Podcast Transcription: The Best Practices So You Capture All Your Content

Podcasts are becoming an increasingly popular way for people to create content and share it with the world. From humorous stories to in-depth interviews, this form of media has seen a wealth of information that may well have been available before, but is now much easier to consume. People such as Joe Rogan, Louis Theroux, Peter Crouch and even Alan Partridge are now either hosting or are the feature of podcasts, and platforms such as Spotify and BBC Sounds are spending vast sums on curating the best podcast content. According to Ofcom, just over 20% of UK adults now listen to more than one a week, which equates to 11.7 million people.

Not all podcasts are enjoyed through listening, though – some have a preference for reading, whilst others may have hearing difficulties and find audio files harder to enjoy. This is where podcast transcription comes in.

Podcast transcripts provide the creator with the opportunity to broaden their audience by making their content more accessible and discoverable. In this edition of our blog, we look at how you, the podcast creator, can use podcast transcription to ensure your audience continues to grow.

What is podcast transcription?

Podcast transcription is the process of converting the audio from a podcast into written words. This includes all aspects of the show, from the words spoken by the presenters to any theme music or jingles that may break the content up.

It allows readers to gain a clearer understanding of the show and re-read anything they may have missed if they had previously listened to the show.

Podcast transcriptions can be completed in a few ways. One method is via special software that listens to the show and then copies down what it hears. The other is via manual transcription. Both have their advantages and disadvantages, which we cover in more depth below.

Why would I transcribe my podcast?

Having your podcast transcribed helps you increase your audience to include those who may prefer reading to listening. It also provides search engines with the opportunity to pick up your content and display it as a valid search result for user queries. Search engines don’t read audio files like they read written ones, so having a transcription of a podcast can go some way to seeing your brand appear nearer the top of search results on platforms like Google, Bing or Yahoo.

What are the advantages of podcast transcription?

Below, we take a more detailed look at the advantages podcast transcription could offer.

Increased reach

By providing your content in a way that can be consumed by more users, you are automatically increasing your audience size. Statistics from the World Health Organisation show that almost 20% of the global population live with hearing loss, with 430 million people suffering hearing loss severe enough to be classed as disabling. Providing these people with the opportunity to be part of your audience not only helps them to be included, informed and entertained, but also allows you to tap into another group of consumers that are possibly being ignored elsewhere.

The reach of your podcast is further enhanced with transcription, giving those who may not speak the language of the hosts an opportunity to still be a member of your audience due to it being translated in the transcription either by a specialist translation service or the podcast provider.

It’s also important to be aware that in some areas, internet connection can be patchy, causing audio files to stall when downloading or buffer when streaming. A transcription doesn’t have this difficulty as text can be downloaded onto a screen much faster than an audio or video file.

As mentioned earlier, the benefit also extends to your discoverability. Your search engine optimisation (SEO) efforts will be rewarded with podcast transcription as search engines like Google will rank the written content for specific keywords and topics. You may need the help of a specialist SEO agency to help you rank well.

Time friendly

We all lead busy lives and podcast transcriptions, thanks to optional time stamps being added to them, allow the audience to find the exact part of the show they wish to listen to. Without a transcript, this wouldn’t be possible, and you could find that as a result, your content is not given any attention at all.

Further content opportunities

From your podcast transcript, you may find further opportunities for additional content that could be added to your website, social media, blog posts or even future podcast episodes. Specific quotes may be keyword-rich and transformed into a specific page for your website, which could be an enhancement to the journey your listener takes as they convert from audience to customer.

Written soundbites

On a podcast, something might be said in an offhand manner but in written text, this would act more like a statement than an off-the-cuff remark. This could mean that a particular phrase or excerpt is more likely to be quoted via external sources and attributed back to you.

More visitors to your website

Most podcasts are found via streaming services, which means you are likely competing with some big names. Give listeners the opportunity to find out more about you by linking to your site from within the transcript.

Should I use manual podcast transcription or AI transcription services?

We have now established why podcast transcripts could prove useful, and now you may be considering the best way to get the audio file into the form of a written document. Both manual podcast transcription and AI podcast transcription have their advantages and disadvantages. If speed is key, AI would possibly be the best bet, but for the best accuracy, manual transcription would be preferable.

Manual transcription for podcasts

A manual transcription of a podcast ensures complete accuracy when using the specialist skills of a transcription service. With fully trained staff, all nuances, tones and punctuation are picked up on, making for an easy-to-follow transcription once it is complete. For you, life is made much easier too as you won’t need to spend time editing and double-checking your transcription, taking you away from other more important tasks.

It will take a little longer to complete than an AI podcast transcription, but a simple misunderstanding by the AI tool could completely transform the tone of the podcast or the meaning of a specific quote.

AI transcription for podcasts

AI is everywhere at the moment and in some cases, its benefits are fully justified. If you are looking for rapid turnaround and a lower cost, an AI transcription service could be the preferred option. However, as mentioned above, you will have to sacrifice on accuracy, and potentially spend time proofreading and requesting changes until the tone is just right.

The golden rules for optimal podcast transcription

Whether choosing to transcribe the podcast by yourself or via the skills of a transcription company, it is important to first ensure the below checks are in place to make the process of transcribing as smooth as possible.

Record your podcast in HD

Whilst your audience will want to listen to podcasts that boast the highest possible sound quality, those transcribing for you would also benefit from enhanced audio. WAV files are among the best for this, but also look at what equipment you are using to reduce any buzzes, hisses or muffling. Some microphones are much better than others, so shop around to find the best product for your budget. Also, consider where you are recording. Recording in HD could be great, but if the environment is noisy, your equipment will pick up that background noise too.

Define a transcript layout

Your podcast might be quite a long show, and one huge block of text could put readers off before they have even started. Consider a layout that enables readers to pick out any specific sections or speakers. It may also be beneficial to break up sections of speech, even when they are from the same person in the same section. Dividing speech from the same speaker into separate paragraphs will enhance the transcript’s appearance, making its read-through much easier.

Listen carefully

If you have opted to complete the transcription for your podcast yourself, you’ll need to listen carefully. It’s important to spot changes in tone, as well as changes in the speaker, and detect when slang or buzzwords might be used. As dialects often include different slang terms and industries offer a variety of buzzwords, it is possible that they aren’t all in your vernacular. As a result, you could incorrectly interpret a turn of phrase, potentially leading to a non-sensical quote in your transcript.

Remember, you can always rewind and listen again if you need to double check.

Include timestamps

We mentioned earlier how valuable timestamps can be. Think of them as the guidance for a reader, an indicator of where specific information is being spoken about. How you use them is down to you – you could incorporate them each time the subject matter alters or choose to use them when a memorable quote has been said. This gives readers the chance to jump to a specific area should they want to skip parts they are less interested in.

Label the speakers

A professional transcription service will do this naturally but you should be aware that many services may charge you extra if there are three or more speakers. Furthermore, there are different ways to label speakers which can be confusing especially if two people share the same first name! You’ll want clear labels for each person. Generic labels such as “speaker 1” or “guest” should be avoided, instead, look for using their name or their role if appropriate.

Should you be doing podcast transcription yourself, labelling speakers is a tip worth noting. Separating who is speaking makes it much easier to follow the conversation and if the podcast is to be used for educational, reporting or review purposes, you can at least attribute the quote to the right person.

Separate speakers by starting a new line for each one and have the speaker’s name written, preferably in bold, before each quote.

Indicate sounds or music

Many podcasts have a theme tune used to break up the show, introduce a sponsor or start or finish the show. Indicating this on your transcription enables all readers to feel more of the tone and environment conveyed by the podcast. Should there have been a particularly poignant moment in the show before something light-hearted was spoken about, the indication that music was used in order to break up the dialogue will enable those hard of hearing to understand the podcast in the correct context.

Publish transcripts on your website

The transcripts may appear on YouTube, Spotify or anywhere else by default, but you will also want those who go directly to your website to benefit from the podcast.

Adding the transcription to your website can be a valuable boost to your website’s visibility and performance. With the right keywords, search queries can be answered with a direct nod to your website, and if it’s ranking well, this will help to give you a voice of authority and trust on the matter.

If you host a podcast and can see the merits of podcast transcription services, contact our team at McGowan Transcriptions. Our expert team have years of experience transcribing audio and video files from a host of industries. With strict compliance and regulatory requirements in place, the confidentiality of your material is paramount and is never passed on to third parties for any aspect of your transcribing. Get a free quote for digital audio transcription today and give your podcast a boost.