What do you have to consider when introducing transcription software?

Transcription software what to look for — the most important points

‍Technical progress is constantly progressing and is already simplifying our everyday lives in many areas. Many industries benefit in particular from AI transcription of meetings, as this eliminates many time-consuming activities. The catch: There are a lot of providers in the area of AI transcription. So you're spoilt for choice when it comes to choosing transcription software. So the key question is “What do transcription software pay attention to?” We will answer these and other questions for you in this article.

1. Transcription software comparison: Know your needs

To the right transcription software To be able to choose, you should first and foremost know your own needs. This already limits the number of possible software solutions and allows you to concentrate on a few selected providers.

Some well-known software solutions specialize almost exclusively in AI transcription. Others, on the other hand, are setting further accents: For example, towards AI assistance or task management. The possible integration with other software solutions can also be very differentiating. So think carefully beforehand about what you really need.

2. Transcription software: What do you have to pay attention to?

‍As mentioned above, your individual needs decide what is important to you when it comes to transcription software. Nevertheless, in discussions with customers, we repeatedly hear points that almost always serve as a basis for decision-making. We will present them to you below.

2.1. GDPR-compliant transcription software

‍Since transcription further processes spoken content and sensitive data, data protection should be guaranteed. Your transcription software should therefore comply with the requirements of GDPR or the GDPR hold. With European or German providers, you're on the right page here.

‍Key questions:

• How and where is my data processed and stored?
• Is there appropriate encryption to secure my data?
• Is the provider GDPR or GDPR compliant?

2.2. Transcription quality

The quality of AI transcription software is primarily characterized by how precisely it can turn a meeting into a written transcript. What is important here is how well the software recognizes dialects or technical terms and how much background noise influences transcription. Speech recognition at international meetings is also an issue.

‍Key questions:

• Is it possible to create a user-defined vocabulary?
• Does the software recognize accents and dialects?
• How many languages are supported?

2.3. Price/performance ratio of transcription software

An important point when choosing transcription software is that value for money. The different providers have different pricing models. Some already offer all features in the basic function and the price varies based on the minutes or meetings transcribed. However, the standard version is often a bit more expensive here. Other providers offer a bit more flexibility — the basic versions are cheaper and you only pay for additional features when you really need them.

‍Key questions:

• Are there different pricing models?
• How many meetings do I have in a year?
• Starting at what price can I have an unlimited number of meetings or minutes?
• What additional features do I still need?

At this point, we can always mention: A free demo and/or trial phase can save you a lot of research work. If you need the AI transcription software purely to log or post-process your meetings, you can use our Software Sally Start from just 8 euros a month.

2.4. Transcription software further features and connection options

Many providers already offer comprehensive AI transcription in their standard version. For medium-sized to larger companies from certain industries, additional features and connectivity options can influence the purchase decision. An additional feature can be, for example, the analysis of sales calls.

‍Key questions:

• Which other software solutions am I already using? How is the link possible?
• Why do I need AI transcription software?
• Do I need additional features beyond AI transcription? If yes, which?

3. The right transcription software: search tips

Choosing transcription software is like buying a car. You may want to look at different models and test drive a few of them before you decide. So see which software solutions offer a free trial period and simply try them out. You will quickly notice which provider meets your exact needs.

But you can also start one step earlier. Google searches for the keywords “transcription software comparison”. You can find countless articles on the Internet that compare various software solutions. We have already compared our Sally software with many popular providers, such as Zoom Companion, Copilot or Tucan. You can also find several articles about the topic there Transcription software and tips for use. Feel free to read it!

4. Transcription software: Experience is invaluable

The question “What is important for transcription software?” It's not that easy to answer. There are the cornerstones mentioned above that you should always keep in mind. The quality, price/performance ratio and features determine how well you can integrate the software into your workflow. But data protection is also an issue that you should have on your list.

In the end, you should do good research and focus on a maximum of three providers, which you then test in your practice. Only individual experience will help you with this question. For you, that means you have to invest time. After that, you have to ask yourself the question “What do transcription software pay attention to?” But don't ask anymore.