An in-depth guide on writing an interview transcript

Interview transcripts are a great way to record what happened during an interview. It’s commonly used in research, journalism, legal proceedings, and recruitment. In a work setting, a hiring team may review transcripts when deciding which person to employ. This article will help you understand how to prepare an interview transcription and the factors you need to consider during the process.

• What is an interview transcript, and what are they for?
• The benefits of writing an interview transcript
• Types of interview transcripts
• Step-by-step guide to transcribing interview transcripts
• Example of an interview transcript
• Tips on writing interview transcripts efficiently
• Transcribing interview transcripts manually vs automatically
• Legal and ethical considerations in interview transcripts
• Conclusion
• FAQs

What is an interview transcript, and what are they for? 

An interview transcript is the text of a completed spoken interview. The transcription process records a conversation between two or more people. You can perform this process in real-time or from a pre-recorded interview.

Transcribing interviews is a complex process. It involves identifying the speakers and including timestamps. These elements make it easier for the reader to navigate the transcript and understand the interview context. There are different transcription techniques, such as pure verbatim and smart verbatim. Companies may also use interview transcription software to transcribe interviews. 

Various groups of people use them, such as researchers, journalists, hiring managers, and content creators. For example, if you're writing a dissertation, you could use interview transcripts to conduct qualitative data analysis.

The benefits of writing an interview transcript 

Interview transcripts record every word the interviewer and interviewee speak. Here's a list of reasons outlining the importance and advantages of interview transcripts: 

Captures nuanced details during an interview

As interviewers may speak to several job seekers in a day, they might miss details. They may remember an impressive response but forget which person gave it. Transcribing an interview helps the recruiter ensure that they capture everything the interviewee said accurately. The transcription provides a trustworthy record that the panel can refer to later if they're in doubt.

This prevents any confusion when the interview panel tries to remember specific details they discussed during the interview. They can easily refer to the transcript to address discrepancies instead of replaying the recording several times to locate a response. 

Enables the wider team to access the interview 

The hiring decision may rest on several people, such as the team manager and project lead. The interviewer may also want to ask a colleague for an expert opinion or a different perspective. Accurate transcripts make sharing with relevant people easier and more effective. You can also keep the interview in the employee's file for future reference.

Allows the interviewer to focus on asking questions

Interviewers typically make notes based on the responses to their questions. This may cause them to miss important details or disrupt the flow of the interview. Creating interview transcriptions enables the interviewer to give their full attention to the interviewee. It also helps them to process responses and think of follow-up questions. 

As the interview flows more naturally, the interviewee may feel at ease and be more forthcoming with their answers. This can improve the overall quality of the interview. 

Saves time in the hiring process

You can save time during the interview process by not having to pause to take notes. You also don't need to waste time trying to recall specific details or facts. An interview can last for around 30 to 60 minutes. But you don't need to listen to the entire audio recording when you want specific data. You can easily search within the transcript to get the data you require in a few seconds. 

Increases accessibility

People with hearing impairments can read interviews in written form. A transcription is also useful for non-native speakers who may find understanding the spoken language challenging. A translator or software can translate the interview records into another language to make the transcription accessible. 

Improves the analysis process

Interview transcripts are especially useful when conducting a large volume of interviews for research purposes. You can easily search and annotate transcripts. Analyzing interview transcripts can help you compare information across multiple interviews to identify key themes and patterns. 

Types of interview transcripts  

The type of transcription you choose should depend on your goals. Here are four types of transcriptions you can choose from: 

Verbatim transcripts

Verbatim transcripts involve capturing every word, including fillers and nonverbal cues. Cues might include sounds, like laughter or throat clearing, and filler words, such as "you know". People often choose to use verbatim transcription when transcribing for legal or court proceedings or research studies.

Intelligent transcription

Intelligent transcription involves transcribing everything except sounds and filler words. The transcriber also corrects grammatical errors and paraphrases speech to improve clarity and make the information concise. This type of transcription is ideal for businesses that want to document meetings and share key information.

Edited transcription

In this type of transcription, the transcriber removes sentences or phrases that they consider unnecessary, excessive, or grammatically incorrect. The focus is on delivering quality documents, so they formalize and edit the script for readability and clarity. Those who want to publish the transcribed content or translate it into other languages may use edited transcription. 

Summary transcription

A summary transcription is a detailed outline of the main points in the audio recording. It typically includes a cover page, executive summary, background information, important concepts, budgets, and proposals. This type of transcription is most frequently used for corporate meetings.

Step-by-step guide to transcribing interview transcripts 

Follow these steps to learn how to write a transcript: 

1. Listen to the full recording

First, listen to the full interview recording to understand the interview's context and content. This helps you familiarize yourself with the speakers' voices and accents. It also allows you to decide on the transcription method and address any technical issues. Take note of the number of speakers, recording length, technical terms, and portion required for transcription. 

2. Determine how much time you'll need

Estimate how much time you'll need to transcribe the interview based on its length and complexity. You may also want to assess your typing speed and consider the time you need to format and timecode the transcription. Doing this will help you allocate a sufficient number of hours for the task. 

3. Select the proper tools

You may need several tools to write an interview transcription, such as an audio player, word processor, and headphones. Download a free transcription audio player to your computer, as you can use hotkeys to play, pause, and fast-forward the audio. Word processing software is also beneficial for typing the dialogue between the interviewer and interviewee. Consider using noise-canceling headphones to enhance the audio. Or you may want to use transcription software.

4. Write a draft first

Prepare a draft by typing what you hear without formatting. Don't include timestamps at this stage. Writing a draft also helps you organize the transcript and create a clear structure. 

5. Use shortcuts

Use keyboard shortcuts and transcription templates to increase your efficiency. Tools, such as auto-correct and auto-complete, enable you to continue typing without regularly fixing minor errors. You can also use placeholder text for repeated words. For example, you could use “S1” and “S2” for "Speaker 1" and "Speaker 2" and add their specific names at the next stage. 

6. Proofread your draft

After drafting the transcript and including timecodes, replay the audio or video recording and proofread the text. Look for any missing words, typos, and other mistakes. This step is necessary even if you use transcription software. Spell-checking tools may be useful during this stage. 

7. Format the interview transcript

Format the transcript according to your style guide. You may need to change the font and split the text into paragraphs. You may also want to add headings, titles, speaker labels, and page numbers. This final step will help you produce an accurate and high-quality transcript.

Example of an interview transcript 

Here's an interview transcript example to help you get a better idea of the final product: 

Name of interviewee: Juan Castro (labeled as “JC”)

Name of interviewer: Maria Gonzales (labeled as “MG”)

Date of interview: 10/03/2023

Meeting place: Conference room 1B

[Begin transcript 00:00:12]

MG: So, tell me about your biggest accomplishment in the petrochemical field. 

JC: As the production engineer for my previous firm, I optimized the production of both onshore and offshore oil fields. I managed to reduce the operational costs by 12% and reduced downtime by 25% by implementing predictive maintenance techniques.

[00:00:41]

MG: That's impressive. Let's move on to our next question. What would you say are your top three soft skills? 

JC: Thank you. Well, leadership is definitely one of my key skills. I'm able to communicate goals to my team members and motivate them to achieve their objectives. I give them the freedom to carry out their duties while offering guidance and expertise. I acknowledge their accomplishments before the entire team for encouragement. My other top skills would be time management and problem-solving. 

[End transcript 00:01:15]

Tips on writing interview transcripts efficiently  

Explore these strategies to speed up the transcription process:

• Develop better listening skills. Expose yourself to different audio samples to get comfortable with diverse accents and speech patterns.
• Improve your typing skills. Practice regularly to increase your typing speed. You can also use typing tutor software and online platforms for typing exercises. 
• Employ transcription software. Take advantage of software tools that can automate your initial transcription efforts. They often have features such as speaker identification and timestamping, which can reduce your manual workload.
• Use keyboard shortcuts. Keyboard shortcuts can help you work more efficiently by reducing unnecessary hand movements and mouse clicks. Creating macros for repetitive tasks can speed up the process.
• Consider a foot pedal. A foot pedal allows you to control audio playback with your feet. This tool means that your hands can remain on the keyboard to increase efficiency.
• Set up an ergonomic workspace. Consider using an ergonomic keyboard and mouse pad to prevent injuries and reduce fatigue. It's also good to ensure you position your keyboard and mouse correctly. 

Transcribing interview transcripts manually vs automatically 

Perhaps you're deciding between preparing a transcript manually or using transcription software to generate it. Compare both methods to determine which works best for your situation: 

Manual transcription

Review the pros and cons of manual transcription: 

• Pros: Manual transcription ensures a high degree of accuracy, especially when the audio quality is poor or there's background noise in the recording. You can also gain a better understanding of the context, accents, and nuances. 
• Cons: A clear drawback is that it's time-consuming and labor-intensive. It may also be more costly in terms of time and resources. 

Automated transcription

Review the pros and cons of automated transcription:

• Pros: Automatic transcription using AI can save a lot of time by offering immediate draft transcripts. It's also cost-effective for large volumes of audio. 
• Cons: AI-based transcription often isn't 100% accurate, especially with poor audio quality, accents, or overlapping speech. AI software may not correctly identify technical jargon or industry-specific terminology.

Legal and ethical considerations in interview transcripts 

It's essential to safeguard the privacy of your interviewees and maintain the confidentiality of your transcripts. Before beginning, inform the interviewees about the purpose and scope of the interview and how you will use, store, and share their information. Getting their consent to record and transcribe the interview is also necessary. You can do this through online forms or verbal agreements. 

For online interviews, choose platforms and tools that have encryption, password protection, and data privacy features. Avoid using public or unsecured networks, devices, or applications. Hackers or third parties might access your communication.

Conclusion 

Interview transcripts are useful for making hiring decisions or for research purposes. They can save time and make the hiring process more efficient. There are many online tools that you can use to be more effective when preparing interview transcripts. Weigh the pros and cons of manual and automated transcription to identify which is best for you. It's also important to ensure the privacy of your interviewees. Understand the legal considerations when writing, storing, and sharing transcripts. 

FAQs  

Here are answers to frequently asked questions about this topic:

1. What is the purpose of an interview transcript?
   An interview transcript serves as a trustworthy record of the interview. It avoids confusion over what the participants said and makes the interview accessible to other key people. It can help you to compare interviewees' responses more easily and identify any themes and trends. 
2. How do I transcribe an interview accurately?
   Use high-quality headphones to hear the speech clearly. It's also essential to proofread the draft while listening to the audio after the interview to ensure it's free from any mistakes. 
3. Are there any free transcription tools available?
   Yes, you can try using free transcription tools such as Notta, OTranscribe, and ExpressScribe. 
4. What are some best practices for identifying speakers in a transcript?
   Provide a key at the beginning to identify all the speakers in the interview. You can also note any speech characteristics unique to each speaker. 
5. How long does it take to transcribe a one-hour interview?
   It can take anywhere from four to six hours, depending on the number of speakers and audio quality.
6. Are there any software options specifically for academic research transcription?
   There's no software specifically for academic research transcription, so you may want to review developers' privacy statements to ensure compliance. 
7. What's the difference between verbatim and clean verbatim transcription?
   Verbatim transcription captures every word and sound. It includes filler words, false starts, incomplete sentences, and sounds such as throat clearing and laughter. Clean verbatim captures the exact words but includes editing. It removes filler, repeated words, pauses, and sounds such as coughing or sighing.
8. How do I ensure privacy and confidentiality while transcribing sensitive interviews?
   Restrict and monitor access to sensitive information. Delete the information when you or the company no longer needs it. Make sure to report unauthorized or suspicious activity. 
9. What common formats could I use to store interview transcripts electronically?
   Some common transcript file formats are plain text (.txt), Word doc (.docx), and timestamp formats, such as .SRT.