{"id":755,"date":"2022-07-08T00:11:16","date_gmt":"2022-07-08T04:11:16","guid":{"rendered":"https:\/\/thatwhitepaperguy.com\/?p=755"},"modified":"2023-05-11T12:16:50","modified_gmt":"2023-05-11T16:16:50","slug":"tips-on-voice-recognition-software","status":"publish","type":"post","link":"https:\/\/thatwhitepaperguy.com\/tips-on-voice-recognition-software\/","title":{"rendered":"Tips on using dictation software to write"},"content":{"rendered":"
If you’re fast, you might get 60 words a minute.<\/strong><\/p>\n But you can talk at something like 150 words a minute: 2.5 times that fast.<\/p>\n That’s why I love dictation software: it can capture my thoughts much faster than I could ever type.<\/p>\n I’ve used it to write articles, book chapters, hundreds of e-mails, and major chunks of white papers.<\/p>\n Over the years, I’ve seen voice recognition\u2014aka “speech recognition” or\u00a0 “dictation”\u2014get better and better.<\/p>\n Today it’s superb. And it’s something every marketer and every writer should use.<\/p>\n Because dictating to your PC will save you time. Guaranteed.<\/p>\n And now it’s free, built into Word, Google Docs, and your phone.<\/p>\n To help you get started, here are 10 tips I’ve learned in decades of using speech recognition.<\/p>\n Plus, scroll down to tip #3 for a free cheat sheet of how to dictate punctuation and special characters into Word.<\/p>\n Free speech recognition is now offered by Apple, Google, and Microsoft.<\/p>\n You can get free dictation apps on Android and iPhones and in Chrome, Edge, and Firefox browsers.<\/p>\n You can use dictation in Google Docs with Chrome by selecting Tools > Voice Typing.<\/p>\n And any subscriber to Microsoft 365 gets Dictation built into Word and PowerPoint.\u00a0So does anyone using the free Web version of Word.<\/p>\n Now that it’s free, there’s no reason not to try it out. To try it in Word, click the Dictate button on the ribbon and start talking.<\/p>\n <\/p>\n A quality microphone is vital for good speech recognition. So maybe it’s time for a new headset.<\/p>\n Expect to pay at least $30\u2014and probably more\u2014for a decent USB noise-canceling headset.<\/p>\n And if you spent $99 for an amazing headset you use for the next five years to save you weeks of labor, I’d say that’s an amazing ROI!<\/p>\n Here’s a review of some good choices from Amazon<\/a>.<\/p>\n A better microphone means the software will make fewer mistakes, so you’ll save even more time.<\/p>\n To use speech recognition, you’ll want to know a few basic commands:<\/p>\n New line<\/strong>: This starts a line, just like pressing Enter.<\/p>\n Punctuation<\/strong>: Just say the punctuation you want to include, as in:<\/p>\n open quotes just say the punctuation you want to include period close quotes\u00a0<\/em><\/p>\n If you don’t, you’ll have to add punctuation by hand later.<\/p>\n That will sound strange at first, but you’ll get used to it in a few minutes.<\/p>\n With Dictation in Word, you can easily dictate any common punctuation like a period, comma, question mark, exclamation mark, semicolon, quotes, currency or math symbols… or any of the other special characters shown on this cheat sheet<\/a>.<\/p>\n <\/a><\/p>\n There are dozens more commands you can use to edit, move around your files, and control your computer with Windows or MacOS.<\/p>\n Frankly, I find the mouse fast enough, so I don’t usually bother with those.<\/p>\n But for anyone suffering from a broken wrist or carpal tunnel, or with limited use of their hands, controlling your computer by voice can be a godsend.<\/p>\n By the way, whether you’re working at home on the kitchen table\u2014or back at work in a cubicle\u2014don’t worry about disrupting your office mates or family.<\/p>\n Dictating text to your computer isn’t any louder than talking on the phone.<\/p>\n You may say strange things like, “Hi again comma new paragraph here is the latest draft of your white paper period…”<\/p>\n But hey, if they think that’s weird, that’s their problem.<\/p>\n Dictation reveals our speaking pattern, including all our tics.<\/p>\n So if you’re a rambling speaker who says “um… ah… you know…” every few seconds, you may not like what you see in your transcript.<\/p>\n But if using dictation can help you improve your basic communication style, that’s another side benefit.<\/p>\n It’s certainly shown me how I tend to talk in rambling, unfinished chunks of thought.<\/p>\n So now when I’m dictating, I generally pause between sentences to gather my thoughts on what to say next. Then I try to speak in more or less complete sentences to minimize the amount of rework later.<\/p>\n Sometimes I even say the same sentence twice, the second time more fluently, knowing I can quickly delete the first version as I polish.<\/p>\n Here’s another great use for speech recognition: managing sources.<\/p>\n I’ve done white papers with 100+ footnotes, where I had to type in a sentence or two from each source.<\/p>\n Most of those sources were in printouts with a sentence or two highlighted on a particular page.<\/p>\n What a pain to keep all that straight on my desk while I re-typed the text. That could take four hands!<\/p>\n Then I realized there was a better way.<\/p>\n Now I just flip to each source and read in the choice bits at the appropriate spot in my white paper draft. Then I dictate all the citation details.<\/p>\n Meanwhile, my hands are free to sort through my notes and file away all my sources in good order.<\/p>\n So far I’ve talked about everything you can do to use computer dictation effectively.<\/p>\n Now for a few “don’ts” to cover a few things I don’t believe work very well yet.<\/p>\n A mobile dictation app can be fine for recording a few thoughts or sending a quick reply to an email.<\/p>\n But seriously, will you ever dictate a white paper into a smartphone?<\/p>\n Me neither.<\/p>\n To write long-form content, most people really need a bigger screen and a less turbulent environment.<\/p>\n So you’ll most likely want to use dictation in your office on your PC, not on your phone or tablet.<\/p>\n <\/p>\n If only some app could record and transcribe everyone on a Zoom.<\/p>\n Then we could sit back, sail through an interview, and get crisp, perfect transcriptions delivered to us.<\/p>\n Writers often ask me if that’s possible.<\/p>\n And I have to say we’re not there yet, for several reasons:<\/p>\n Some day, I’m sure, we will get to perfect automated transcription of multi-voice calls. But I believe that day is still some time away.<\/p>\n For example, services like\u00a0Rev.com<\/a> and otter.ai<\/a> can produce automated transcripts of Zoom calls… but the results are jammed with mistakes and groaners.<\/p>\n I find the results still too crude to produce any quotes I can actually use in a white paper. But we’re getting there.<\/p>\n Using dictation can shave some serious time off your first draft of any long-form content.<\/p>\n But after that, you’ll still have to do the regular rewriting and polishing.<\/p>\n No app can replace the need for rigorous thinking, solid proof, and persuasive arguments. Or for polishing and re-polishing your content.<\/p>\n As a white paper writer, you still have to provide all those essential ingredients. And that’s as it should be, right?<\/p>\n <\/p>\n Another name for automated dictation is voice-to-text.\u00a0But consider the reverse: text-to-voice.<\/p>\n That’s already included in your computer… and it makes a wonderful tool for writing a white paper.<\/p>\n Text-to-voice is a great way to check a draft white paper and listen for any passages that sound rough or wordy.<\/p>\n Whenever I do this, I instantly hear places where I can delete words, smooth out rough phrasing, or make a sentence shorter and crisper.<\/p>\n <\/p>\n In Word<\/strong>, select the Review tab of the Ribbon, and then click Read Aloud.<\/p>\n You can adjust the default voice and speed to be more to your liking.<\/p>\n Sure, all the voices sound a little bit robotic. My favorite voice is “Samantha” speeded up a little faster than halfway so it sounds fairlyhuman.<\/p>\n I don’t use dictation every day for every project. But I love having it available as a “secret weapon.”<\/p>\n Whenever I need to pump out a quick first draft, or even deal with an avalanche of e-mail, I’ll likely pop on my headset and start talking into my computer.<\/p>\n And now that industrial-strength speech recognition is available right in Word, you really owe it to yourself to try it.<\/p>\n<\/h3>\n
Dictation has been my “secret weapon” for 30+ years now!<\/h3>\n
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Dictation tip #1: It’s everywhere and it’s free<\/h3>\n
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Dictation tip #2: Get a good headset<\/strong><\/h3>\n
Dictation tip #3: <\/strong>Learn the basic commands<\/strong><\/h3>\n
Dictation tip #4: Don’t worry about disrupting others<\/strong><\/h3>\n
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Dictation tip #5: Think before you speak<\/strong><\/h3>\n
Dictation tip #6: Use dictation to avoid retyping sources<\/strong><\/h3>\n
Dictation tip #7: Forget mobile apps for long-form writing<\/strong><\/h3>\n
Dictation tip #8: You can’t get everyone on a Zoom\u2014yet<\/strong><\/h3>\n
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Dictation\u00a0tip #9: No app can write a white paper for you<\/strong><\/h3>\n
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Bonus tip #10: Have your computer read your draft to you<\/h3>\n
Conclusion: Try dictation now!<\/h3>\n