(Update: This post originally incorrectly stated that iDictate had merged into SpeakWrite.com. Lee Dorfman, CEO of iDictate.com, was kind enough to correct my inaccuracy. I have updated the post with the correct information. I apologize for my mistake, and thank Mr. Dorfman for his feedback.)

In my office, productivity is a major concern. Attorneys have used dictation as a tool to be productive for almost as long as the profession has existed. Dictation allows thoughts to flow quicker, and for individuals to accomplish more during the day.

When I began practicing law in 2003, analog tape recording was the primary means of dictating.  Young attorneys often find it difficult to transition into dictation, and I was no exception.  Being a child of the computer generation, I found it unnatural to dictate on several different matters in one steady stream on a microcassette.

By the beginning of 2005, my workload had increased to the point that I no longer could resist the use of dictation.  Luckily, by that time voice recorders had been introduced that included a four-position slide switch to mimic the traditional dictation experience.

Initially I procured software for use in my office that would also mimic the traditional transcription process.  I ordered a headset and foot pedal to plug into the computer, and software was used that allowed the transcriptionist to work in a traditional manner.  When our transcriptionist moved onto a new position, and we were unable to hire a replacement that could type at the same speed, I began to outsource my dictation over the Internet using a company called iDictate.com, who, at the time, had a relationship with youDictate.com.  Eventually youDictate.com became SpeakWrite.com, and iDictate.com continued independent operations.

Although iDictate.com and SpeakWrite.com are both inexpensive compared to traditional employees, the files still needed to be formatted and copied into our system once the transcription was completed.  This still consumed worker productivity, and caused me to turn to voice recognition.

In July 2006, my office began to use Dragon NaturallySpeaking 9 Preferred.  The Dragon software included a feature for transcribing digital files.  After dictating, I simply could dock my voice recorder and the files were automatically transferred to my computer.  I configured the software to upload the voice recordings to a network drive.  My assistant has the same software on her computer, and is updated, as new dictation is ready to be transcribed.

I am currently using a Philips Pocket Memo 9600 digital voice recorder with a four-position slide switch for dictation.  I use Philips bundled SpeechExec Professional software for downloading the voice recordings.  The SpeechExec software includes a function that automatically converts my recordings into a format that can be transcribed by Dragon NaturallySpeaking.  I am currently using Dragon NaturallySpeaking Version 10.1, which quickly transcribes my recordings directly into a Word document.

On average, about one word every two sentences must be corrected.  My assistant simply proofreads the documents, makes necessary formatting changes, and saves the file.

When I began as an attorney, my office required a dedicated employee to perform transcription work for the office.  By using digital dictation equipment and Dragon NaturallySpeaking, dictation is now just a portion of my assistant’s workload.  Since I can dock my voice recorder after each dictation file, most letters leave my office the same day that they are dictated.  Information is available much quicker, and my office is more efficient.

Please see the screencast below that provides a quick example of the transcription process using Dragon NaturallySpeaking.  Please e-mail me with any questions regarding the process I use.

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