Editor’s note: This article was lightly updated in 2025 for clarity and formatting.
Core competencies for remote transcribers are constantly evolving.
Like all skilled professionals, speech-to-text providers must continually develop their real-time skills to stay competitive in today’s marketplace. There is an additional need for remote transcribers to stay up to date with a shifting technological landscape.
In particular, remote transcribers need to familiarize themselves with a host of new videoconferencing and webinar platforms (such as Zoom, Google Meet, YouTube Live, WebEx, and Adobe Connect), learning management systems (such as Blackboard and Canvas), and third-party applications that serve as a “bridge” between these different services (such as 1CapApp and StreamText).
Here are some of the core competencies for remote transcribers that we have come to expect of all TypeWell transcribers, especially those who plan to work as freelancers:
Proficiency in using TypeWell Everywhere
TypeWell Everywhere is a feature that allows you to use TypeWell’s speed-typing abbreviations within a text field embedded in other software programs, like a word processor or web browser. Everywhere was originally designed for transcribers’ personal use, as they enjoyed using their fast-typing skills outside of their transcribing job, to compose emails or write reports. However, Everywhere has since become a critical feature/skill for any job where you need to transcribe directly into the “captioning window” built into videoconferencing platforms like Zoom and Blackboard Collaborate.
All TypeWell transcribers should be familiar with how the Everywhere features work (especially since Everywhere is already built into your transcribing software), and how to troubleshoot problems quickly.
Proficiency with basic Math Mode formatting.
Even in non-STEM settings, transcribers often encounter mathematical terms—such as x², simple equations, or unit conversions—that need to be presented clearly for readers who rely on the transcript. A foundational understanding of TypeWell’s Math Mode features helps ensure that this content is formatted accurately and consistently.
Proficiency with online scheduling programs and apps utilized by schools and agencies.
Platforms and apps like Connecteam or WhenIWork help users keep track of the dates, start times, end times, and time zones for each of their assigned jobs. The more robust platforms also double as time-tracking software and integrate with bookkeeping and invoicing services. Coordinators often add essential job details to each shift, such as user login credentials, contact names and email addresses, and job-specific preferences (for example, whether or not a client wishes to have speakers identified by name).
A truly competent transcriber will review the scheduling and job details carefully, double-check time zone conversions, confirm whether their client observes daylight savings, and set multiple alarms and reminders so they never miss a job or sign on late. Many platforms will sync with transcribers’ own online calendars, such as Google Calendar or iCal.
Conscientious transcribers make a habit of utilizing “prep time” to transfer job-specific details or vocabulary into their software dictionaries, test their meeting credentials and connections in advance, and check for any changes or updates an hour or two before each job begins.
Ability to collaborate effectively with a team transcriber.
Many remote assignments require coordinating with a teamer, whether for alternating segments, providing backup during complex content, or supporting each other when meeting logistics change quickly. Clear communication about roles, expectations, and handoff procedures helps ensure consistent service for the student and reduces stress for both transcribers.
Ability to read and respond quickly to communications from multiple channels.
A typical freelance transcriber might receive multiple updates each day from various school coordinators, agencies, and independent clients. Each supervisor might use any combination of e-mail, text messaging (SMS), instant messaging (Skype or Hangouts), or in-app notification systems. They might also expect their transcribers to review these notifications several times a day.
This surge in digital communication can be overwhelming at the start of the school year, when scheduling apps tend to blow up with notifications as students add and drop classes and coordinators rush to fill last-minute assignments. The more thoroughly a transcriber can filter out the “noise,” the more reliably they can respond to time-sensitive requests. Supervisors notice and appreciate this valuable skill!
Ability to maintain focus and concentration amidst stress and distractions.
Successful remote transcribers are detail-oriented and willing to dive in and learn how to use new platforms. Tech-averse transcribers tend to fall behind and require more hand-holding, which is something that supervisors and schedulers take into account when assigning jobs.
Carving out a quiet place to focus on one’s job without distractions or interruptions is a reasonable expectation, but one that can be complex and challenging to meet in a typical family home. It is vitally important, though, not just for the sake of our clients’ quality of service but also for our own professional satisfaction and mental well-being as transcribers.
Remote transcribers, how do you manage these new stressors and prioritize your ability to stay focused while you’re on the job?