What transcriptionists use to do their job: hardware, software, furniture and accessories.

Five Apps To Improve Typing Speed & Accuracy

/0 Comments/in , , , /by Jocelyn Mackie

For any transcriptionist, accuracy and speed are paramount to your success. You can develop these skills on the job, but you risk compromising quality. Regularly devoting time to skill improvement is the best way to reliably improve your typing skills.

Fortunately, there are many typing apps available that vary from serious and clinical, to fun and silly. It depends on the skills you want to enhance and what platform work best for you personally when it comes to your learning style and preference. The five apps below offer a variety of options to help you improve your typing skills. Consider giving one or all a try.

1. Ratatype

Ratatype is a full-service typing education platform featuring tutoring and testing. You take an initial typing test when you first visit the website and after that, you have the opportunity to sign up with an email address or Facebook account. The resources offered by this site are not available to you unless you create an account but they are free once you are signed in.

Fortunately, this effort proves to be worth it. One resource includes a brief overview of touch typing, which you likely know if you already perform transcription. However, if you are self-taught or have gaps in this skill, the tutorial contains extra tips you may missed at some point. Posture, finger position, and even the distance between you and the monitor are all topics in this overview. If you are an experienced typist, you can at least consider the overview a good checklist for making sure you don’t have any gaps in your knowledge.

The other resource Ratatype offers is their typing tutor. It offers a series of exercises to develop your typing speed and accuracy. They start very basic with letters on the home row and then expand into complex combinations. None of the combinations involve real words which makes them more challenging than you might expect. As you complete each exercise, the difficult improves and you gain informal certifications along the way. There’s also a typing test available so you can check your speed again as you complete exercises.

2. 10fastfingers.com

10fastfingers.com offers the tests and tutorials similar to Ratatype with an extra element—international competition! Choose the correct language first (or you won’t stand a chance) and prepare to enter an epic battle over the title of quickest keyboarder. Top scores post once the competition concludes. Most rounds last 60 minutes and accommodate whoever enters them in that time period.

You can track your progress by opening an account with the website, which is free. Even if you’re not the competitive type, there are still tools available to help you improve. There are also typing tests involving the most commonly used words. Choose between the one with the 200 most common words or the advanced test with 1,000 of the top words. There is also a text practice screen and an app that will help your typing speed on mobile devices too. It is unlikely you would transcribe on a mobile device, but if you want to text faster, then this can’t hurt.

3. TypeRacer

You can consider TypeRacer a cuter version of the first two. It works on an automotive racing theme that is easy to master. You control a race car with your typing speed; you gain speed if you are quick and accurate and lose it when you make mistakes. The text you type is pulled from books and popular games, giving you an assortment of complexity in the material.

Choose a single-player “race” to practice or get involved in competitions with other users. Unlike the worldwide 10fastfingers.com, this is a field of five which can feel a little less intimidating.  Once you finish your race, it will indicate your typing speed and the source of your material. Races also show the words-per-minute of your competitors which will give you an idea of how your skills stack up.

Of all the apps, this one makes typing mistakes the most noticeable. When you miss a letter or type the wrong one, your car stops and the field turns red. It stays that color until you fix it. This can be a good tool if your accuracy suffers and you tend not to notice the errors until you finish.

If you wish to track your progress or maintain bragging rights on a high score list, you need to register. But if you wish to enter races as that mysterious dark horse named “Guest”, that option is also available to you.

4. Keyboard Ninja

Keyboard Ninja is there for you when you want to learn from something less serious. Based on the Fruit Ninja game popular on tablets, this is a fun option that helps you better coordinate where your fingers land on your keyboard.

There are many options for difficulty. You can limit your practice to the home, top or bottom row, the numbers pad or include all letters. There are also three levels: easy, medium, and hard. If you choose the hard level and include all the keys, prepare for extra challenge!

Like Fruit Ninja, the object is to slice fruit before it falls to the ground, but avoid the bombs. The difference is you type the letter or number that corresponds with the fruit, rather than run your finger across a touch pad. If you hit a letter attached to a bomb, your game is over. This will help with accuracy and definitely improve your hand-eye coordination—an often overlooked skill with transcription.

5. Tommy Q

Many keyboarding games have a basic concept: Hit letters in order to affect a certain action whether that is slicing fruit or popping balloons. Tommy Q is unique from many games in that it not only requires typing full words but also using the arrow keys. It also contains elements of strategy that make it seem more like a video game than a tool for enhancing job skills. However, it works very well for the latter.

You will enjoy Tommy Q if you are a zombie aficionado as well as a transcriptionist. In this game, zombie hoards invade Tommy’s backyard. He defends his turf with a hand cannon that shoots baseballs. As you type the words associated with a zombie, Tommy shoots out a tennis ball and when you successfully complete the word, the zombie is dead. You gain points by typing correctly and lose points with mistakes.

However, the game offers further complexities besides typing that will expand your keyboarding proficiency. You also need to position Tommy with the arrow keys before you type and shoot. The game also makes “power-up” items available that you gain by typing their words. With all the different dynamics involved in this game, you will likely find it much more entertaining than your typical typing tests and a good reprieve from work, as well as some needed education.

The best part of all these apps is that they encourage what you need most to improve at transcription jobs and typing speed: Practice. It does not matter which one you choose as long as you can remain consistent.

Text Expanders for Transcriptionists

/12 Comments/in /by Allegis

How to Start Transcribing with a Text Expander

Recently, we surveyed several hundred transcriptionists on their usage of text expanders and, to our surprise, discovered that only about 70 percent use text expansion. If you’re not familiar with text expanders and how they work, then this post is precisely for you. Text expanders can increase your typing speed (up to 30 percent) and you can earn more as a result.

Tackling Repetitive Phrases

Repeatedly typing the same words and phrases is mind-numbing, increases keystrokes, and burns precious time.

Luckily, it’s possible to automate the typing of repetitive words and phrases and increase your turnaround time (TAT). Text expanders provide the solution.

What Are Text Expanders?

Think of text expanders as similar to the auto-complete or predictive typing on your smartphone. Text expanders use custom abbreviations to insert words or phrases for you automatically.

Insurance transcriptionists often come across the phrase “accident report.” With a text expander, you can eliminate ever needing to type this phrases out, letter by letter, again. By using the abbreviation “acdr,” for example, you can automatically insert “accident report.” Handy, right?

You can use custom abbreviations to insert a wide range of text fragments, from single words to entire paragraphs. Advanced text expansion software can even auto-insert canned email responses, forms, and templates, but let’s keep it simple for now. We’ll save the advanced stuff for a later post.

Text expanders can also increase accuracy. You’ll reduce your spelling and grammar errors by entering words and phrases perfectly once; they’ll automatically be entered that way every time.

What’s in It for Me?

Text expanders require effort to set up, learn, and maintain, but you’ll thank yourself later. Setup involves entering commonly used words and phrases, and creating and memorizing custom abbreviations (the “trigger” text). On an ongoing basis, you’ll want to spend time maintaining and building your dictionary. However, once you’ve integrated text expansion into your transcription work, you’ll be amazed at how you ever lived without it. Using a text expander will reduce your TAT, save keystrokes, improve accuracy, and boost your earnings. The benefits are significant.

Research has shown that transcriptionists can increase their productivity by up to 30 percent by using text expanders. If your earnings typically pencil out to about $15/hour, a 30 percent increase in typing speed translates to $19.50 an hour. Think a 30 percent increase is too extreme? Well, even a more modest 15 percent increase would bring you up to $17.25/hour!

The Best Text Expanders

When we surveyed our transcriptionists to find out what text expander software they’re using, Microsoft Word’s AutoCorrect feature came in as the clear favorite, with 46 percent listing it as their text expander of choice. Tying for a distant second place were Shorthand 10 and Instant Text 7, and in third place was Phrase Express. Many other text expanders were mentioned, but these were the top four.

Using Microsoft Word for Text Expansion

Microsoft Word’s AutoCorrect feature is a popular and simple way to begin using text expansion while transcribing. Chances are, you already own the software (Allegis transcriptionists transcribe in Word).

While you won’t find a feature within Word labeled “text expander,” what I’m going to show you is how to use the Spell Check feature called AutoCorrect, which automatically corrects misspellings and other common errors as you type.

Here, we’ll be using Microsoft Word 2016 to demonstrate the setup steps.

Open Word Options (Click File then Options). This brings you to the following screen. Here, select Proofing, and then click AutoCorrect Options.

Within the Proofing dialogue box (below), you can now add your own custom text expansion abbreviations and phrases!

Step 1, make sure the “Replace text as you type box” is checked, enter in a custom abbreviation in the “Replace:” field, type the word or phrase that you want to substitute for it in the “With:” field, select Add (step 2), and then click OK (step 3). And just like that, you’ve added your first text expansion phrase!

To try it out, enter your desired abbreviation and either hit the Space Bar or press Enter. Your new phrase should appear.

How to Start Building Your Text Expander Dictionary

Here are several recommendations for adding custom abbreviations and text fragments.

It can be tough to know where to start, so here’s a prioritized list of tips for building your text expander dictionary:

  • Typos
  • Words with Punctuation (except “it’s”)
  • Difficult Words
  • Repetitive Annotations and Phrases

It is recommended you focus on adding any words or phrases that break your typing rhythm. The most efficient way to add your entries is to do so while transcribing, though some people like to make a list and focus on adding up to three a day.

Custom Abbreviations:

For custom abbreviations, you’ll want to make sure that they’re unique enough so that you won’t accidentally use them. In my earlier example of using “acdr” for “accident report,” the chances of me unintentionally typing this character string are quite low.

Follow a consistent method such as the ABCZ Typing Abbreviation System. The ABC stands for the first three letters and Z for the last letter. Applying this method to “hospitalization,” you’d type “hosn.”

For phrases, you can use the first two letters of each word. For “left turn” you’d abbreviate it as “letu.” For longer phrases up to four words, it often makes sense to use the first letter of each word. So, you’d abbreviate “thank you very much” as “tyvm.”

Find a method that works for you. Consistency is the key to becoming familiar and efficient with text expanders.

Not sure what phrases to add to start building your AutoCorrect library? Here are several common phrases to get your creative juices flowing:

  • pga: please go ahead
  • plpr: please proceed
  • sb: should be
  • tsm: thanks so much
  • tymc: thank you for taking my call
  • ykwim: you know what I mean
  • yw: you’re welcome

Note: While Microsoft Word’s AutoCorrect is a great way to get started with text expansion, we want you to be aware that AutoCorrect dictionaries can be difficult to transfer into new versions of Word when upgrading, making this its primary drawback. If you plan on upgrading to a new version of Word soon, you might want to wait until after you upgrade before building out your AutoCorrect dictionary for the first time.

Other Text Expander Software

Want to go beyond Word and check out more advanced text expander software? More advanced options work within word processors, but they often go far beyond by working within your email client, web browser, and many other software programs. Some come with documents generators, input forms, preset phrases, and more, which can make them worth the extra cost.

  • Shorthand 10: Free trial. $29.95/yr or $159.95 for a non-expiring license. Low-cost, easy-to-use, basic.
  • Instant Text 7: Free trial. $/yr. More advanced features.
  • PhraseExpress: Free trial. $80.62/yr. Has the most features. Works within many programs.

Go Forth and Expand Text!

Typing common, repeated phrases is a time-consuming and tiring task for transcriptionists. Luckily, modern technology provides a solution to make your transcription job easier. Text expansion software is one of the most powerful tools available to you.

Get started with text expansion right away by using software you already own. By investing a few minutes each day in adding custom abbreviations and phrases, you can start increasing your transcription speed. Save time, save your fingers, and ultimately make more money transcribing. Oh, and you’ll even get the added benefit of reducing spelling and grammar errors. Microsoft Word’s AutoCorrect is a popular way to get started, but many other text expander options are available to you as well.

Do you use a text expander? If so, tell us about your experience and share your tips for maximizing this great tool.

How Better Password Management Can Save You One Hour a Week

/1 Comment/in , /by Tyler Marshall

Save One Hour Every Week by Changing Your Approach to Password Management

We all know that password management is important, but what if investing an hour now in setting up a new password management system could save you nearly 50 hours every year? The very nature of online transcription requires using dozens of logins daily. Maintaining strong passwords takes time and effort. Add in trying to rely on memory or writing passwords down, and your system can quickly fall apart. Luckily, a better password solution exists in the form of password manager software programs. They’re simple, easy to use (really, I promise), and inexpensive (even free).

Another Tool in Your Toolbelt

You probably already use text expanders, auto-correct, and macro features to save time and speed up your turnaround time. In addition, as a work-from-home transcriptionist, you already get to skip the daily commute, which helps you save countless hours. Password managers are another simple, time-saving tool you can add to your arsenal while improving your digital security.

Your Digital Keys

Most people haven’t put much thought into why passwords are so important. It’s helpful to think of passwords as digital keys. We all use physical keys to lock the house, car, safe, shed, etc. Your digital keys are just as important. Passwords control access to every corner of your digital life, including the social, financial, and professional aspects. With the average person spending 11 hours on digital media daily, our digital lives are huge. Considering that passwords are such important safeguards, knowing that 90% of user-generated passwords are vulnerable to hacking is disturbing.

Online Transcriptionists & Client Information

Good password practices are especially important for online transcriptionists. Working in the digital world means accessing dozens of applications to complete work, each requiring a separate sign-in. Most of the transcripts and audio you work with contain private information (social security numbers, medical information, etc.) that’s important to protect. Just imagine how you’d feel notifying a client that you’ve been hacked and their information exposed. Security mishaps like this could severely harm your business/career. You can help fortify against such a mishap by maintaining strong passwords as the first line of defense in protecting sensitive information.

Strong Passwords are Tough to Maintain

Creating and remembering strong, unique passwords are real problems. Many Americans would rather scrub toilets (yes, Janrain actually conducted a study on this) than come up with a new, secure username and password. Creating a concoction of letters, numbers, and symbols is simply no fun and writing down passwords is a terrible, yet common practice. Even if you keep written passwords in a locked drawer, referencing them is a very manual strategy. So, what ends up happening? Most people who write down their passwords end up doing what’s simplest—they use the same or very similar passwords everywhere. Hackers absolutely love it when you aren’t creative with your passwords. Once they expose one password, gaining access to the rest of your digital life is quite simple.

So, what is an online transcriptionist to do when protecting client data is so important with so many passwords to remember?

Password Managers are a Great Solution

Simply put, password managers are applications that secure and organize all your passwords in one place. Most password managers also provide tools for automatically generating new, ultra-secure passwords that you could never remember otherwise. These applications live on your desktop and web browser, and they make logging into applications, such as e-mail, online transcription platforms, Facebook, and online banking, a one-click process. You can even have your passwords available and synced on your laptop, desktop, smartphone, and all your other devices.

As a quick sidenote, I also want to mention that the built-in browser password managers that come with Internet Explorer, Chrome, and Firefox are inadequate. These built-in options often prompt you to save login information as you’re browsing.  While they may be more convenient, the general consensus is that they’re less secure.

Let’s take a look at three popular options that are either free or inexpensive. I’ve tested out all of them for you and can confidently say that, unlike the headaches that often come along with trying new software these options are easy to install, learn, and use. Any of these passwords managers are great options for anyone transcribing from home.

3 Password Managers to Consider

 

1Password

I am using this password manager currently and have done so for several years. I love 1Password. Seriously, I couldn’t live without it. Google Chrome is my primary web browser, and 1Password offers a handy Chrome extension, making logging in to online applications simple. If I need to sign up for a new account, for example, an e-mail account, I enter in a username, 1Password generates a secure password, I click “save,” and the password is saved for all future sign-ins. It’s very handy.

While 1Password works on all platforms (Windows, MAC, iOS, Android), it started on Macs, so some say it’s not as good on PCs. But I use 1Password on a PC and haven’t experienced any issues at all. 1Password provides browser extensions for Chrome, Safari, Firefox, and Opera, BUT they don’t have one for Internet Explorer. It’s also worth noting that 1Password does not store data in the cloud, which can be an important factor for certain users. If you want to sync passwords across devices (I do this), you can easily do so by using a free Dropbox account.

Pros:
  • Supports apps for Mac, Windows, iOS, and Android
  • Provides e-mail support
  • Has a password generator
  • Provides 1 GB storage for secure document storage
  • Has a 365-day item history (Restores deleted items and passwords)
  • Does NOT store data in the cloud (Pro or con; depends on needs)
  • Supports Chrome, Safari, Firefox, and Opera
Cons:
  • Does NOT store data in the cloud (Pro or Con; depends on needs)
  • Offers no Internet Explorer support
  • Provides only a paid version

1Password costs $2.99 per month, billed annually for one person, and offers a 30-day free trial.

 

LastPass

LastPass is a very popular option and consistently receives top ratings. One of my favorite tech sites, Tom’s Guide, actually just awarded LastPass its Editor’s Choice award. LastPass takes a different approach to storing your passwords in that all your information is stored securely in the cloud; You don’t need to download a desktop application to manage your passwords. You can manage everything via their browser extension and online vault.

One especially impressive and unique feature is the ability to use LastPass to log in to one’s desktop (not just browser) applications. This feature SOUNDS impressive, but when I tried testing it out, I couldn’t get it to work. Perhaps you’ll have better luck.

I think that its impressive reviews and reputation, its appealing interface, and its broad support for a variety of devices and browsers make this password manager worth taking a close look.

Pros:
  • Enables access on all devices
  • Supports Chrome, Firefox, Chrome, Opera, and Internet Explorer
  • Has a password generator
  • Enables sharing of passwords and notes
  • Offers a free version
Cons:
  • Frustrates some users with occasionally “buggy” Chrome extension
  • Fails to deliver on LastPass for Applications (Desktop applications)

LastPass offers a free version and a premium version that runs $12/year (billed annually).

 

Dashlane

This password manager is also one of the very popular options out there, and I’ve tested it previously for my own personal use. One feature that sets Dashlane apart is its password reset feature. This allows you to reset all your passwords at once. This feature is incredibly handy if, say, you’ve experienced a data breach and need to re-secure all your online accounts.

From my personal experience and from what I’ve gathered via online reviews, most people find their desktop and mobile apps easy to use. However, some users find the web interface less than desirable, and this was my experience, as well. While browsing online, I felt like Dashlane’s large, clunky pop-ups kept appearing and prompting me to save login information. Other password managers, such as 1Password, have a much less intrusive interface. I didn’t dig into the settings to see if I could change this, but perhaps it could be tweaked. Despite the pop-ups, the software is still very usable and helps save considerable time.

Pros:
  • Supports Chrome, Internet Explorer, Opera, Safari, and Firefox
  • Resets all passwords instantly
  • Provides unlimited password storage
  • Has a password generator
  • Can be used on an unlimited number of devices (requires the premium version)
Cons:
  • Has somewhat clunky browser pop-ups
  • Could offer more secure default passwords

Dashlane offers a free version, and the premium edition will set you back by $40 per year.

More Transcribing, Less Hair Pulling

Learning new software takes work and is often frustrating, but password managers are as simple as software gets. Especially for online transcriptionists, your set up is worth the time you’ll ultimately save.

Transcribing from home means you need improved password management than if you were in a corporate office with an IT department that monitors security issues. Juggling logins for various transcription software platforms, training programs, payroll systems, and so on means having many more passwords than your average computer user. That’s in addition to all the websites and software that require logins, which you use on a personal basis.

All the password managers I recommend here offer either free or trial options, and I highly recommend that you give them a try. Note that neither the author nor Allegis Transcription receives compensation for mentioning these software products.

Let us know what you think, or if you have a better option, in the comments section.

Transcription Foot Pedal Roundup

/7 Comments/in , /by Tyler Marshall

Find the Best Transcription Foot Pedal for You

Why Foot Pedals Matter

For your average computer user, the idea of using a foot pedal as an input device might seem superfluous. After all, most of us already have a keyboard, mouse, trackpad, and maybe even a webcam. Is another input device necessary? For transcriptionists, a foot pedal is an essential tool. Using one means keeping your hands focused on fewer tasks and maintaining greater productivity.

In your transcribing job, transcription foot pedals are necessary to pause, rewind, and fast forward audio recordings. This means you can use keystrokes for standard typing and not have to worry about additional “hotkey” commands to control audio functions. Using fewer keystrokes also improves your turnaround time.

Foot Pedals and Transcription Software

We should probably point out that transcription foot pedals often come bundled with transcription software. This can be convenient and eliminate compatibility issues. But for the purposes of this roundup, we’ll only be reviewing pedals (hardware) and not software. This is for two reasons:

  • Many transcription firms (including Allegis) require their transcriptionists to transcribe using specific software programs, so considering bundled software is unnecessary. Note: Always check to make sure any foot pedal you’re considering purchasing is compatible with your specific transcription software.
  • A complete and helpful review of software is an entirely different topic that would require a separate blog post—which we may tackle at some point in the future.

Transcriptionists who don’t need to buy software will save money (and probably some confusion) by leaving software out of the equation, if possible.

Pro tip from Michael Yolen, our QA Manager: Be sure to plug your foot pedal in prior to opening your transcription software and beginning a transcribing job. For example, Audioworxs (used at Allegis) will sync most foot pedals if they are already plugged in. If that’s not the case, you must log out, plug in your foot pedal, then log back in. It’s a general issue many transcriptionists run into with many other transcription software packages as well.

Here we begin our review of stand-alone foot pedals. These are our picks for the best stand-alone hardware.

The Workhorses

Infinity USB Digital Foot Control (IN-USB2 by VEC Electronics): about $50

The Infinity USB pedal is a very popular option for transcriptionists and receives great reviews—it also happens to be a foot pedal we often recommend to our own transcriptionists here at Allegis. The Infinity pedal is compatible with many types of software, which is certainly nice should you need to transcribe using a different software program in the future. It offers a combination of value and sturdy construction for long-term use.

 

Infinity USB Digital Foot Pedal

  • Basic three-function USB foot pedal/switch
  • Designed for long-term durability under heavy use
  • Ergonomic design with sloped pedal for easy movement to fast forward and rewind keys

 

 

 

 

 

 

Philips USB Transcription Foot Control (LFH-23304-Pedal Design): about $75

A good alternative as a “workhorse” pick, the Phillips is a bit pricier than the Infinity pedal but has a four-pedal design for additional functionality. This transcription foot pedal boasts sturdy construction for durability and an anti-slip pad to keep the device in place.

 

  • Anti-slip pad keeps the device fixed to the floor
  • Configurable pedal functions for a personalized transcription style
  • Robust pedals and non-wearing magnetic contact switches

 

 

 

 

 

 

A Premium Choice

X-keys XK-3 Rear Hinged Foot Pedal: about $135

Need more flexibility? A rear-hinged pedal is ideal for continuous activation (like playback), but the X-keys model also comes in a front-hinged version that is ideal for momentary activation (almost like a mouse click). All three pedals are programmable for maximum flexibility and functionality, making it a great choice for almost any transcribing job. X-keys also provides downloadable functions on its website for additional functionality options.

 

  • Mouse alternative: Combats RSI issues
  • USB 2.0 interface with USB powering
  • Programming software and SDKs are available

 

 

 

 

 

 

 

A Wireless Option

v-Pedal vP-4 MKII Wireless Transcription Foot Pedal: about $130

If you already have too many wires under your desk or are tired of USB connections coming loose, this may be a good option for you. Wireless is more expensive, but many transcriptionists appreciate the convenience.

This pedal uses magnets instead of the typical mechanical switches, so there’s no noise when the buttons are pressed. A supplied USB dongle plugs into your computer and communicates with the pedal, which is powered by three AA batteries. The Bluetooth wireless transmitter has a range of up to three meters.

 

  • “Keyboard Mode”: Right/left click your mouse with your foot wirelessly
  • Bluetooth wireless transmitter, range up to three meters
  • USB dongle for receiving button presses from the foot pedal
  • Powered by three AA batteries (not supplied)

 

 

 

 

 

 

 

 

What Transcription Foot Pedal Do You Use?

For most transcriptionists, foot pedals are an essential part of their transcribing job. As with any tool you’re using for long hours, finding a comfortable and quality fit is key to performing well. Greater comfort and ease of use means improving your transcription output—and that usually translates to a bump in your paycheck.

As always, we hope that this information has been valuable to you. Please leave us a comment to let us know if you currently use or have tried any of these recommendations. If we’ve overlooked any great options, please let us know in the comments. We’d love to hear from you!

Keyboard Tray Roundup: Comfort and Speed at Affordable Prices

/3 Comments/in /by Tyler Marshall

Part of our “Geared Up for Transcription” Series

A transcriptionist knows that little things matter. The right tool can make all the difference. In a previous blog, we talked about keyboards and the importance of choosing the right one. So you might have the latest and greatest in ergonomic keyboards, but you may be surprised to learn that it’s only half the battle. Today, we are going to look underneath your keyboard and ask, what is your keyboard sitting on…and why does it matter?

For those who don’t do a high volume of typing, a keyboard tray (often a keyboard drawer) is a convenient way to hide their keyboard and buy back some precious desktop real estate. But as a transcriptionist, you probably work at home and spend many hours typing. Your keyboard platform is critical to your comfort and thus critical to your speed and efficiency.

 

Why does the keyboard tray matter? There are three main reasons.

1) Arm position: Are your arms too high or too low?

If your arms are too high, you are unconsciously contracting muscles to keep them elevated to the height of the keyboard. This puts you at greater risk for fatigue or repetitive motion injury. If your arms are too low, you may be in an uncomfortable position for typing, but this can also cause you to hunch over the keyboard, which can adversely affect your neck and back.

2) Distance from the keyboard: Are you reaching too far to type?

If your keyboard is too far away, you may be leaning forward to type, which will reduce the support for your lower back. If your keyboard is too close, you may be causing tension and risking fatigue by pulling back with your upper arms.

3) Mouse platform: Are you bending or reaching for your mouse?

If you are bending at the middle to reach for your mouse, or lifting/extending your arms repeatedly, you are, again, increasing the chance of fatigue and/or injury. Your mouse should be within easy reach without too much arm or body motion.

So, what is the ideal position for typing? 

According to Medicinenet.com, the ideal position to reduce risk of fatigue and repetitive motion ailments is as follows:

  • Upper arm position:  Your shoulders should be relaxed with your upper arms at rest and perpendicular to the floor. This prevents fatigue by ensuring that you are the proper distance from your keyboard.
  • Forearm position:  Your forearms should be parallel to the floor. This will ensure that the height of the keyboard is correct.
  • Wrist position:  You should not be bending your wrists more than a few degrees. This will indicate the proper angle for your keyboard.

In addition to the above, your mouse platform should be within easy reach, ideally in the same plane as your keyboard, and not too far to the left or right. Keep in mind that these are guidelines and everyone is different, so you need to position your keyboard in a way that is comfortable for you. But in any case, position matters!

 

How do you get a perfect position?

The answer to all of the above is to have a keyboard that can be easily repositioned, and that usually requires a tray that you can adjust and reposition freely.

Here are five trays that have the proper features to make them adjustable to a good typing position for transcription. To make our recommendations, we looked for a good combination of features and value for home office use.

 

keyboardtray_cotytech21. Cotytech Fully Adjustable Ergonomic Keyboard Mouse Tray: About $98

The Cotytech offers a good blend of reasonable price and solid features, including a height adjustment range among the highest in the category. That makes it a good bet for value-minded transcriptionists.

Key features:

• 5.9 inches of height adjustment
• Left/right-hand mouse tray
• Wrist rest

 

 

keyboardtray_uncagedergonomics22. Uncaged Ergonomics Ergonomic Under Desk Keyboard Tray: About $80

This Uncaged Ergonomics Keyboard is a good value and is feature rich, including an independently adjustable mouse pad that connects to the right or left side of the keyboard.

Features:

• 4.5 inches of inches of height adjustment
• Adjustable keyboard angle that includes negative tilt
• Swiveling tray
• Left/right-hand mouse tray with independent adjustment

 

 

 

keyboardtray_3mdrawer

3. 3M Adjustable Desktop Keyboard Drawer: About $160

This 3M keyboard tray sits on top of your desk, so there is no installation needed. It’s a novel approach, which is good if you don’t want to drill holes in the bottom of your desk…but a bit on the pricey side.

Features:

• No mounting – place right on your desk
• 3.25 inches of height adjustment below desk (unit sits on top of your desk)
• Includes lifetime warranty

 

 

keyboardtray_fellowes

4. Fellowes Adjustable Keyboard Tray: About $60

The Fellowes Adjustable Tray is the value purchase in our lineup. It is height and tilt adjustable via a single knob with rotating tray, and a gel wrist rest.

Features:

• Gel-filled wrist rest
• Swiveling tray
• Left/right-hand mouse tray

 

 

 

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5. Mount-It! MI-7134 Underdesk Keyboard Drawer with Adjustable Platform: About $147

The MountIt! tray has the highest amount of height and tilt adjustment in the group, so it is the most flexible. It includes a gel wrist pad, swiveling tray, and mouse surface.

Features:

• 5.9 inches of height adjustment
• Keyboard tilt from +25 to -40 degrees
• Swiveling, left/right-hand mouse tray
• Wrist rest

 

Do you have a keyboard/tray set up at your home office that you like? Let us know!

The Best Ergonomic Chairs for Transcriptionists Under $200

/2 Comments/in , , /by Tyler Marshall

What do you need to support your body while transcribing?

Ouch! My aching back and neck!

If you transcribe for long hours, you can relate to this statement. In fact, you’ve probably already looked at various remedies like taking computer breaks, going to yoga class, visiting the chiropractor, using ice packs, and more.

Well, part of the answer to your body aches and pains might be right below you… in your chair.

In fact, when was the last time you actually took a close look at what you sit on each day?

Does it really support your body the right way?

How old is your chair, anyway?

And we know what you’re thinking… Sure. There are many, high-tech chairs out there that promise the ultimate in comfort and style. Unfortunately, they come with a high price tag too.

But, the good news is that you don’t need to spend a fortune to have a supportive office chair while you transcribe.

 

What should you look for when buying a transcription chair?

Obviously, comfort is key. If you’re not comfortable, you’re not going to get as much work done! But, with comfort, you also need to keep your body in a specific alignment to avoid pain and optimize health.

To find out more, we reached out to Dr. Theresa A. Schmidt, PT, DPT, MS, OCS, LMT, CEAS, of Educise.com. Dr. Schmidt is a board-certified specialist in orthopedic physical therapy and a certified, ergonomic assessment specialist.

And here’s what she had to say:

  • Look for Full Spinal Support.

“The right ergonomic position fully supports your spine with your head level, neck upright with its normal inward curve, and your shoulders relaxed in alignment with your ears.

  • Rest Your Arms.

Bend your elbows to ninety degrees at the height of your work surface. Rest your forearms on the armrests to relax your shoulders, and keep your wrists straight. A wrist rest is helpful to reduce pressure on sensitive forearm nerves. Remember, the work-surface height should allow for your arms to be at the level of your desk.

  • Put Your Feet on the Floor.

Keep your thighs parallel to the floor with your knees at ninety degrees. Place feet flat on the floor when possible.

  • Place Your Computer Monitor Just Below Eye Level.

A computer monitor should be positioned 18-24 inches away from your face, just below eye level. And, be sure you wear proper eyeglasses if you cannot see the monitor well.”

Dr. Schmidt recommends choosing a chair that is “individually adjustable for seat height, backrest height and angle, lumbar support, armrest height and width, and tilt.”

 

5 of the Best Ergonomic Chairs under $200

With Dr. Schmidt’s advice in mind, we conducted some research to find popular choices for supportive office chairs under $200. Now, prices vary depending on which website or store you visit and whether or not assembly is included, but this will give you a good idea of what other people are currently buying.

Could one of these chairs be right for you?

 

  1. Office Star ProGrid Back Managers Chair – About $182

This company offers several chairs online including the Office Star WorkSmart Screen Back and Eco Leather Seat Managers Chair. The Managers Chair offers more of an executive look with a broad, breathable mesh backing and metal base. The back and arms are adjustable with dual function control, a seat slider and wheels to move freely around your office space.

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  1. Alera Mesh Mid-Back Multifunction Chair – About $156

This chair comes in black and offers back angle adjustment relative to seat, adjustable tilt, and forward tilt. You also get a great, breathable mesh back, a contoured seat cushion, and premium fabric.

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  1. Lorell Mid-Back Task Chair – About $148

The waterfall, contoured seat and molded foam on this chair provide back support for all-day comfort. The arms and seat adjust with tilt tension and control. A 360-degree swivel allows for simple mobility, and the fabric is 100% polyester.

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  1. Space Seating Professional AirGrid – About $143

This chair offers a clean look with mesh siding for breathability. You can make adjustments to the seat height, seat tilt and angled arms. Plus, the chair’s wheels offer freedom of movement. It was voted a top pick by BestReviews.com for value and all-day seating comfort.

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  1. AmazonBasics Mid-Back Mesh Chair – About $65 on Amazon

This chair lacks adjustable arms, but can be a nice compromise for those on a tight budget. You can still adjust seat height and it comes with a supportive back with breathable mesh and 360-degree swivel wheels.

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Find the perfect chair for YOU.

Everyone is different. The only way to find a quality chair that meets your specific needs and comfort is to test various models. Visit office supply stores and see which features you like the most. Then, conduct some online research to find out what is available with the style and features you like at your price point. Also, ask friends, family members, associates, and other transcriptionists what they like.

Once you find the right chair, check for extra delivery costs and if assembly is needed. And find out what the guarantee and return policy is on your purchase. If you buy a chair and it doesn’t work out, you’ll want to be able to get a refund.

“Look for the maximal adjustability in an economical chair,” says Schmidt. “You can always add a lumbar pillow and seat pad for extra support later. If you cannot afford a better chair, make up for it by keeping in great physical shape with plenty of exercise, and move around frequently while working for the best result.” 

The right chair for your body, specific needs and budget is out there. You just need to do a little research and testing to find the perfect one!

Do you have a favorite office chair under $200? Please share your insights here.

Transcription Headphones: The Ultimate Buyer’s Guide

/17 Comments/in , /by Tyler Marshall

Think having quality transcription headphones isn’t such a big deal?

Think again.

Picture this—you’re several hours into transcribing an interview and the audio quality is migraine-inducing. Voices are muffled and hard to distinguish. You wonder if the interviewer turned on the digital recorder and threw it in her purse.

Yikes.

Suddenly your dachshund spots the FedEx guy walking to your door and goes into full red alert. The usual 5-minute barking session ensues. You reach to turn up the headphone volume when you realize you’re already maxed out.

How are those iPhone headphones working out?

Ready to purchase some new transcription headphones? We’ve combed through reviews, spoken with vendors, conversed with transcriptionists, and done all the necessary legwork to bring you several of the most popular and highly-rated transcription headphones available.

 

Transcription headphones: What to consider before you buy?

USB vs. Headphone Jack: Ever wonder why you might choose one connection option over the other? Standard 3.5mm headphone jacks use your computer’s onboard soundcard. If you have a great soundcard, you’re in luck and this connection style might be a good option for you.

Desktop computers will often have better soundcards because manufacturers have more space to fit better—and often larger—components.

USB headphones include onboard soundcards, bypassing your computer’s card entirely. The three headphone vendors I spoke with all recommended USB over headphone jacks.

Sound Controls: Many transcriptionists find in-line volume control very handy, which is why you see this option on so many headphones. Be aware that some transcription headphones enable switching between stereo and mono sound; a feature you might need when transcribing an occasional tape. Some headphones even boost volume as a built-in feature—a major plus when cranking the volume to 10 just won’t cutting it.

Weight: Hold your arms out to the side, parallel with the ground. Hold that pose for 10 minutes. Notice how heavy your arms get? The same applies to any weight you’re putting on your head, adding strain and requiring your neck to work even harder. This is why transcription headphone manufacturers strive to reduce weight.

Cord Length: Some transcriptionists hate long cords. Chair casters are the arch enemy of cords and, the longer the cord, the more likely you end up running it over. Alternatively, with longer cords, your headphone doesn’t get pulled off when you stand up or lean back in your chair.

Budget: Decide how much you can spend before looking. (Remember how much you spent last time you went to Target without a budget)? I mention this consideration last because all the options we include here are very similar in price range and all are well under $50.

 

What are the best headphones for transcriptionists?

UNDER-THE-CHIN STYLE

This is by far the most popular headphone style for transcriptionists and offers the comfort of earbuds with the security of headphones. The under-the-chin band applies continuous inward pressure, keeping the earbuds firmly in place—no more worrying about your earbuds slowly loosening and falling out.

These models are all lightweight and most have in-line volume control. The design is also great if you wear glasses.

 

Caliber

Caliber headset

The Caliber is TranscriptionGear.com’s best-selling headphone for transcriptionists. At $24.99 it’s a steal.

This product is a reliable choice for transcriptionists requiring a 3.5 mm headphone jack connection.

Why?

  • The in-line volume control also contains a stereo/mono switch.
  • The headphones have built-in bass-reduction technology, ear cushion replacements are easy to come by, and the 5-foot cord has a sturdy braided nylon protective covering.
  • Plus, this full-featured headphone comes in at just under an ounce.

Reviews are typically quite positive, with many transcriptionists making repeat purchases over the years. Despite the reinforced cord, one user reports an issue with the cord weakening near the volume control connection. The short cord length might also be a downside for some users.

 

Spectra

Spectra headset

Do you find the Caliber appealing, but want a USB model? Then the Spectra Transcription Headphone made by VEC might be the headphone for you. You can choose from four connection options, USB being one of them. At $27.95, it’s very similar in price to the Caliber.

Here are some of the headphone’s specific features:

  • For those who like having a longer cord, this headphone gives you ten feet to work with.
  • The in-line volume remotely controls the computer volume, which is different from the independent sound adjustment that headphone jack models provide.
  • Users report being able to hear even the most soft-spoken interview subjects clearly.

This Spectra headphone has been on the market for over ten years and has attracted a loyal following, with some transcriptionists refusing to use anything else. Reviews rave about sound quality, comfort, and how lightweight (weighs less than 1 ounce) the Spectra is.

Some users find that the in-line volume control adds noticeable weight. Others mention the volume unit is positioned so that it gets in the way of their hands when typing. As with the Caliber, the band isn’t adjustable. This isn’t an issue for most, but some users find the band is too loose and slowly slides off their head.

 

EARBUDS

For transcriptionists preferring a headphone without an under-the-chin band, earbuds are a good option. They’re lightweight and come with the same functionality as the under-the-chin transcription headphones. However, without the band to apply inward pressure, some users might find that the earbuds slowly fall out of their ears.

 

ECS Wordsmith

 

wordsmith headset

The ECS WordSmith is one of the most popular earbud models, designed specifically for transcriptionists. The $49.95 price point is significantly higher than the other models we’ve included, but the extra features can make it worth the investment.

What’s so special about these headphones?

  • The WordSmith contains a proprietary sound card that produces ultra-clear audio optimized around the frequency of the human voice. This means you can adjust the controls to reduce background noise, optimize voice reproduction, and reduce static. One reviewer says they now have the luxury of “listening to almost silent dictation.”
  • This model connects via USB, so you don’t have to worry about a cheap computer sound card causing issues. This headphone bypasses your computer’s soundcard entirely.
  • You have two options for adjusting volume. In addition to the in-line volume control, you can use keyboard commands.

I couldn’t find out how much this weighs, but it looks it should be between 2 to 3 ounces. I’m assuming it’s heavier than the first two models because of the larger in-line control unit.

And be aware that the cord is 10 feet long. Again, a pro or con depending on whom you’re speaking with.

The WordSmith has a loyal following and many find the investment worth it. If your work quality improves, why not spend a little more now to increase your earnings later? You can easily make back your money with increased productivity.

 

What are you favorite transcription headphones?

Transcriptionists have several great headphone options in the $25 – $50 price range – and any of the units mentioned in this post should make you a more effective transcriptionist.

Did you buy one of the transcription headphones on this list? Did we forget your favorite brand? Let us know in the comments!

 

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Psst! We’re hiring. If you’re an awesome transcriptionist looking for something new, click below to see our open positions.

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Best Keyboards for Transcriptionists

/0 Comments/in , , /by Tyler Marshall

To state the obvious, keyboards are one of the most important tools for transcriptionists. You’re on it all day and having a low quality or non-ergonomic keyboard can slow you down and even cause injury. When you start out, a basic, non-ergonomic keyboard will do, but eventually you will want to upgrade.

The best keyboards for transcription jobs allow your hands to lie in a natural position. This not only increases efficiency, but also reduces the likelihood of repetitive stress injuries. Carpal tunnel, tendonitis, and other conditions can reduce your productivity and even necessitate taking time off work. If you’re a freelance transcriptionist, you probably don’t have the luxury of paid time off.

Here we take a look at several quality keyboards. This list is by no means all-inclusive. What’s your dream keyboard? Let us know in the comments section, below.

 

Microsoft 3000 and 4000 Keyboards

Microsoft offers many models of ergonomic keyboards and their primary benefit is price. You can purchase a Comfort Curve Keyboard 3000 starting at $24.95 and enjoy a more natural wrist position without spending a fortune. It makes a great entry-level model for your first transcription jobs.

For a more substantial upgrade, consider spending $25.00 more on the Natural Ergonomic Keyboard 4000. The Comfort Curve is described as a “curve” model meaning it’s more comfortable, but technically doesn’t qualify as ergonomic. It doesn’t keep your hands and wrists in ideal alignment. The Natural Ergonomic is truly ergonomic—like the name suggests. If the rest of your workspace is adjusted properly, the shape of the keyboard will improve your hand, wrist, and shoulder position. It also offers a wrist rest and programmable keys to boost productivity. These are all features that the Comfort Curve does not have.

Note that a common issue with ergonomic keyboards is their inability to fit on standard keyboard trays. If you have an older desk set-up where the tray is made for a traditional keyboard, it’s unlikely you’ll be able to fit a Natural Ergonomic model on it. You’ll most likely need to replace the tray along with the keyboard. If you are attached to the idea of an ergonomic keyboard, you may need to consider this extra expense.

 

Kinesis Freestyle 2

Kinesis is a leader in ergonomic products, which is why we feature two of their models here. The Freestyle 2 is the more affordable of the two models. What makes this keyboard unique is that it’s completely adjustable. It’s essentially a keyboard cut in half so you can slant it, raise it, and place the two halves the perfect distance from one another to accommodate your unique anatomy. You can get the VIP3 accessory to raise the center higher than the rest of the keyboard if that’s the angle you prefer. The optional palm supports assist with your wrist alignment.

The Freestyle 2 isn’t as large as some of the other keyboards we mention, so you shouldn’t have an issue fitting it on most keyboard trays. BUT it might not fit if you supplement it with accessories, so keep that in mind if you consider one.

You can find the Freestyle for $79 refurbished or starting at $109 new. If you buy accessories like the palm support, VIP3, or separate number pad, the price will go up. However, this shows the truly adjustable nature of this option as you can literally design your dream keyboard by moving parts to where you need them. Start with just the keyboard now and add accessories later.

 

Kinesis Advantage Contoured Keyboard

This is another great model from Kinesis. It’s also quite a bit more expensive, but if you transcribe a lot and you see yourself performing this work for the foreseeable future, paying up to $349 for one of these might be well worth it.

The Kinesis Advantage is the latest in advanced models. It adopts a sloped design that feels custom-created for your hands. Your wrists rest in perfect alignment with the home row, which are highlighted with blue keys to help you find it swiftly. It also keeps your arms at perfect shoulder width to minimize upper back pain and reduce the chance of repetitive stress injuries.

Another advantage of this model is the unique placement of the Enter, Space, Backspace, and Delete keys. Except for the bar, these frequently used keys require the work of weaker fingers, which also leaves you vulnerable to pain and injury. The Advantage moves these to a thumb pad which offers your smaller digits relief.

Learning to use the thumb pad will take time, which reduces speed at first. If you are already accustomed to typing by touch, this requires a new technique. However, most people find they adapt to this quicker than expected.

The Advantage is also wider from top to bottom, which introduces the keyboard tray problem once again. However, if you are willing to adjust your technique and it fits with your workstation, investing in this keyboard can take your keyboarding game to a whole new level.

 

BeeRaider

We also wanted to include a keyboard with an alternative layout. BeeRaider is the innovator on this list, with their Radial Keyboard having a completely different layout from our other picks.

The idea starts with the shortcomings of the standard QWERTY keyboard. The well-known layout was originally developed due to the mechanical limitations of early typewriters.  If a typist flew through the keys too quickly, the hammers would knock against each other and jam. The solution was to develop a layout that purposely slowed down typing speed. Jamming decreased, but the QWERTY design prevailed even into the computer age—though we no longer have to worry about key hammers.

Now that there’s no longer a need to prevent jamming, BeeRaider thought it was time to emphasize typing speed and introduced its Radial layout. It includes a round configuration of keys in the middle with two “wings” sticking out with larger keys. Larger keys are used by less dexterous fingers and smaller ones by the most coordinated ones. The space key is right in the center where it can be struck with either pointer finger.

It is offered in both a QWERTY and “Optimized” design. While the first contains the layout you are likely most familiar with, the latter changes this layout entirely in what is again, claimed to be a more efficient and easily-remembered format. The website hopes to maximize successful adoption by offering training to new users of its product.

Prices are fairly reasonable for this state-of-the-art innovation: You can purchase the QWERTY model for $105 and the Optimized one for $113. The biggest issue is that the keyboard and the training program is designed for people with no typing experience. If you are a seasoned touch typist, you will essentially be re-learning how to type even if you choose the traditional QWERTY layout. If you decide to go this route, you will need to factor in the training time that this product will require.

 

The Verdict?

There are many claims regarding the best keyboards for transcription jobs, but in reality, the right choice is the keyboard that works best for YOU. Read other website reviews, try out models at your local tech or office stores, and only purchase online if returns are allowed. You may have to try a few before you find your favorite. Don’t close your mind to completely new ideas either, like the BeeRaider. You never know what will be the best match for your skills.