Which digital dictation system do you choose?
July 15, 2009
- It’s not expensive
- The devices work in the same way you’re used to
- Manufacturers are no longer producing analogue tapes, so we’re all forced into the “digital switchover”
Document Direct is compatible with the majority of digital dictation systems (DDS) and sound file formats. That means we can work with Philips, Olympus, BigHand, Winscribe and many other formats now available. But which system is the best for you? We’re almost 4 years old and have amassed a great deal of experience when it comes to working with the different systems, types of hardware and the various costs associated with them. There are many benefits to switching over to digital.
- The dictation can be transcribed faster by fewer secretaries which reduces your secretarial overhead and increases workflow
- Opportunities are created for flexible and remote working, you (and your staff) are no longer office bound
- Hard cash is saved when overhead can be slashed by outsourcing
So why are there still so many firms who don’t yet have a DDS? We’re in a situation now where firms need to save money but they can’t afford to invest in a DDS. Add to the fact that most people don’t like change and are fearful of new technology so they will procrastinate even more in making a decision. But each of these objections can easily be overcome.
We recently set up a solicitors practice, using free software, so they could choose to send their dictation to their in-house secretary or their favourite outsource typing agency. The only cost to the firm was for the handsets (and they vary vastly in price). The solicitors practice no longer needs to worry about secretarial cover during the holiday season. With a click of a button, their work is outsourced at a much lower cost than using a temping agency. Their work was backlogged by as much as three days. Now that we’ve helped them clear their dictation they’re working through their files faster. This can only be a good thing when it comes to holding onto work in progress and billing.
Would you like more information about implementing a digital dictation system in your firm? If so, contact us now.
Online directories. I’ve had enough.
June 30, 2009
Online directories. Over the years I’ve paid for a few. I should have learnt my lesson by now. I’ve just received another telephone call from yet another legal directory asking me to “upgrade my listing” to a banner advert. I didn’t even know I had a listing with them. Apparently it’s been there for a while. I did point out that I’d not received a single solitary lead from it, but thanks anyway.
Given the fact that I’ve not received a single solitary lead from a free listing, why would I want to pay a “special price” of just £200 to have a flashing banner on a webpage?
The salesperson couldn’t event tell me how many hits “transcription services” receives each month, let alone what hits their current customers receive. Then I was told that there are no guarantees with any marketing. So no thanks. I’ll refuse your offer of a “special price”.
Now, if I was asked to buy something that would give me something tangible and I could have guaranteed results, I might be interested.
I offer a “try before you buy” freebie so clients can see for themselves how outsourced typing services can impact on their business. Do you think online directories will use the same tactic?
Do you want to know how outsourcing works?
February 5, 2009
Outsourcing typing must be one of the simplest and quickest ways of increasing efficiency, controlling overhead costs whilst at the same time, improving your lifestyle. Work is produced faster, pay as you use means costs are controlled and outsourcing removes the headaches of recruiting, training, re-training, finding holiday/sickness cover and, if staffing is reduced too, it also reduces the amount of management time needed in running your business.
So with all of the free trials on offer, promises of a value added services from template production and superfast turnaround times, what is stopping you from having a go?
This article is lengthy and it contains detail of our processes.
- Do you use a digital dictation system already? If no, go to question 2. If yes, then skip number 2 and go directly to question 3.
- Every firm is set up slightly differently and each individual has their preference to how they work with dictation. Below are questions we ask you, to find out which is the best dictation system for you to use.
- Do you sit at your desk and work at your computer? If so, we will offer you our Winscribe Author dictation program, at no cost to you, which can be installed on your computer or laptop. This program works with a Philips Speechmike which plugs into your PC. Creating a new dictation is as simple as creating a new email. You can type notes to your dictation and also attach documents, if, for example, you needed to send us a specific template or perhaps a document which needs copy typing or amending.
- Are you on the move? If you dictate away from the office, prefer walking around and generally don’t like wires, then my favourite, the Philips Pocket Memo, is a good choice for you. Instead of using tapes, the Pocket Memo has a memory card and the device has the familiar slide control. Once you’ve dictated onto your Pocket Memo, the sound files need to be transferred to the Document Direct typists.
- No software needs to be installed and you can send your dictation from any computer connected to the internet. Simply go to our website to upload your dictations direct from your device. Our help guide is available here.
- If you’re dictating a lot of small jobs then uploading onto the website might be a little time consuming and fiddly for you. Winscribe’s Importer program can be installed on your computer. The Importer program is constantly scanning your PC for new dictations, so when you connect your Pocket Memo to your computer it copies them and sends them across the internet direct to the Document Direct typists.
- Do you work with your mobile phone? Winscribe’s dictation software for Blackberry is now available from Document Direct. Using your Blackberry as an all-in-one device means you can send your dictation from anywhere, receiving your work back to your phone too with mobile email.
- All of the above options are subject to your company IT infrastructure (if any) but are cost effective and require very little capital outlay.
- You already have a dictation system and depending on which type you have there are a number of solutions for you.
- If you use Winscribe we will liaise with your software assurance provider to configure your system so that Document Direct appears as an additional typist group. You may also be interested in Winscribe’s 360 Degree product which tracks the progress of each dictation which is outsourced.
- If you use the BigHand dictation system then we can arrange for the BigHand Outsource Module to be installed onto your system, at no cost to you. The Outsource Module adds Document Direct as an additional typist to your company. Your fee earners can choose to send dictations direct to us or an administrator can choose which dictations to drag/drop to the Document Direct typist. The progress of the outsourced dictations can be tracked and will show on the screen when the dictation is finished and the fee earner should expect their work to be in their system.
- Philips/Olympus systems have their own proprietary software but the sound files are produced in the DSS format which is compatible with the Document Direct system. As each firm is set up differently and has unique needs we will liaise with your IT department to install and configure Winscribe’s Importer program (see above).
- If you have any other dictation system then we would ask that you email a sample sound file to us so that we can check compatibility with the Document Direct system.
- So now the dictation system has been chosen the next stage is telling us what documents you need typing.
- If you have a bank of standard documents, templates and precedents then simply transfer them over to us.
- If you have some standard templates but are not happy with them, tell us. We will modernise them, add word processing features such as automatic numbering, page numbering, headers and footers - at no added cost to you. A sample of our templates is the Particulars of Claim template.
- If you have a house style, or would like one, tell us. We will build up a knowledge base on your preferred style of documents so they’re produced just the way you like them.
- What happens after the dictation is typed? How do you collect your finished work? Again, each firm and individual will have their own preferred method.
- We can email documents to a preferred email address.
- This can be direct to a fee earner, or to an appointed secretary. In many cases it’s the secretaries that we’re helping as they are far too busy with their PA duties, being an unqualified fee earner, and they prefer to choose which dictations to outsource.
- Each individual author can have the work sent to as many email addresses as required and can be changed at any point. It’s useful for any users who have mobile email, are not always connected to a company network and perhaps want copies to be sent to an administrator.
- The completed documents can be collected from our website and downloaded. Whilst this system cuts down email traffic it is necessary to have a computer connected to the internet.
- Work can be completed within the firm’s case management system. We will liaise with your IT department to discuss your infrastructure and requirements for us to connect remotely to your systems.
- We can email documents to a preferred email address.
- How much does it all cost? Once you’ve decided out which dictation system you’re using the cost of outsourcing to Document Direct is based purely on the amount of dictation sent to us. We base our charges on the length of the recordings and have just one standard rate, regardless of priority or urgency. We produce a report which totals your dictations and forms the basis of our invoice. Our reports can be as detailed as you wish and can even include a client reference so you can assign your typing charges as a disbursement to client files.
Cost = number of minutes x £1.30
You may have lots of questions still unanswered in which case don’t hesitate to drop me an email or give us a call.
UK outsourcing can’t be affected by this …
December 30, 2008
It’s easy to assume that all of our digital communication is transmitted through space, the ether, via mobile telephones, wi-fi, GPS, GPRS. Eventually, though, it has to come back down to earth and it’s transmitted further via cabling systems to our servers.
A story in The Times has made me very grateful that our servers and ISP is hosted on-shore. Who would have thought that half a continent could go offline because of one broken under-sea cable?
How many businesses are are affected because they choose to outsource off-shore?
The latest solicitors to outsource dictation
November 18, 2008
Goodmans Solicitors are the latest law firm to use outsourcing to save overhead and increase the profitability of their work.
Lynn Evans, Practice Director, says “We’re making the most of our investment in the digital dictation system we have installed and outsourcing to Document Direct has helped the business run smoothly during times of staff shortage and heavy workloads.”
Law practices are making small changes can have huge savings, often slashing overhead by as much as 50%. Investing in a digital dictation system doesn’t have to be expensive as we can give our clients our dictation system free of charge.
Read more client testimonials here.
Nationwide Solicitors Alliance grows
October 31, 2008
We’re delighted that the Nationwide Solicitors Alliance is growing. The latest firms to sign up to the Alliance are Kelly & Co in Leeds, Edward Hands & Lewis in Loughborough and Binghams in Leicester.
Tracy Thompson and Steve Battarbee are presenting the Alliance to Surrey law firms at an event in Cobham on 10th November.
All Nationwide Solicitors Alliance members receive 10% discount from Document Direct’s outsource typing services.
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