If you’re looking for a way to save time, increase efficiency, and reduce errors, you’ve come to the right place. In this article, I’ll teach you how to turn your processes into workflows, which you can use to streamline and grow your transcription business.
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Workflows for Transcription
A workflow is simply a sequence of steps required to move from the beginning to the end of a process. Using a recipe to cook a meal is an example of following a workflow. Each step of the recipe must be completed in the right order and in the right way to end up with the right dish. Workflows provide a path to completing any job that requires multiple steps.
Why You Need Workflows for Transcription
Workflows for transcription processes provide several benefits. Personally, the biggest benefit for me is eliminating missed steps. When all of the steps are laid out in order, I can use the workflow as a checklist to make sure everything was done correctly and on time. That brings me to my second favorite benefit, eliminating missed deadlines. Each step in a workflow, as well as the entire workflow itself, can be assigned deadlines. You can also assign individual team members to a step within a workflow or to an entire workflow. This is super helpful when you’re juggling several projects at the same time.
Having your processes laid out step by step in workflows provides structure and consistency to your clients and your team. It’s much easier to delegate tasks when each step is clearly outlined and you have an easy-to-follow roadmap for more complex processes. Additionally, your entire organization will run much more efficiently overall and less time will be spent on things like training and follow-up.
Types of Workflows for Transcription
For my transcription company, I’ve set up the following workflows:
• Administrative Tasks
• Marketing
• Recruiting and Hiring Transcribers
• Onboarding New Hires
• Onboarding New Clients
• Client Relationship Management
• Transcription and Proofreading
My transcription and proofreading workflow is by far the most critical to my small business. In fact, I started this workflow as a freelance transcriber long before I started my own transcription company. For each transcript that needs to be created, I set a deadline, assign a transcriptionist to the job, and provide the transcriptionist with all of the necessary files and a style guide. Then, when the transcriptionist has completed their tasks, the transcript is sent to the proofreader with all of the necessary files and instructions. The proofreader then sends the completed transcript to me to review before I forward it to the client.
We’re working on multiple transcripts for multiple clients, each with its own style guide requirements and deadlines. So, I depend on the transcription workflow to keep track of where each transcript is in the process and make sure the transcripts are done properly and on time. And without this workflow in place from the very beginning, it would have been more difficult and time-consuming for me to scale up as I transitioned from freelancer to small business owner.
How to Create Workflows for Transcription
Creating workflows is not difficult, and you have several options. You could create your own workflows from scratch by writing down all of the steps necessary to complete one process. You could store each workflow in the cloud for easy sharing and updating. I recommend Google Workspace for this so that everyone on the team can easily keep track of the workflows they need.
A second option would be to start with a free template that you could customize to suit your transcription business needs. Try my free Transcription Workflow Template for Trello. Smartsheet also offers free downloadable workflow templates in Excel, Word, and PDF. Additionally, all of the major workflow and project management platforms like Trello, Asana, and ClickUp offer free templates as well.
The quickest and easiest way to implement workflows into your transcription business is to purchase Done-For-You templates created just for transcription services. I’ve turned three of my essential workflows into a Trello template pack, which I’m happy to share with you! The template pack includes workflows for recruiting and hiring transcriptionists, onboarding new clients, and tracking your transcription workflow. The templates can be used with your FREE Trello account and are packed with tips, tools, AI integrations, and other resources for growing your transcription business. Get your Trello Templates for Transcription today!
