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Use Your Voice To Streamline Workflow And Optimize Productivity


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This presentation explores dictation and speech recognition options for attorneys/law firms. It also examines the benefits of a digital dictation workflow system integrated with speech recognition.

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Use Your Voice To Streamline Workflow And Optimize Productivity

  1. 1. Use Your Voice to Streamline Workflow and Optimize Productivity A review of dictation and speech recognition solutions for law firms
  2. 2. When you hear the word dictation what comes to your mind?
  3. 3. Do you think of images like the one? Or are you thinking… “Do people still dictate?” Norman Rockwell , Executive Dictating to Stenographer, circa 1925
  4. 4. They do and more should! Dictation has evolved, and the business world has changed tremendously since those days.
  5. 5. Today, business men and women tend to support themselves and often do not have a personal assistant at arm’s reach.
  6. 6. There has been a shift among new generations to cease dictation in lieu of preparing one’s own documentation. Most colleges today do not teach dictation as part of their curriculum.
  7. 7. The result is a lack of emphasis on one of the most effective ways to improve productivity… By leveraging your voice!
  8. 8. The average person speaks at a rate of 150 words per minute and types at a rate of 40 words per minute. If the average person dictates information instead of composing it themselves, production is 3x faster than preparing the documentation oneself.
  9. 9. A Conservative Example Minutes per day composing typed documentation: 30 minutes Typing rate: 40 words per minute Words composed in 30 minutes: 1200 (30 minutes * 40 wpm) Dictation rate: 150 words per minute Time required to dictate 1200 word composition: 8 minutes Time saved: 22 minutes per day Work days per year: 260 Time saved per year: 95 hours (260 days x 22 minutes/day) 95 Hours Per Year, Per Staff Member Now Available for Billable Tasks! * The average person may type at a rate of 40 words per minute, but when composing as you type, productivity is much less than that.
  10. 10. If the loaded cost of a secretary is $100/hr accounting for salary and overhead expenses (such as office space and operational costs)… Why would a good manager want to make their lawyers billing $200+/hr responsible for typing and properly formatting documents? THEY WOULDN’T!
  11. 11. Firms today are under pressure: Competitive pressure to minimize the time it takes to turn around information Pressure to boost profits
  12. 12. Growing Challenges in the Legal Environment • The time and cost involved in documenting case and client information continues to grow • Traditional reliance on administration staff and outside transcription services drags down productivity and profits • The unwieldy documentation process means longer work days, but fewer billable hours
  13. 13. It is inefficient for attorneys to be so heavily involved in administrative tasks. You have billable fees to think about. Those hours pay you to think, apply law and work directly with your clients. Those hours do not pay you to shuffle paperwork and be immersed in back-end documentation.
  14. 14. When attorneys are alleviated from the hassle of completing this documentation, they have more time to acquire new work, increase their billable time and serve their clients better.
  15. 15. What would your attorneys do with more time?
  16. 16. Now that we’ve made a case for dictation, let’s take a look at traditional dictation methods of the past compared to today’s technically advanced dictation methods.
  17. 17. Analog Tape Limitations • Subject to loss (loss of client information) • They break • One tape = several projects • Difficult to identify specific jobs on each tape • Hold up the document turnaround process
  18. 18. The Digital Advantage Wide array of input device options (i.e. digital handheld device, PC dictation with speech microphone, Windows Mobile, Nokia or BlackBerry Smartphone devices) Direct routing for transcription from anywhere on job-by-job basis Easy editing and insertion of voice into files Better sound quality Mobile freedom – make productive use of non- productive time
  19. 19. Basic forms of digital dictation (without a workflow platform) require you to hand off the data to the person doing the work. Many people use email to send the work but that does not provide you any security.
  20. 20. A basic digital dictation system doesn’t enable managers and users to clearly identify: backlogs of work who is working on specific jobs information on support staff efficiency the promotion of priority jobs Nor does it support the option to manage and reroute work quickly or efficiently.
  21. 21. Digital Dictation + Workflow Help you overcoming issues associated with: The inability to monitor productivity, track down job status and reallocate to an available resource The inconvenience of manual allocation of tapes and files throughout the organization The high costs for tape and unit replacement The need for remote dictation and transcription with improved document turnaround time.
  22. 22. Advanced dictation systems of today have automatic routing capabilities. Imagine having the ability to instantly know how many dictations are pending for completion. Imagine having the ability to know who is working on what. Imagine having the ability to configure a system that can identify and remedy bottlenecks in the production process. With an advanced digital dictation workflow management system it is all possible.
  23. 23. Speech Recognition The average person can speak 3 times faster than he or she can type! When that individual is composing text while typing, speech productivity is even greater. This fact not only makes dictation a viable work method but it demonstrates that transcribing dictation from scratch is time consuming, not to mention costly.
  24. 24. Speech Recognition: • Speeds documentation turnaround • Eliminates transcription bottlenecks • Frees staff members to focus on billable work • Increases efficiency and profitability across the enterprise
  25. 25. Speech recognition comes in two forms: front end (client side speech recognition) back end (server side speech recognition) Server-Side Speech Recognition Client-Side Speech Recognition With some vendors you have the ability to choose the method that works best for you, or take advantage of a combination of both
  26. 26. With client-side speech recognition, recognized text can be viewed, edited and corrected at your work station for ‘on the fly’ document creation and completion. With Server Based Recognition, the speech recognition process is carried out at the server level with no interaction with the speaker. Server Based Recognition uses the appropriate recognition profile and dictionary to substantially increase the recognition rate.
  27. 27. Server Based Recognition “Training” the speech engine with adaptive technologies allows a typist’s corrections of the recognized text to be submitted back to the speech server, thus enabling an ongoing improvement in speech recognition rate! As a result, your staff does not need to transcribe the document, but instead, proofread the recognized text, correcting any errors as they go.
  28. 28. Software Solutions
  29. 29. WinScribe Digital Dictation Workflow Management Software WinScribe is a software-based digital dictation, transcription and workflow routing solution empowering thousands of organizations globally to take better control of their document management, dictation and transcription needs. Because WinScribe uses digital files instead of tapes to transport dictation your work can be sent for transcription instantly from any location with internet access. Dictate and send your job using multiple recording options including your PDA, BlackBerry, PC or notebook, digital handheld device, cell phone, touchtone telephone or VoIP phone. WinScribe also allows you to monitor the status of your work from anywhere. You are able to retrieve jobs for review and editing or download completed jobs which can include the transcribed document.
  30. 30. WinScribe’s Key Features: Remote access for remote working Job routing options for spreading/reallocating/outsourcing workload Built-in reporting for tracking productivity Job type prioritization for differing job types and priority levels Optional front and back end integrated speech recognition Encryption of data and voice for data security Satellite Dictation Architecture (SDA) for communicating across the local area network or Internet Web Manager interface for visibility and control of organizational workflow Integration Tool Kit for seamless integration with backend office systems Adjustable sound quality for improved productivity
  31. 31. WinScribe Digital Dictation with Integrated Speech Recognition WinScribe offers its users two ways to take advantage of speech recognition technology – client side recognition and/or server side recognition. You choose the method that works best for you, or take advantage of a combination of both. Both combinations also retain all the workflow management features that make WinScribe so powerful. Authors can review their own reports before and/or after they are transcribed, or have them reviewed by others. ?
  32. 32. Client Side Speech Recognition: Access and correct text immediately for ‘on the spot’ sign-off and printing or emailing of reports. Review and complete reports online, even when transcriptionists are not available. Watch the speech recognition process, or hide it until they wish to review it. Choose not to use speech recognition processing, in which case the dictation will be routed for manual typing. Format text as they dictate, or use voice commands to edit text. Make spoken changes and additions anywhere in the document with immediate recognition. Use speech recognition when offline, and synchronize with the server later. Mark the level of correction completed on each report – corrected, partially corrected, or uncorrected. Fully or partially self-correct their own dictation. Regardless of the level of correction the dictation can still be routed to a reviewer or transcriptionist and all reports remain available for the department’s review process.
  33. 33. Server Side Speech Recognition: The WinScribe server-side speech recognition solution is highly scalable and can be installed on any size site; from a small site with a single dictation server, to a large site with multiple servers. Speech recognition is processed centrally and all reports are routed to transcriptionists or back to the author. This means: Authors require no extra training. Speech recognition can be seamlessly integrated into your WinScribe solution. Transcription is handled in one place, by professional transcriptionists. Procedures can be stream-lined to ensure maximum efficiency. Large reports can be batch worked on a server and corrected by internal or external transcriptionists, or rerouted to an author for later sign-off. There is minimal impact on client PC performance since all speech recognition processing is performed at the server, eliminating the need for expensive upgrades to client hardware. Authors have the flexibility of using any of the wide range of input devices that operate with WinScribe.
  34. 34. With WinScribe’s optional Text Processing module for Server Based Recognition, the recognized text can even be pre-formatted prior to proof reading to further enhance productivity. Recognized text is scanned by the Text Processing module, to identify sections, headings, lists, missing punctuation, and even to standardized common words and phrases. This process eliminates the need for tedious and repetitive formatting, correction or standardization of grammar, and even reorganizing of sections to conform to company standards.
  35. 35. But is it Accurate? WinScribe Dictation version 4.0 integrates with Nuance’s Dragon NaturallySpeaking 10, which is up to 99% accurate!
  36. 36. WinScribe integrated speech recognition has been proven to: Reduce transcription costs Give professionals greater control of reports Improve quality of service Improve report turnaround times
  37. 37. Whatever your requirements, WinScribe has a solution to fit. WinScribe provides improved dictation and transcription workflow, and employee performance. To learn more about WinScribe and how your can try our software solutions for FREE, CONTACT US AT: Australia: +61 (2) 9258 1090 New Zealand: +64 (9) 486 9010 North America: +1 866 494 6727 UK/Europe: +44 (0) 118 984 2133