How to prepare interview transcripts: with tips and an example

If you are part of a hiring team or work in the research field, you may transcribe interviews. Interview transcripts are a great way to record what happened during an interview. A hiring team may review transcripts when deciding which person to use. This article will help you understand how to prepare an interview transcript. It will also cover the factors to consider during the process.

Here's what this article will cover:

• 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
• Final thoughts
• 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. In Malaysia, individuals can perform this process in real-time or from a pre-recorded interview. Some transcripts, such as legal transcripts, could contain many important details.

Interview transcription is a complex process. It involves identifying the speakers and adding timestamps. These make it easy for the reader to navigate the transcript and understand the interview.

We use different transcription techniques, such as pure verbatim and smart verbatim. Companies may also use interview transcription software to transcribe interviews.

Interview transcripts make interview content accessible and interesting. Various groups, such as researchers, journalists, hiring managers, and content creators, use them.

For example, if you're writing a dissertation at a public university, you could use interview transcripts. You would use them to do 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

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

This prevents confusion, helps the panel remember specific details they discussed, and allows them to refer to the transcript to fix differences. This is easier than replaying the recording many times to find 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 could 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 interview flow.

Creating interview transcriptions allows the interviewer to give their full attention to the interviewee. It also helps them 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 will improve the overall quality of the interview.

Saves time in the hiring process

You should save time during the interview process by not pausing to take notes or wasting time recalling specific details or facts. In most Malaysian companies, an interview could last 30 to 60 minutes.

But you don't need to listen to the entire audio recording when you want specific data. You could easily search within the transcript to get the required data in a few seconds.

Increases accessibility

People with hearing impairments could read interviews in written form. Furthermore, Malaysians speak more than one language.

It is also useful for non-native speakers. They may find the spoken language hard to understand. A translator or software will help translate the interview records. This makes the transcription accessible in another language.

Improves the analysis process

Interview transcripts are very useful. This is true when conducting many interviews for research. You would be able to search and annotate transcripts easily.

Making interview transcriptions helps you analyse and review the interviews more easily. The transcriptions will also help you compare information. You could use them to find 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 could 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 like "lah".

People often use verbatim transcription. They use it for legal or court proceedings or research studies.

Intelligent transcription

Intelligent transcription involves transcribing everything except sounds and filler words. The transcriber also corrects grammar mistakes. They also paraphrase speech to make it clear and brief.

This type of transcription is ideal for businesses. They want to document meetings and share key information.

Edited transcription

In this type of transcription, the transcriber removes unneeded, excessive, or wrong sentences. The focus is on delivering quality documents. So, we formalise and edit the script to make it clear and readable.

You could use edited transcriptions to publish or translate the content.

Summary transcription

A summary transcription is a detailed outline of the audio recording's main points. It typically includes a cover page and an executive summary. Next, it has background information and key concepts. Then, it has 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 its context and content. This will help you familiarise yourself with the speakers' voices and accents.

It will also allow you to decide on the transcription method and address any technical issues. Note the number of speakers, recording length, technical terms, and portion required for transcription.

2. Determine how much time you'll need

Estimate the time you'll need to transcribe the interview based on its length and complexity.

Assess your typing speed and consider when you need to format and timecode the transcription. Doing this will help you allocate sufficient 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. To enhance the audio, consider using noise-cancelling headphones. You may also 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 organise 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 may 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 helpful 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: Edison Lee (labelled as "EL")

Name of interviewer: Nurul Huda (labelled as "NH")

Date of interview: 10/03/2023

Meeting place: Conference room 1B

[Begin transcript 00:00:12]

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

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

[00:00:41]

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

EL: 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. Practise regularly to increase your typing speed. You could also use typing tutor software and online platforms for typing exercises.
• Employ transcription software. Software tools that will automate your initial transcription efforts often have features such as speaker identification and timestamping, which reduces 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. Also, ensure you position your keyboard and mouse correctly.

Transcribing interview transcripts manually vs automatically 

What's the best way to transcribe an interview?

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 high accuracy, especially when the audio quality is poor or there's background noise in the recording. It also helps you better understand the context, accents, and nuances.
• Cons: Its time-consuming and labour-intensive nature makes it a clear drawback. 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.

Also read: Will Artificial Intelligence Replace You? 10 Jobs That Will Disappear In The Future

Legal and ethical considerations in interview transcripts 

Are interview transcripts confidential? The answer is yes.

It's essential to safeguard the privacy of your interviewees and maintain the confidentiality of your transcripts. Before starting, tell the interviewees the purpose and scope of the interview. Also, tell them how you will use, store, and share their information.

You must also get their consent to record and transcribe the interview. You can do this through online forms or verbal agreements.

Choose platforms and tools for online interviews. They should have encryption, passwords, and data privacy. Avoid using public or unsecured networks, devices, or applications.

Hackers or third parties might access your communication. In Malaysia, the Personal Data Protection Act 2010 instructs data users to comply with seven data protection principles. Familiarising yourself with this act can prevent instances of noncompliance.

Final thoughts 

Interview transcripts are useful for making hiring decisions or for research purposes. They can save time and make the hiring process more efficient. Many online tools can help you prepare interview transcripts more effectively.

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 the participants' words 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. After the interview, proofread the draft while listening to the audio to ensure it is free of mistakes.
3. Are there any free transcription tools available?
   ⁠You can try using free transcription tools such as Notta, OTranscribe, and ExpressScribe.
4. Can legal cases use interview transcripts as evidence?
   ⁠Under certain circumstances, legal cases can use interview transcripts as evidence.
   ⁠Many factors determine whether interview transcripts are permissible, including their relevance. These factors also detail how to conduct the interviews and the rules of evidence at the trial's location.
   ⁠For the best, you are advised to read the applicable rules of evidence to determine whether the interview transcripts are admissible.
5. 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.
6. 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.
7. 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.
8. 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.
9. How do I ensure privacy and confidentiality while transcribing sensitive interviews?
   ⁠Restrict and monitor access to sensitive information. Delete it when you or the company no longer need it. Report unauthorised or suspicious activity.
10. 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.SRT.