Comparing Dictation and Transcription: Key Differences and Benefits

Differences of dictation vs. transcription, with a microphone and sound waves for audio processing.
Dictation or transcription? Discover how both elevate your workflow with unmatched accuracy.

Transkriptor 2024-01-17

Dictation is the act of expressing verbally what is said about a subject in order to put it into writing. Transcription is the conversion of spoken words or audio content into writing. Dictation is a process used in different fields such as journalism, medicine, law, and business environment. Dictation and transcription enable the spoken words to be converted into writing.

Thus, what is said is translated into text by a dictation machine without the need for any manual operation. Dictating involves the speaker articulating their thoughts, ideas, or information in a clear and structured manner, facilitating accurate conversion into written text during the transcription process. The most important difference between dictation and transcription is the transmission process. Dictation is the conversion of what is spoken into writing, whereas transcription involves converting an audio recording into written form.

Dictation and transcription are able to be used for many different purposes. Transcription plays a crucial role in the medical field, particularly during the process of obtaining patient histories, as well as in the legal domain, where it is employed to accurately record statements and court hearings. Journalists have the ability to expediently transcribe their interviews through the utilization of a dictation machine.

What is Dictation?

Dictation is the recording of spoken words by transcribing them into writing. Dictation is a method used in teaching reading and writing in education. People also use speech recognition software in everyday tasks such as sending text messages, setting reminders, or searching the web using voice commands.

Dictation is related to the writing system called shorthand. Dictation and transcription system is one of the most used shorthand writing systems. Speech recognition technology made major strides in the 1970s, thanks to interest and funding from the U.S. Department of Defense.

The vocabulary of voice recognition increased from a few hundred to several thousand words. Computers with faster processors developed and voice dictation software became available to the public in the 1990S.

How Does Dictation Work?

Dictation works by transcribing spoken expressions into text using voice recognition technology. Voice recognition technology performs dictation by incorporating various technologies. Machine Learning and Deep Learning are some of the most used technologies. First, the sound is recorded with a microphone, and machine learning separates its sound into words and sentences with language models. Thus, the transfer of the expressions in the speech is completed. Lastly, the transmitted text is divided into sentences by artificial intelligence and the transcription of the speech is prepared.

Medical dictation is the method used in medicine when taking anamnesis from the patient. It has been used by doctors for a long time to detect the disease. Smartphones stand out as the best dictation and transcription equipment today. Dictations are conveniently performed through the utilization of transcription programs that are available to download onto both iPhone and Android phones.

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What are the Uses of Dictation?

The use of dictations are listed below.

  • Medical Transcription: Doctors and healthcare professionals provide evidence for treatment by recording patients' disease history and information.
  • Note Taking: Dictation is used by students to record lectures, study for exams, and prepare study notes.
  • Interviews and Research: Researchers and recruiters record their interviews.
  • Business Communication: Notes are taken on what is said in business meetings, what will be done in the next meeting, and handover procedures.
  • Legal Process: In court cases, during the examination of witnesses and the taking of their statements, what is recorded through dictation is documented. Recording legal statements with a transcription application saves time.
  • Subtitles: Dictation is used to convert speech in movies into subtitles.

What Industry Uses Dictation?

The industries that use dictation are music, media, business, and education. Journalists and reporters use dictation to transcribe interviews, capture field notes, and draft news stories. Dictation is important for transferring notes of business meetings.

Dictation transcribes meeting records and puts them into writing. Transcribing meeting notes and working plans makes things easier. Education, like the business and media sectors, is one of the areas. Students are able to quickly transcribe lecture recordings and conferences into notes.

What is the Purpose of Dictation?

The purpose of dictation is converting spoken words into written text efficiently and accurately. Modern dictation software and technologies have advanced speech recognition capabilities, enhancing the accuracy of transcribed text and reducing errors associated with manual data entry. Voice recorders, smartphones, and computers are used as dictation and transcription equipment. The purpose of dictation is to transcribe spoken expressions accurately and effectively. With transcription dictation, real-time conversations are quickly transferred to writing.

What is the Best Dictation software?

The 3 best dictation software is listed below.

  1. Transkriptor
  2. Google Speech API

The dashboard of Transkriptor showing features, as a dictation software.
Transkriptor to streamline writing process with advanced dictation tool.

Transkriptor is available in Android, Apple, and Web versions. It quickly converts audio files of different formats into text.

Google Speech API recognizes multiple languages ​​and accents and converts them into text. is an application for automatically creating transcripts and taking notes. Transcribing dictation is also available in the free version.

Google Speech API, Transkriptor, and are the best dictation software . Users are able to choose between them based on their needs.

What Situations Favor Dictation over Transcription?

Dictation is preferred over transcription to transcribe words that are difficult to say or in environments where voice recording is not possible. The recording of audio becomes difficult in situations necessitating the protection of personal data. The use of dictation facilitates the process of manual transcribing in some instances. Dictation is additionally used in education to teach reading and writing. Dictation is a tool employed in the context of speech problems, word spelling, and learning a new language. Dictation is preferred over transcription in customer service when delivering names and addresses.

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Harness the power of speech recognition to bring your words to life instantly and accurately.

Is Dictation the Same as Speech Recognition?

No, speech recognition, unlike dictation, includes features such as voice-controlled systems and acoustic analysis of the voice. Dictation is essential in converting voice to text. Speech recognition is used in mobile applications, navigation, and security systems.

What is Transcription?

Transcription is the recording of voice-transmitted expressions in writing. Transcription allows for the writing down and recording of conversations, meetings, course material, and court minutes. It is possible to convert voice to text with transcription software developed with artificial intelligence.

Dictation definition has similar meanings to transcription. Dictation and transcription services perform identical tasks. Transcription begins after recording the audio.

How Does Transcription Work?

Transcription works with voice recognition and artificial intelligence technologies. Transcription consists of 3 stages: audio recording, analysis of the audio file, proofreading, and formatting.

First, the sound is recorded with a digital voice recorder for dictation and transcription. The recorded audio is then converted to an audio file format. The audio file is converted into words using artificial intelligence and language processing models through dictation services.

Second, the sound is transformed into text by taking into account the rules of spelling and punctuation. Third, the transcription text is reviewed manually. Lastly, the proofreading stages come to the stage.

What are the Uses of Transcription?

The uses of transcription are listed below.

  • Business: It makes it easier to implement the outcomes of the meetings and planning.
  • Education: Dictation and transcription for converting audio into text from lecture recordings and videos effortlessly create quick notes.
  • Media: People use transcription in the media industry for editing interviews, creating news texts, and creating subtitles from audio recordings.
  • Research: Word analysis and transcription for emotion detection are very helpful in studies or research. It becomes easier to detect the emotion in the audio file and analyze the words used with language processing models.
  • Medical Records: Transcription is helpful in taking patients' anamnesis and disease history and turning them into an index.
  • Podcasting: Dictation and transcription turn podcasts into subtitles on YouTube or to transcribe.
  • Language Learning: People use dictation in language learning for correct pronunciation and vocabulary learning.
  • Accessibility: It is easy for deaf and hard of hearing individuals to listen to audio files by converting them into text through transcription.

What Industry Uses Transcription?

The industries that use transcription are media, reporters, journalists, legal, lawyers and so on.

Transcription is frequently used in the preparation of case reports in law. What is said must be transcribed and recorded. For this reason, case officers record what is said in the case. Nowadays, transcription is frequently used in fields such as business and research. While conducting market research in businesses, interviews are held with customers. Business strategy is determined according to the outputs of this research. Researchers use transcription for analysis when conducting qualitative research. It can take a long time to put what is said into writing. With transcription software, it has now become easier to transcribe what is said within seconds.

What is the Purpose of Transcription?

The purpose of transcription is to convert audio into text. It makes it easier to transcribe speech into text in cases, interviews, and qualitative research.

Some software companies, such as Transkriptor, use voice recognition technology to distinguish who speaks in conversations. It makes transcribing audio recordings involving multiple speakers, such as meetings and conferences, into notes easier.

What Situations Favor Transcription over Dictation?

Transcription software is used when fast transcription is required instead of dictation. Transcription is more effective than dictation in converting online meetings, video recordings, and digital audio files into text.

Many of the best transcription software have integration with different applications. Machine transcription uses many technologies provided by artificial intelligence, such as natural language processing models.

What is the best transcription software?

The best transcription software is Transkriptor. Transkriptor as a best transcription software converts audio content from meetings and movies into written text. Translating the transcription output obtained from Transkriptor into many languages is also easy.

What are the Key Differences between Dictation and Transcription?

The key differences between dictation and transcription are listed below.

  1. Live vs. Pre-recorded: Dictation is a live process where the speaker speaks.
  2. Applications: Dictation is often used for creating documents, emails, or text messages quickly and efficiently.
  3. Input Source: The input source for dictation is live speech, typically involving a person speaking directly to a transcription tool. The input source for transcription is pre-recorded audio, such as interviews, meetings, or audio files.

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Is Dictation more Accurate than Transcription?

No, dictation is no more accurate than transcription. Errors occur even in authentic human dictations. Most stenographers use the "Gregg Shorthand Dictation" method when dictating. Transcription converts audio into text more quickly and clearly.

What is the Cost Difference between Dictation and Transcription?

The difference in cost between dictation and transcription is that digital transcription is cheaper than dictation. It is also possible to transcribe for free with the trial version of most transcription software. Additionally, using transcription and dictation software will provide faster results.

Dictation and transcription software companies have different subscription packages. The subscription packages offer different pricing depending on usage needs. Thus, customers can receive transcription services at an affordable price by choosing a subscription that suits their requirements.

What is the Difference in Dictation and Transcription Turnaround Times?

The difference between dictation and transcription turnaround times is in favor of transcription. Transcription also uses voice recognition technologies, it is faster than dictation. It also helps to get results quickly by saving time.

In addition, transcription and dictation software that provides transcription services also includes different services with artificial intelligence integrations. Users use artificial intelligence to ask questions and create bullet points with the text results after the transcription process. The dictation process takes place manually, so there is a need for more time for the recording and editing stages.

Frequently Asked Questions

Speech recognition plays a crucial role in both dictation and transcription by converting spoken language into text. In dictation, it facilitates real-time speech-to-text conversion, while in transcription, it processes recorded audio to generate a written transcript.

Yes, there are dictation tools available that also offer transcription features. These tools combine the functionality of converting real-time speech into text with the ability to transcribe pre-recorded audio files.

Yes, advanced transcription software can accurately capture complex technical terms, especially if it has been trained or customized for specific jargon or industries.

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