6 Ways To Get The Most From Your Digital Dictation System

6 Ways To Get The Most From Your Digital Dictation System

If you have a dictation system already, or perhaps considering an investment, these 6 tips will help you drive efficiency in your practice. 


1 Know your turnaround time

Did you know that a slow turnaround time STOPS people using the dictation system because they think it’s faster to do it themselves?

We measure the turnaround time from when a task becomes available to the secretary until it’s completed and the document is returned to you.  This takes into account any time that your work is stuck waiting in a queue.    

Some dictation systems produce a report that measures turnaround from the time a typist picks up a task and completes it.  This is only helpful as a comparison of speed of typing.  It doesn’t take account of the time your task has been sat waiting in a queue. 

Get in touch if you want some help with analysing your reports.

2 Get your notes typed up

The obvious use is audio transcription, but there’s a difference between transcribing notes and completing a form, or creating a report from a precedent.  Speech recognition software can give you a basic transcript (if you don’t mind correcting the errors) but humans can follow complex instructions and can work intuitively to give you what you need.  

If you’ve never used dictation before, think of it as telling a story or leaving a voicemail.  There’s no need to dictate punctuation as experienced secretaries will understand you and will punctuate with accuracy without changing the meaning of your sentences.

3 Send a voice instruction

Sending a voice note with instructions through the dictation system is an efficient way of alerting your support team to a new task in their work queue.  It’s more secure than email as you can quickly pass on explanatory information.    Did you know you can attach a document too?  So why not dictate those amendments you need to update your document?

4 Do you need a memory jogger or an audit trail?

How often do you give instructions then forget about them?  The task list in your dictation workflow system has multiple uses.  It gives you a visual reminder of what work is waiting to be done or has been completed.  It’s also a great way to monitor quality of the work produced.  The fact that every action is logged in a database we can see when the work arrived, who actioned it and when and if there was any query noted in the task. 

5 Analyse your costs and keep control of them!

How do you know if you’ve got a fast or slow typist?  Dictation workflow systems have reports to help you categorise and analyse your tasks and put a cost to them.  Did you know you can find out what the cost per dictated minute is from your reports? You can also analyse your average turnaround time to have work completed. 

6 Assign costs to a client file

Admin support is usually an overhead in a business but there are sometimes cases where the costs of certain tasks can (and should) be passed directly to your client to bear.  Release yourself from your overhead burden and ask for your documents and typing costs to be added to a client or matter file.  The digital dictation workflow system accurately produces reports and costs broken down to a matter reference.

What Our Customers Think

The work is completed accurately, with a choice of turnaround times and over extended office hours.

DGB Solicitors

They simply get the job done and they work around the clock too. We’ve saved salary and temp costs in our business by outsourcing the typing.

Child Law Partnership

They are the prime outfit for outsourced document
Open Plan Law

Robin Torr
30. May, 2022.
This was the first time I've used… This was the first time I've used Bluebird but it won't be the last. The whole process from start to finish was painless. The PA's appointed to undertake my work new the case management system I worked on, which made it so much easier when giving instructions (as I didn't need to break it down into baby steps). The accuracy of the typing was first rate, as was the speed of turnaround. First class service.
Dorigen Sykes
25. April, 2022.
Excellent service from Bluebird We have recently engaged Bluebird for a document production task. We found them easy to work with, transparent, efficient and friendly. Based upon our experience we would definitely recommend their service.
James G
21. April, 2022.
We used Bluebird for the first time to transcribe an audio meeting We used Bluebird for the first time to transcribe a lengthy professionals meeting - they were detailed, cost-effective, and could meet the quick turnaround required for these complex care proceedings. We would certainly recommend using Bluebird. - James G, works for a Local Authority.
H Grady
21. April, 2022.
Excellent Court bundle and typing… Excellent Court bundle and typing service with 100% accuracy and super efficient with turnaround within a couple of hours! really impressed for my fast paced legal practice.
matthew pecoraro
20. April, 2022.
Exceptional experience on multiple… Exceptional experience on multiple occasions. I wouldn't look anywhere else for transcription services. Jayne and co are experts.
Sasha Nerozina
10. February, 2022.
Absolutely brilliant Absolutely brilliant! Professional, excellent in detail, precise, fast and cost effective. I am a litigant in person responsible for producing the bundle for the Tribunal. I have no idea how I could have dealt with this huge task without Bluebird. Jayne and Julie were supportive and helpful throughout. Thank you very very much!
Catherine Lockett
21. January, 2022.
Your investment in Bluebird Support Services' time and expertise will pay you dividends... I highly recommend! I have been working with Leanne from Jayne’s team whilst she has re-formatted at least a dozen complex template documents for me so far, and there are more to do as well. My document nightmare has turned into an administration dream – gone are the tedious and time-consuming checks that I had to do. I can now do in a few minutes what would have taken me hours to do previously, with far more confidence in the end result for my clients. If you use templates or any legal documentation in your business, I can’t encourage you strongly enough to pass them by a member of Jayne’s team. Your relatively small investment in their time and expertise will definitely pay you dividends. I would highly recommend!
Sara Barrie & Associates
27. August, 2021.
Bluebird - my go to support service From audio transcription of interviews, setting up templates for better self proficiency to expertise with social media support and scheduling, Jayne and the team at Bluebird are my go to support service. Experts, encouragers, supporters, accurate, on time and within budget. What's not to like? Definitely recommend Bluebird.
24. February, 2021.
Couldn't be happier... Have recently started using Bluebird after years of reluctance to outsource transcription. Really delighted with the quality, accuracy and speed of their work. We fully intend to increase our use of Bluebird's services. Ian McKenna, O'Donnell McKenna, Solicitors
5. February, 2021.
Bluebird - top at what they do Have worked with Bluebird for years. I have absolute confidence in their reliability, quality and speed. they are also excellent at making suggestions that improve the quality of our documents. I wouldn't work any other organisation.