The art of dictation: get it right the first time
Imagine being invited to the White House for dinner, and instead of using the proper fork for your salad, you use a spoon. Obviously a spoon would not be an appropriate utensil for a salad, not to mention inappropriate dinner etiquette. So why do most lawyers use inappropriate dictation etiquette? The answer is simple, many lawyers do not master the art of dictation. Legal documents are often long and involve very complex language. However, before it is considered misfit dictation, the legal liaison has identified some useful strategies to help you.
Clarity is an important component when dictating your thoughts for others to transcribe. So find a quiet space when recording. After identifying a quiet environment, it is important that you speak directly into the device at a slow, clear, and audible level.
When you start speaking, it is imperative that you indicate the type of document that you have dictated. Inform the word processor or secretary in advance if you have dictated a letter, complaint, or agreement. Informing the word processor or clerk of the document type in advance allows you to determine the document format and style settings.
Punctuation is another dictation etiquette flaw that attorneys experience. Remember, the transcriber is not a mind reader and relies solely on the explicit instructions of the dictator. Here are some basic punctuation commands to help make the process more fluid: new paragraph, open citation, closed citation, comma, semicolon, section break symbol, paragraph symbol, initial capital letter, all caps, bold , center, underlined. In other words, you must tell the transcriber exactly how you want the text to appear during the dictation process.
Spell confusing names. There are several ways to spell many words, for example, Janis or Janice and Lee or Leigh. Spelling out difficult or unfamiliar words will save you countless hours of editing when reading the first draft. However, I caution you not to become a spelling enthusiast because this will slow down productivity.
Effective communication is the art of dictation. The ability to communicate clearly, concisely and effectively verbally will ensure a high quality end product and professionalism. Mastering these basic dictation techniques will help the transcriber avoid unnecessary mistakes, while also building a mutual understanding of how you expect your final product.