How to Transcribe an Interview

An interview is your gateway to learning something new. Whether you’re learning about a potential candidate in a job interview or discovering new information about a subject that interests you, an interview is there to educate, inform and perhaps inspire.

The possible drawback is that you can’t always gain the full wealth of knowledge you desire, whilst also taking notes and trying to retain as much information as possible.

That is why many interviewers or attendees choose to forgo notetaking and instead rely on accurate interview transcriptions.

Interview transcripts play an essential role in recruitment, marketing, HR and research. In this blog, we’ll show you how to obtain an accurate interview transcript.

What is an interview transcript?

An interview transcript is a written account of what was said during an interview. Some transcripts are verbatim, where every word, hesitation or stutter is recorded; others might be what is known as “intelligent verbatim,” where all the conversation is documented, but any hedging sounds and words are omitted.

You could also see an interview transcript take the form of an edited transcription, where it uses the intelligent verbatim transcript but removes parts of the conversation that have no relevance to the interview.

“Intelligent verbatim” is often the most popular option. It is easy to read, whilst providing the reader with all the information they need.

An example of an intelligent verbatim transcription could look like this:

Interviewer 00:00

Thanks for coming to the interview today. I hope the journey wasn’t too difficult.

Candidate 00:09

No, it was quite easy, thanks. It’s nice to be here.

The same conversation with a verbatim transcription could look like this:

Interviewer 00:00

Thanks for coming to the interview today, um, I hope the journey, er, wasn’t too difficult.

Candidate: 00:09

Oh, er, no, it was quite easy, thanks. It’s nice to be here.

As you can see, both options show the same conversation, but with a handful of minor changes that don’t change the overall meaning.

What are the benefits of an interview with a transcript?

Having your interview accompanied by a transcript delivers a host of benefits for the interviewer, interviewee and any audience that might also consume the content.

Accurate record

A lot can be said in an interview, and occasionally certain elements can be forgotten or misheard. A transcript allows for an accurate record of what was said, meaning that you can cross-reference it later if needed.

During an employment interview, for example, it is likely that other people important to the recruitment process won’t be in the interview itself. Having a transcript allows them to review the applicant without having to listen to long audio files, or rely solely on the interviewers’ recollection.

More focus

Body language is important, and if for the duration of the interview you have your head down to focus on notetaking, you not only appear dismissive of the interviewee, but you might miss important aspects of the conversation. Knowing that a full and accurate transcript is being made available means all the focus can go on the interview itself.

This allows you to possibly change the path of the interview and act upon answers given, rather than sticking to a rigid script.

Time saving

Interviews can be long, yet sometimes there are specific points a listener needs to find. Having to listen to hours of audio to find the 5 minutes required is wasteful. Having a transcript means someone can read through it in minutes and find the relevant section quickly.

This can apply to job interviews, podcast interviews and almost any scenario where a recorded conversation takes place.

Increase site traffic

Should the interview be for widespread consumption (perhaps you have a podcast interview you’d like the world to hear, for instance), transcripts can be a fantastic way to drive traffic to your website. By adding the transcript to your video content, the crawlers of Google and other search engines will read the content and rank it in the search results.

Content repurpose

If your interviews are full of engaging, exciting content, there might be opportunities within that content to find new topics to cover. The question is, can you remember what was said in the first fifteen minutes of your hour-long interview? Probably not.

With a transcript, you can read through the content and create new ideations based on the stories and subjects covered by your interviewee. This can be especially valuable if medical transcriptions lead to new research being conducted or new discussions being led.

Of course, some of the above benefits relate to professional or academic interviews, while others are more focused on the social side of interviewing. Whatever the purpose of your interview, you’ll find that transcripts deliver benefits both for those present and those listening in.

Now, let’s look at how to get your interview transcribed.

How do you transcribe an interview?

Before you proceed with an interview, whether it’s for recruitment, social media or educational purposes, you should check that those in attendance are happy with being recorded.

Listen back to the recording

With the interview complete, it would be wise to play back the entire recording. That way, you’ll have an instant indication of whether transcribing an interview is something you can take on. It’s a process that requires time and focus.

When listening back to the interview, you should note:

  • The duration of the interview
  • How many people speak in the interview and who they are
  • If the interview is spoken quickly, slowly or at a regular pace
  • Whether there are background noises that interfere with the sound quality
  • If industry-specific language or acronyms are being used

Determine how to transcribe the interview

Decide if verbatim, intelligent verbatim or edited transcription is appropriate for the interview. For example, if the interview is long, fairly casual and contains multiple stutters and pauses, it may be best to use the intelligent verbatim method.

Ultimately, consider who will be reading the transcript, what the interview is for and whether any omissions would alter the overall impact of the interview.

Plan a set time for transcribing

Transcribing is a long process. Without a doubt, you’ll be starting, stopping and replaying sections of the interview to make sure nothing is missed. Can you factor this into your day? An hour-long interview can take more than four hours to transcribe, even if you choose to transcribe without including all the pauses and hedging sounds.

Ensure you have sufficient equipment

Transcribing interviews requires focus, accuracy and time. In order to accomplish this, you will need the right equipment.

Ideally, you will have access to the below:

  • Headphones to allow you to listen to the interview without distractions
  • A laptop or PC to type your transcript up. Avoid pen and paper as your writing may soon become illegible
  • A copy of the recording. This could be on the same device you are transcribing on, or something else. A smartphone is often a good suggestion, but be aware that an incoming call or alert may pause the recording, causing you to lose your flow or become distracted
  • A quiet room reserved for the duration of your transcribing
  • A dedicated amount of time free from other distractions

Create your first draft

Begin your transcribing efforts with a first draft. At this time, you don’t have to worry too much about being 100% accurate. The priority at this stage is to simply have the words on the screen. You can be smart with it and use a form of shorthand for certain words, or refer to speakers with a number rather than a full name at this point.

You’ll soon notice how much time it takes, so consider breaks to ensure you don’t begin to lose focus. You’ll also be able to slow down the playback speed, giving you the chance to maximise accuracy from the start. However, remember that playing it more slowly means the process will take you longer.

Proof it

Read back over your draft, correcting any basic errors you may find. Then, listen back to the recording as you re-read your transcript. Look out for where mistakes may have been made and correct them as you go. One mistake often overlooked is grammar – while you may follow the common rules of English for an accurate transcription, the playback of the recording may indicate that a grammatical error was actually made during speech. Be sure to reflect this in the transcript.

Format the transcript

Now that your transcript has been proofread and is as accurate as possible, you may wish to tidy things up a little and make it easier for a reader to consume:

  • Start new paragraphs each time someone different starts speaking
  • Add speaker names and timestamps
  • Make sure the chosen font is easily readable
  • Play back the video or audio recording to ensure your time stamps match the recording

Read back the transcript once more as you listen to the recording, and check that all information has been captured.

It may take considerable time to create an interview transcript. For complete accuracy and a better use of your time, you may like to consider speaking to a dedicated audio transcription specialist like McGowan Transcriptions. Our expert transcribers are vastly experienced and regularly transcribe interviews from a host of industries. Why not contact us today to learn how our fully human transcription delivers accuracy, affordability and security?