Does the client want an original transcript, a translated transcript, or both? Some clients just want a word-for-word transcript in the source language. Other clients don’t care about the source language and only want you to produce a translated transcript. You can save time by interpreting the audio as you go. Other clients want both the source and target transcripts—be sure to negotiate your rate accordingly.

How much detail does the client want in the transcript? Will you have to write down every pause, interruption, and false start? Or will the client expect you to clean up the transcript so that it reads smoothly, with complete, grammatically correct sentences? Will you need to include a time stamp every time the speaker changes? Be sure to ask your client. Better yet, ask your client for a sample transcript so that you can copy the house style.

How many speakers are in the recording? How is the audio quality? Both of these questions will help you determine the speed at which you can transcribe the recording. Recordings from business meetings or focus groups can be fascinating, but they can also drive you crazy when several people start talking at the same time. So can background noises or static from a poor recording device. Unless you know you can trust the client’s judgment, always ask for a sample of the recording so that you can judge the sound quality for yourself.

What is the subject of the recording? Just like in translation, the subject and context matter. Even if you transcribe in your native language, a recording with specialized terminology may be hard to understand. You don’t want to be stuck looking up the spelling for every other word—or struggling to keep up as two people mumble subject-specific jargon back and forth!

Are you charging per audio minute, per working hour, or per word? I have seen transcriptionists charge according to all three methods. If you charge per audio minute, you need to adjust your rate according to the variables I mentioned above. One advantage to this method is that there is no question about the total cost; of course, you may get stuck with a low hourly rate if it takes longer than expected. Charging per working hour is one way to ensure a good rate, but it takes some experience to know how many hours you should quote for a given project. Some transcriptionists charge per word, providing an initial project estimate based on the average number of words spoken per minute. This is especially useful for clients who want both a source and target transcript, given that many translators already know their standard rate per word. Choose a method that works for you and your client.

Don’t forget to make time for editing! You should also go through your transcript at least once, for editing purposes. I am always surprised at how much clearer a recording sounds the second or third time through. You will find yourself making corrections as well as filling in sections you couldn’t understand the first time around.

Any other tips for first-time transcriptionists?

ATA Webinar Series

This webinar series looks like it will be a great opportunity for members (and non-members, for a slightly higher price) to get additional training from the comfort of home. So far, the series has a number of great presentations scheduled:

• The Entrepreneurial Linguist: Lessons from Business Schools with Judy Jenner
• How to Get the Most Out of Your ATA Membership with Naomi Sutcliffe de Moraes and Mary David
• Getting Started as a Freelance Translator with Corinne McKay
• Tax Tips for Translators with John Matthews
• The Zen of TEnTs

These are very useful topics, and the ATA has selected some excellent presenters—I have already enjoyed reading The Entrepreneurial Linguist by Judy and Dagmar Jenner as well as How to Succeed as a Freelance Translator, by Corinne McKay. Although I may not attend all of the webinars (having already encountered some of this information elsewhere), I have put them on my calendar, just in case.

The Compass

On the client side, I am excited about the potential for client education through the ATA’s new publication, The Compass. As they say on the website, it is “designed specifically to help buyers of translation and interpreting get the most for their money.” I like the idea of keeping it short and to the point—they promise to keep it to one page each time. Hopefully that one page will reach the people who can benefit from it the most!

I still try to chunk my time, but I use a different tool: Toggl, which tracks the time I spend doing… well… just about anything. At the end of each week, I have a nice overview of the amount of time I spent doing all sorts of tasks. I can see how much time I wasted invested in social media, as well as how much time I spent taking care of my students. Here’s how it works:

1. I signed up for a free Toggl account. Their paid accounts provide extra features and users, but the free account is also excellent. I signed up using their Google Sign-in.

2. I set up a list of clients and tasks. Examples:

• Me – Banking, Preparing/Sending Quotes, Email, Social Media, Blogging
• University – Teaching, Grading, Answering Emails
• Agency/Direct Client – Spanish>English Translation, English Proofreading, Desktop Publishing

3. I get ready to work. I select from a list of clients/tasks or just start typing in the task I’m about to start. I hit the big red button, and I’m ready to go! When I finish working, I just hit the button again to stop the timer.

4. I check the time-tracking reports. On the dashboard, there are two clear reports: A pie chart showing a client breakdown of my week so far, and a graph measuring the hours I have worked each day this week. I can also look at a number of reports from previous weeks, including client and task breakdowns.

You can use the Toggl time tracker on their website or download a desktop application. One advantage of the desktop application: It learns what programs and websites you use to do certain tasks—and will pop up a reminder if it thinks you’ve forgotten to switch the task you’re tracking. Very handy for those of us who sometimes jump quickly from one task to another!

Do you have any recommendations for time-tracking methods?

Each conference session had some English-only speakers, some Spanish-only speakers, and some bilingual speakers. A fantastic group of simultaneous interpreters provided language services at each session. In addition, conference materials were available in both English and Spanish. Anyone who has worked in event logistics knows how surprises can pop up at the last minute. I ended up dealing with a specific kind of surprise: last-minute materials that needed to be translated. As the conference sessions continued, I would run to our makeshift office (a hotel suite decked out with laptops and printers) and quickly translate the documents—for example, a revised feedback survey or a new session handout.

The experience gave me practice in maintaining focus, managing tight deadlines, and understanding the value of research for translation. (I was grateful for all the time I spent before the conference getting to know each organization and the conference’s subject matter!) It also taught me a few things about what translated materials to prepare for an international conference:

• Conference overview
• Information about the presenting organization(s) and sponsors
• The conference schedule and session descriptions
• Speaker biographies
• Session handouts
• Signs
• Directory of conference participants
• Surveys for conference/session feedback
• Information about the conference facilities and the surrounding area

Materials that are translated in advance can also be provided to conference interpreters, creating a more consistent experience for conference participants. And when it comes to language services, interpreters are vital—but it also helps to have a translator (or several) on hand for those documents that appear at the last minute!

Pomodoro Technique has a few basic guidelines:

• Make a list of tasks, and select one task to work on
• Set a timer for 25 minutes, and work constantly until the timer goes off
• When the timer goes off, make a check mark next to the task you worked on
• Take a 5-minute break
• Every two hours, take a longer (30-minute or so) break

There are more details if you want them, but I have found that these basics are the most valuable ones for me. Why?

I can work without getting distracted

No matter what comes up as I work, I always know that I can deal with distractions after the timer goes off. The timer acts as both incentive to keep me on task and permission to ignore distractions — even if those distractions are things I need to deal with. I am allowed to focus on one task at a time.

I can track my hourly rate

As a translator, I don’t bill by the hour. I could easily ignore my hourly rate and go on blissfully charging far too little for my services — or over-booking myself! Pomodoro Technique makes it clear to me how long it takes to finish a task or an entire project. I know what proportion of a project is spent on terminology research, translation, or editing. I can also tell which subject areas or clients result in the highest hourly rates. I can more easily estimate how much time I need to complete a project, which helps me plan my workload and set my rates—and deliver each project on time!

I can plan my day

I can very easily make a list of tasks for the day and stick to it — or switch out tasks as the day goes along. Suddenly, my day is clearly divided into work units rather than a sprawling, amorphous glob of work. And I can work toward clearly defined breaks! It helps me plan sanity-saving walks in the park or lunch with a colleague or friend without feeling guilty.

It helps me stay healthy

Have you heard of the 20-20-20 rule to reduce eye strain? Every 20 minutes, look at something 20 feet away for 20 seconds. While the Pomodoro Technique doesn’t have perfect timing, it is a much better reminder than anything I have tried before. Translators (and other computer workers!) have to watch out for problems like eye strain. I also use my five-minute breaks to stand up and stretch, get a glass of water, and get in touch with my body and environment rather than my computer.

Would you try out Pomodoro Technique? Or do you have other tips for increasing productivity and/or tracking your time?

The result: A postcard that matched the design of the brochure, but only included the essential information. It also had the added bonus of driving students to their website for more information!