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| A FASTER WAY TO COMMUNICATE:
It’s a fact: you speak 7 X faster than you write. All it takes to exploit this for letters, reports and memos is a dictation machine. Text is then originated by the voice.
Dictation is a better way of working. You can quickly produce text, instruct others, store your ideas, rehearse speeches, etc. Compared with writing, more time is spent thinking and less time in producing.
Dictation is easy. But start by reading the points in this guide. The rest is practice. The more you use dictation, the faster you’ll master it.
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BASIC STEPS FOR EFFECTIVE COMMUNICATION WITH DICTATION:
1. How can I use it?
To instruct others, or record thoughts without transcribing them. This may be your first use of a dictation machine. You can dictate messages, points to remember or speeches. When listening back to a speech, you’ll be able to judge how it sounds, and note where change is necessary.
2. Etiquette
When dictating, you are speaking to 2 audiences: the transcriber – probably your secretary – and the person who will receive the document. With practice, you’ll find that you address them in different ways. Be courteous by saying “hello” to your secretary and being friendly as you give instructions.
At the start of your dictation, be sure to say: what the documents are;who they are for;how they should be sent out;if you want to see a draft before it is sent out.
3. Punctuation
Help your secretary by indicating full stops, speech marks, etc. as you become experienced, you can simply indicate punctuation by your tone of voice and pauses. The same goes for emphasis on words: anything that has to be typed bold, in capitals, underlined or emphasized in some other way.
4. Pronunciation
If you are not always clear, spell names and addresses. Or refer to related documents.
Remember not to eat or drink while dictating. A quiet office or environment will also optimize your pronunciation. |
APPLICATIONS FOR DICTATION EQUIPMENT
Here are just a few examples which you can try with your Pocket Memo:
Go through your files and make an inventoryDictate the minutes during meetingsRecord telephone conversationsRecord interviews and meetingsRecord your travel experiencesDictate while you driveHave your sales force use it to report back to your officeAt the end of the day, when your secretary is gone, dictate a list of things to do if you are out the next dayIf you cannot reach your colleague before you go on a trip, dictate the message and leave the tape on his desk. Make a note of things you should not forget if you wake up at nightRecord a good joke you want to rememberGive your secretary a dictation machine to dictate her messages to youRehearse a speech |
TIPS FOR EFFICIENT DICTATION:
Etiquette - Friendliness facilitates the dictation process. You can for example start by saying “hello” and greeting your secretary by name before dictating your text. At the end of your dictation remember to thank your secretary.
Document Instructions - At the start of your dictation define the document type (letter, memo, fax, etc.). Say who it is for and how it should be sent out.
Preparation - Organize the structure for your dictation and gather all other documentation required, such as previous correspondence, tables, etc.
Pronunciation and Spelling - Before you start speaking, it’s a good idea to think of what you want to say to avoid unnecessary “ums” and “ers”.
Spelling alphabet - Foreign words, complicated technical expressions, difficult names, etc. should be spelled out. Always say the word before you start to spell it. |
| A | Alpha | J | Juliet | S | Sierra | | B | Bravo | K | Kilo | T | Tango | | C | Charlie | L | Lima | U | Uniform | | D | Delta | M | Mike | V | Victor | | E | Echo | N | November | W | Whisky | | F | Foxtrot | O | Oscar | X | X-ray | | G | Golf | P | Papa | Y | Yankee | | H | Hotel | Q | Quebec | Z | Zulu | | I | India | R | Rome | | |
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Dictating Numbers - Misunderstandings of numbers can be very crucial. To avoid this dictate numbers always in the way expressed in the table.| O | = | zero - not O | | 1,000 | = | one thousand - not thousand | | 1977 | = | nineteen seventy seven | | 2.18 | = | two point one eight | | 12,700 | = | twelve thousand seven hundred |
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Correction of your text - If you have made a mistake in mid-sentence, stop, rewind to the point where you made the mistake. Then dictate the corrected text. If you know there is a mistake earlier in your dictation, or you want to add a sentence, first finish your sentence or paragraph. Then indicate the place where you need a correction and dictate the new text. If you cannot remember where you made a mistake, your text can always be corrected on the typed draft. Commands after "STOP" - To indicate treatment of a word that is to be underlined, capitalized or typed in bold print, simply say "Stop", and give the desired command. | Stop - | in figures | | Stop - | in capitals | | Stop - | underline type | | Stop - | spelled | | Stop - | in bold type |
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To cancel the command say: "Stop - end of underline", "Stop - end of bold type", etc. If you have lengthy instructions to give, distinguish them clearly from the dictation text by saying "stop" followed by the instructions. Before continuing the dictation text again, say "Text". | Stop - | centered | text | | Stop - | three columns | text | | Stop - | table according to enclosure | text | | Stop - | a column of figures | text |
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CONCLUSION
With dictation, you don’t need a pencil and paper. It enables you to work when you are not at your desk. It allows you to use your time flexibly. While you are driving, traveling, touring a factory or warehouse, or when you are at home, you can work. You become less dependant on your secretary and she can plan her time better.
By creating flexible use of your time, you become a more efficient person who can manage time much better. Your secretary will become more efficient since she can plan her own work and is less dependent on you.
Dictation has proven to save more than 25% of the manager’s time. If you train yourself, you will look back at a worthwhile investment.
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