Transcribing by hand is a cost-effective, DIY approach to converting audio or video into text. It involves listening closely to each word and typing it out yourself, often with a lot of pausing, rewinding, and replaying along the way.

Manual transcription is time-consuming, but it can also be a valuable skill, offering a deeper understanding of the content and context. If you want to get hands-on with transcription, then this nine-step guide is here to walk you through the process.

Read on for everything you need to know about manual transcription.

First things first, make sure you have everything you need to work comfortably and efficiently. This includes:

• A good quality pair of headphones

• A computer (not pen and paper!)

• A reliable media player

• A text editor or transcription software with pause, rewind, and playback speed options

The right setup can make all the difference, saving you from hours of frustration and helping to make the transcription process as smooth as possible.

Creating a calm, distraction-free workspace is key for helping you focus and get the job done quickly and efficiently. Find a quiet space where you won't be interrupted - whether that's a private meeting room, a library, or even your bedroom - and consider closing any non-essential applications on your computer so that you don't get distracting notifications popping up constantly.

Discover more tips to help you transcribe quickly.

Listen to the entire recording once before diving into transcription. This will give you an idea of the content, key themes, and overall flow, and it'll also help you identify speakers and any unusual phrases or industry-specific terms. Recognizing these phrases in advance means you won't need to keep stopping to look up meanings or spellings.

Playing the audio at the right speed can make transcription significantly easier. Start with a comfortable pace - often slightly slower than normal talking speed - to catch each word clearly. If the speaker talks quickly, slow down the playback so that you can keep up. You may find that you get into the flow as the recording progresses, in which case you can adjust the speed accordingly.

Rather than trying to type out entire sentences or paragraphs in one fell swoop, work in shorter, manageable segments. Play a few seconds, pause, and then type what you heard. Don't hesitate to rewind if you missed something - catching details the first time isn't always possible, and taking it piece by piece helps to reduce errors and improve overall accuracy.

Adding timestamps periodically makes navigating the transcript a lot easier, especially for longer recordings. Try to place timestamps every minute, when there's a shift in topic, or when a new speaker starts. This structure is particularly helpful if you plan to use the transcript for research or reference, as it allows readers to jump to specific points with ease.

Clearly identifying speakers is important so that readers can follow who's speaking throughout the transcription - especially in interviews or group discussions where there are multiple voices. Label speakers as "Speaker 1," "Speaker 2," or by name if known, and keep these labels consistent throughout the transcript.

After you've finished the initial transcription, go back and review it for accuracy. Correct any errors, make sure you've used proper grammar and punctuation throughout, and format the text for readability with line breaks, paragraphs, and clear speaker separation. Make sure you pay close attention to areas with unclear speech or technical jargon, as these might need a little extra clarification.

Last but not least, give your final transcript a careful read-through to catch any overlooked errors or inconsistencies. Use this checklist to ensure you've covered everything:

• Ensure all words are transcribed accurately

• Verify any names, technical terms, or unusual phrases are correct

• Correct any grammar mistakes, typos, or punctuation errors

• Maintain consistency in tense, spelling (e.g., US vs. UK English), and style

• Confirm speaker labels are clear and consistent throughout

• Double-check that each label aligns with the correct speaker

• Add paragraphs, line breaks, and bullet points as needed for clarity

• Ensure the text flows naturally, with no abrupt or awkward breaks

• Verify that timestamps are accurate and placed at consistent intervals

• Confirm consistent formatting for font size, spacing, indentation, and line breaks

This final proofread guarantees your work is high quality and ready for its intended use, whether for publishing, research, or presentation.

Transcribing by hand can be a time-consuming and laborious process. It takes a lot of effort and focus, and it typically takes four hours for every hour of audio - and that's for professionals!

When you've got deadlines to meet and an ever-increasing to-do list to work through, you may well want to find another way to get the job done quickly.

That's where automatic transcription software - like Transcribe - comes into play. With AI-powered software, you'll save hours of time. Literally hours. Simply upload your audio or video file to Transcribe and we'll get your transcription to you in a matter of minutes. Once you've got it, you can proofread and edit it in the app, online, or in your preferred file format.

Check out our guide on how to transcribe audio for step-by-step instructions.

Manual transcription is a time-consuming process, but it's also a valuable skill that gives you a deeper understanding of the content and context. If time isn't on your side, turn to Transcribe for accurate transcripts in a matter of minutes.

Download the Transcribe app or launch the online editor to get started.