outside transcription provider it can be assured that, within the company, only those immediately involved in the process have access to the highly sensitive data.

There is also an added layer of legal protection; by using a neutral third-party transcription provider the company is again highlighting its balanced contribution to the process. In selecting a transcription provider with a proven track record in accuracy and data security you are providing further assurance to all those involved that the process has been conducted fairly and, should the situation escalate, the company knows it has done everything possible to provide an impartial process for the employee.

When preparing for your HR interviews and meetings for transcription, here’s our top tips for a successful outcome:

• ·         Ensure a safe and welcoming environment for the participants who may already be experiencing anxiety and stress over the process.
• ·         Make all participants aware that the interview is being recorded and will be transcribed by an autonomous third-party.
• ·         Confirm that all the recording equipment is positioned well, particularly when conducting in-person interviews. You want to provide the best quality transcript to the participants, so make sure that everyone can      be heard clearly.
• ·         Don’t rush the process. Try and keep the conversation calm and give everyone time to say what they want to say. Multiple voices talking over each other will impact the quality of the finished transcript.
• ·         If you feel that what has been said is not clear, repeat it and ask for confirmation that it is accurate.
• ·         Have the transcription completed by a specialised transcription company who understand the need for accuracy, privacy and urgency. By utilising the skills of highly trained transcriptionists you know that you       are providing an accurate account of the meeting to your employee to help them through this stressful process.
• ·         If something is contested, never hesitate to go back to the transcription company and ask for clarification. They will always be happy to double check anything to ensure that there is no discrepancy.

If you would like to discuss how we can help you with your HR interviews and meetings, please contact us here.