Transcription for Research: A Comprehensive Guide

Transcribing for research is a meticulous process that requires accuracy, attention to detail, and thorough preparation. That’s the level of detail qualitative research demands!

This guide will walk you through the essential steps and best practices for creating high-quality transcripts, ensuring that that qualitative data is both reliable and insightful.

Understanding the Basics of Transcription

Types of Transcription and When to Use Each

There are 3 types of verbatim transcription used in qualitative research:

• True Verbatim: Captures every spoken word exactly as it is said, including fillers, false starts, and non-verbal sounds. This type is best used for qualitative research that requires a detailed analysis of speech patterns, pauses, and emotions, such as in-depth interviews and oral histories.
• Standard Verbatim: Captures spoken words with some editing to remove unnecessary fillers and false starts. It balances detail and readability, making it ideal for most qualitative research projects, such as focus groups and semi-structured interviews, where accuracy is important but excessive detail can be distracting.
• Intelligent Verbatim: Focuses on the core message, removing unnecessary words, fillers, and non-verbal sounds for clarity. This type is suitable for research reports, thematic analysis, or any context where the essence of the conversation is more important than the exact wording, ensuring the transcript is clear and easy to read.

Choosing the appropriate type of transcription depends on the specific needs of the research and the importance of capturing every detail versus focusing on the main points.

Role of Research in Transcription

Research is a critical part of transcription, i.e. research for correct spellings of names, places, technical terms etc.

The accuracy of a transcript can vary greatly depending on the thoroughness of research done For e.g., take a look at this paragraph from the oral history of  Dr. Erwin L. Hahn:

Well, I was destined somewhat to be a particle physicist in that I had started with Kerst as a graduate student developing a power supply, of various kinds, devices to power high current ignitrons and things of that sort, to power his betatron. At that time, we had a 20 MEV and a 50 MEV betatron that were developed, and I was sort of stuck, I thought, in being an electronics technician. Now, he may not like that but that was the truth. And I wanted to do some physics. Now, I started to do some physics with Bob Koch. He’s the retired director of the American Institute of Physics.

To transcribe these 110 words, one needs to know:

1. Who was Kerst (Donal William Kerst) and how did he spell his name?
2. What are ignitrons and betatrons?
3. What is the correct way of writing MeV — MeV, MEV, M.e.v or Mev?
4. How does Bob Koch spell his last name (Koch or Kotch)?

Typing phonetically, Kerst could become Kurst, ignitrons could become ignetrons and Koch could become Kotch!

To find out the correct spellings one needs to do proper research (which means that a minute or two of recording could actually take up to 30 minutes to transcribe).

Proper research ensures that your transcripts are accurate and reliable, maintaining the integrity of your qualitative data.

Preparing for Transcription

Proper preparation is essential for efficient and accurate transcription. This includes selecting the right tools (such as quality headphones and transcription software) and setting up a quiet, comfortable workspace. Familiarize yourself with the audio before starting to transcribe. For detailed preparation tips, see our comprehensive guide on setting up for transcription.

Research Transcription Process: Step-by-Step

Transcribing for qualitative research requires meticulous attention to detail and a methodical approach. Professional transcribers develop their own process over time, but here’s a step-by-step guide for those getting started.

1. Start with a Rough Draft

Begin by creating a rough draft of the transcription. This initial pass should focus on capturing the main content without worrying too much about perfection. Play the audio at a slightly slower speed if necessary, and type out what you hear. Don’t worry about every single filler word or minor pause; the goal here is to get the bulk of the content down.

Tips:

• Use transcription software to create a good first draft.
• Then use good playback tools with adjustable speed and easy keyboard shortcuts to refine the transcript.
• Don’t get bogged down by difficult sections; you can revisit them later.

2. Speaker Identification

Accurately identifying and labeling speakers is crucial, especially in focus groups and interviews with multiple participants. Consistently label each speaker to avoid confusion and ensure clarity in the final transcript.

Techniques:

• Assign labels (e.g., Interviewer, Participant 1, Participant 2) as soon as a new speaker is identified.
• Use timestamps to mark the beginning of each speaker’s contribution.
• For overlapping conversations, use annotations like [overlapping], or [crosstalk].

3. Detailed Transcription

Once you have a rough draft, go back and refine the transcription. This involves listening to the audio multiple times to ensure accuracy and capture nuances. Pay close attention to non-verbal cues, such as laughter, pauses, and tone changes, which can be important in qualitative analysis.

Steps:

• Replay difficult sections to clarify any ambiguities.
• Correct any spelling and grammatical errors.
• Insert non-verbal cues in brackets (e.g., [laughter], [pause]).
• Ensure technical terms and jargon are accurately transcribed by researching them if necessary.

4. Using Timestamps

Timestamps are essential for qualitative research as they allow researchers to easily locate specific parts of the audio. They are especially useful when dealing with long recordings or when the transcription will be used for detailed analysis.

Guidelines:

• Insert timestamps at regular intervals (e.g., every minute) or at the start of each new speaker.
• Use the format [00:00:00] (hours:minutes) for clarity.
• For sections that are particularly important or unclear, add additional timestamps for easier reference.

5. Handling Non-Verbal Cues and Background Noises

Non-verbal cues and background noises can provide context that is crucial for qualitative research. Accurately noting these elements helps preserve the integrity of the conversation and provides additional layers of meaning.

Approach:

• Use square brackets to denote non-verbal cues (e.g., [sighs], [long pause]).
• Note any significant background noises that could affect the interpretation of the audio (e.g., [phone rings], [door slams]).

6. Proofreading and Editing

Proofreading is a critical step to ensure the final transcript is free from errors and inconsistencies. This stage involves a thorough review of the transcript, comparing it against the original audio to verify accuracy.

Process:

• Read through the entire transcript to catch any typographical errors or inconsistencies.
• Listen to the audio again while reading the transcript to ensure nothing was missed or misinterpreted.
• Check that all speaker labels, timestamps, and non-verbal cues are correctly placed.

Editing Tips:

• Maintain a balance between readability and accuracy, especially if using Standard or Intelligent Verbatim transcription.
• Ensure the final format is consistent, with clear speaker labels and appropriate line breaks.

7. Finalizing the Document

The final step is to prepare the transcript for use in your research. This involves ensuring the document is properly formatted and ready for analysis.

Steps:

• Format the document according to your research or client guidelines, including any specific formatting requirements for headings, paragraphs, and speaker labels.
• Double-check that all necessary information, such as timestamps and non-verbal cues, is included and correctly placed.
• If required, provide a summary or key points at the beginning or end of the transcript.

Final Check:

• Ensure confidentiality by removing any identifiable information unless consent has been obtained for its inclusion.
• Save the final document in a secure format, such as PDF, to prevent unauthorized changes.

By following these steps, you can produce high-quality, accurate transcripts that will be invaluable for your qualitative research. Transcription is a time-consuming process, but with careful attention to detail and a systematic approach, you can ensure your transcripts are a true reflection of the recorded material.