Getting the Best Record: Best Practices for Attorneys in Digitally Recorded Proceedings
Digital recording systems are becoming more common in courtrooms across the country. These systems capture audio of the entire proceeding and are later used to create the official transcript. While efficient and cost-effective, digital recordings rely heavily on the clarity of the audio. That means the quality of your transcript depends directly on how well the recording captures what was said.
If you're an attorney participating in a digitally recorded hearing, here are some simple best practices that can make a big difference in the final transcript.
1. Use a Microphone and Use It Correctly
Always sit close enough to a microphone and speak directly into it. If you're appearing remotely, use a headset with a built-in microphone rather than relying on your computer's speakers or internal mic. Poor audio quality, background noise, or inconsistent sound can make your statements hard to hear or possibly result in indiscernible notations.
Tip: Avoid shuffling papers, tapping pens, or typing near the mic. These sounds can drown out your voice.
2. Announce Yourself When You Speak
When you begin speaking, clearly state your name and role.
For example: "Attorney Taylor with Smith & Jones for the Defendant."
This helps the transcriber know who is talking, especially in larger proceedings where multiple attorneys and parties are involved.
3. Speak One at a Time
When people talk over each other, it becomes difficult to understand what was said. Be mindful to let others finish before jumping in. If needed, politely ask that everyone take turns to help create a clear and complete record.
4. Speak Clearly and at a Moderate Pace
In fast-paced settings, it's natural to talk quickly. But when it comes to creating a transcript, slower is better. Speak at a moderate pace and enunciate clearly. This helps ensure your words are fully captured and accurately transcribed.
Avoid mumbling or trailing off at the end of a sentence. The clearer you are, the better the record.
5. Get Spellings for Unfamiliar Names and Technical Terms
If it is unclear how something is spelled, take a moment to ask. This includes proper names, medical terms, legal terminology, or anything that might be unique or unclear. Getting the correct spelling during the proceeding helps prevent delays and ensures the transcript is accurate the first time.
6. Clearly Identify Exhibits
When referencing exhibits, describe what you're referring to in full sentences. Avoid phrases like "this one" or "right here" since those don't translate into a clear transcript. Try saying something like: "I am now handing you what has been marked as Exhibit A, a copy of the transaction journal…"
The more descriptive you are, the more accurate the transcript will be.
7. Stay Aware of the Record
Remember that everything you say contributes to the official record. Being thoughtful about how you speak, when you speak, and how clearly you present your ideas will help make the transcript a reliable and accurate reflection of the hearing.
Good Audio Helps Everyone
At Access Transcripts, we are committed to delivering clean, accurate, and timely transcripts. You can help by following these simple best practices every time you appear in a digitally recorded proceeding.
If you have questions about how to prepare for a hearing or want help getting set up with the right equipment, we are here to help.
Contact us today.
