How Do You Transcribe a Meeting to Text?

How Do You Transcribe a Meeting to Text?
Beth Worthy

Beth Worthy


Between 2020 and 2021, virtual meetings experienced an exceptional surge, with a staggering 2,900% increase in participant numbers. Even as pandemic restrictions are lifted or eased, the preference for virtual meetings persists due to their inherent convenience.

Meetings are often recorded and transcribed to capture and preserve speech in written or digital text format.

Whether you are looking to maintain accurate meeting minutes or need a reference for future use, transcribing meetings to text can provide clarity and preserve key details.

Transcribing meetings can be challenging due to a range of factors that can undermine the accuracy of the transcript, including:

  • Multiple speakers
  • Non-verbal parts
  • Whispering between speakers
  • Background noise

Who Needs Meeting Transcription?

1. Business Professionals

Meeting transcription is valuable for business professionals as they need accurately recorded discussions, decisions, and action items. Transcripts help in maintaining clarity, ensuring accountability, and facilitating follow-ups.

2. Legal and Compliance Professionals

Transcribing meetings is essential for legal and compliance purposes. It helps document legal discussions, agreements, and potential liabilities, ensuring a reliable record for future reference and legal protection.

3. Human Resources (HR) Professionals

Meeting transcriptions assist HR professionals in documenting employee evaluations, performance reviews, disciplinary actions, and other meaningful discussions.

It helps maintain an accurate record of employee interactions and can be helpful in employee management and dispute resolution.

4. Researchers and Academics

Meeting transcriptions are significant in research and academia. They provide a written account of interviews, focus groups, or academic conferences, aiding researchers in data analysis, referencing, and extracting valuable insights for their studies.

5. Media and Journalism Professionals

Journalists and media professionals often rely on meeting transcriptions to report major events, interviews, or press conferences accurately. Transcripts serve as a reliable source of information and enable precise quotes and references in news articles and stories.

6. Nonprofit and Government Organizations

Meeting transcriptions are crucial for nonprofit and government organizations as they document essential board meetings, policy discussions, and decision-making processes.

Transcripts are an official record of these proceedings and assist in organizational transparency and accountability.

7. Language Support and Accessibility

Transcription benefits individuals with hearing impairments or language barriers. By providing a written record of meetings, everyone can access and understand the information shared, promoting inclusivity, and ensuring effective communication.

Read Also: Does ZOHO Meeting Have a Transcription Service?

Step-By-Step Guide to Transcribe a Meeting to Text

1. Preparation and Equipment

Gather the necessary equipment, such as a reliable recording device, high-quality microphone, and transcription software.

2. Familiarize Yourself With the Topic

Prioritize understanding of the meeting's subject matter, key terms, and context to ensure accurate transcription.

3. Record the Meeting

Use a suitable recording device or software to capture the audio of the meeting. Ensure clear audio quality by minimizing background noise.

4. Review and Edit

Carefully review the initial transcription, comparing it to the original audio to make sure that no valuable information is missed. Edit any errors, clarify unclear sections, and ensure proper formatting.

5. Formatting and Sharing

Arrange the final transcript in a readable format and share it with relevant stakeholders, ensuring secure transmission and adherence to data privacy regulations.

Transcription Process

So now, we come to the most important part, which is transcribing the meeting or the discussion. Here are some suggestions on how it can be done: 

1. Doing It Yourself

While it is an option, transcribing yourself can be time-consuming and prone to inaccuracies, especially without prior experience or specialized training, your transcripts may lack accuracy resulting in a bad outcome. 

2. Speech Recognition Software

Automatic speech recognition (ASR) tools powered by AI can help transcribe meetings. However, you need to be careful if you need premium-quality transcription.

ASR falls short with complex terminology and accents, and also, confidentiality concerns may arise. 

3. Professional Transcription Service

Utilizing reputable transcription services guarantees accuracy and confidentiality. Skilled transcriptionists with subject-matter expertise ensure high-quality transcripts.

Read Also: How Much Does Zoom Transcription Cost?

Maximizing Meeting Transcripts Results With 100% Human Transcription

Follow these steps to get your meeting transcripts:

  • Sign up for a GMR Transcription Account
  • Login and upload your discussion recording
  • Select your desired deadline (even as short as 24 hours)
  • Our human transcriptionists will transcribe your file and notify you when the transcript is ready in your client account
  • Pay for the transcription and receive your text document via email or client account download

Meeting transcription allows you to maintain an accurate record of meetings for easy reference. 

Are you looking for an accurate meeting transcription? Choose GMR, a trusted U.S.-based service with a record of 99% transcription accuracy with good audio.

Our expert human transcriptionists specialize in transcribing Zoom, WebEx, and Microsoft Teams meetings, ensuring high-quality transcripts where no crucial details are overlooked.

Experience high-quality transcription with GMR Transcription Services, Inc. for all your meeting needs. Register now to achieve outstanding results.

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Beth Worthy

Beth Worthy

Beth Worthy is the Cofounder & President of GMR Transcription Services, Inc., a California-based company that has been providing accurate and fast transcription services since 2004. She has enjoyed nearly ten years of success at GMR, playing a pivotal role in the company's growth. Under Beth's leadership, GMR Transcription doubled its sales within two years, earning recognition as one of the OC Business Journal's fastest-growing private companies. Outside of work, she enjoys spending time with her husband and two kids.