Unveiling the Biggest Mistakes Transcription Companies Make

Unveiling the Biggest Mistakes Transcription Companies Make

Transcription services play a crucial role in converting spoken language into written text, serving various industries such as healthcare, legal, media, and academia. However, like any business, transcription companies are not immune to making mistakes that can negatively impact their reputation, client relationships, and overall success.

In this blog post, we will explore some of the most significant mistakes transcription companies make and discuss how Atomic Scribe addresses such problems before they arise.

1. Inadequate quality control

One of the cardinal sins in the transcription industry is delivering subpar quality transcripts. Inaccurate transcriptions can lead to misunderstandings, misinformation, and potential legal consequences. Many transcription companies fall into the trap of sacrificing quality for quantity, which can result in damaged client relationships and a tarnished reputation.

The Atomic Scribe Solution: We implement a rigorous quality control process that involves multiple rounds of proofreading, editing, and reviewing transcripts. We invest in skilled transcriptionists and editors to significantly improve the accuracy of the final product.

Which Industries Does Atomic Scribe Specialize In?
  • Market Research
  • Private Investigation
  • Academic
  • Business & Insurance
  • Sermons
  • Entertainment Industry & Podcasts
  • Legal
  • And more!

2. A lack of understanding industry-specific jargon

Different industries have their own unique terminology and jargon. Failing to understand or accurately transcribe industry-specific terms can lead to confusion and miscommunication.

The Atomic Scribe Solution: At Atomic Scribe, we hire transcriptionists with domain knowledge or provide comprehensive training to team members to familiarize them with the terminology specific to the industries they serve.

We also only work in areas that we have specialized knowledge in. For example, we do not accept medical files from doctors’ notes that rely on the accuracy of medical terminology, as we lack the proper education to deliver these important files with no mistakes. Using a company that isn’t specialized in this field can have dire consequences.

“Just like in every other industry, you get what you pay for. […] If you’re paying an agency a few pennies per word, just imagine how little the translator is actually getting paid.”

“Just like in every other industry, you get what you pay for. […] If you’re paying an agency a few pennies per word, just imagine how little the translator is actually getting paid.”

3. Ignoring data security and confidentiality

Transcription often involves sensitive information, especially in fields like legal and healthcare. Neglecting data security and confidentiality can result in breaches of privacy and legal repercussions.

The Atomic Scribe Solution: We have implemented robust data security measures, including encrypted file transfers, secure storage, and non-disclosure agreements (NDAs) for all transcriptionists and staff. We also delete all files from our sever after 90 days to ensure security.

4. Poor communication with clients

Effective communication is the cornerstone of any successful business relationship. Failing to communicate clearly with clients regarding project details, progress, and changes can lead to confusion and frustration.

The Atomic Scribe Solution: Atomic Scribe isn’t just a machine to get files back quickly and carelessly. We maintain personal, open lines of communication with our clients to create partnerships. We also provide regular updates on a project’s status and address any concerns promptly. Our goal is to be approachable, transparent, and collaborative.

5. Overpromising turnaround times

While fast turnaround times are often appreciated by clients, overpromising and underdelivering can lead to rushed work and compromised quality. Setting unrealistic deadlines can strain the transcription team and result in subpar transcriptions. It’s important for transcription companies to communicate transparently with clients about realistic timelines and manage expectations accordingly.

The Atomic Scribe Solution: We now no longer offer different tiers of pricing with different turnaround times. Instead, we have one price for each file type (interview vs. focus group), and we give an estimated time of delivery based on the amount of files, quality of the files, and our availability. This way, we can take the time to devote our complete attention to files and can make sure our quality is as high as possible. And spoiler alert: we are actually getting back files quicker now compared to when we had a standard 3-5 day turnaround window!


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Transcription companies play a pivotal role in converting spoken content into written form accurately and efficiently. However, they are not exempt from making mistakes that can impact their reputation and client relationships.

By avoiding these common pitfalls—such as neglecting quality control, underestimating security, lacking specialized knowledge, overpromising turnaround times, and poor communication—transcription companies can ensure they provide exceptional services that meet client expectations and stand the test of time.

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    Disclaimer: This post was created with the help of ChatGPT.

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    Atomic Scribe

    Atomic Scribe provides high-quality language services for all markets and sectors. Human-powered. Professional. Personal.

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