Six Tips to Help Organizations Leverage the Potential of Teleworking

Six Tips to Help Organizations Leverage the Potential of Teleworking

With technology allowing people to work remotely, many firms have adopted teleworking as part of their strategic work policies. When planned and managed successfully, teleworking can benefit both the business and the employee. A Gallup Poll found that teleworking options can build trust and productivity among employees and boost an organization’s employee retention efforts. For workers, teleworking offers flexibility, increases job satisfaction, and cuts costs and time for commuting to work. Technology enables people to stay connected even if they are thousands of miles away. Video and services such as digital transcription support the teleworking trend by bringing remote workers into meetings and other events.

 Leverage the Potential of Teleworking

Gallup found that the percentage of employees who work remotely increased from 39 percent in 2012 to 43 percent in 2016. According to the 2019 State of Remote Work report, remote workers are likely to stay in their current job for the next 5 years 13% more than onsite workers. To succeed with teleworking, firms must ensure that they have a proper strategy in place. Here are 6 tips for success with a teleworking arrangement:

  • Determine the staff who are eligible for telework: Not all positions are suitable for telework. So the first step should be to conduct a study to determine which jobs can benefit from more flexible working arrangements and matches the company’s teleworking requirements. A Gallup study found that about 55 percent of U.S. jobs could allow for telecommuting, at least on a part-time basis (www.shrm.org). Firms also need to understand what the employees want from the teleworking arrangements. The reasoning behind teleworking privileges granted to staff should be clearly spelt out.
  • Develop a telework policy and agreement: Organizations need to put their telework policy down in writing. It is important for all staff to understand who is eligible for teleworking and why. The policy should clearly state the jobs that meet telework criteria, employee work and communications expectations, and the approval processes for telework requests, according to a Thriving Small Business article. The employee eligible for telework should be made to sign an agreement that clearly spells out rules including the time period for the arrangement, work arrangements and requirements, and other matters. If the employee interacts with customers, the policy should clearly define service-level customer support requirements.
  • Promote active collaboration: Once the arrangement is in place, the organization needs to take steps to ensure active collaboration. To ensure that employees working from home don’t feel left out, they need to be allowed to participate in meetings and other events. This would require the use of technology tools such as video conferencing. Collaboration tools such as video conferencing help in “building trust and intimacy that is conveyed by eye contact, body language and other nonverbal communication cues, according to Robert Arnold, a principal with management consultancy Frost & Sullivan’s Digital Transformation-Connected Work Industry practice (www.shrm.org). Business transcription services are available to document meetings and important phones calls for future reference.
  • Ensure IT requirements are met: HR teams must assess the technical needs, resources, security features and other technology features needed to enable telework. In addition to computer-related technical support, remote workers need to have access to the office files they need. Dedicated IT support should be available to quickly resolve any technical glitches that can interrupt their work.
  • Build trust and communication: Employers need to trust their teleworkers and be confident that they will do the tasks they are assigned. Rigid monitoring should be avoided as it can lead to distrust and affect productivity. However, daily check-ins can be useful. On their part, teleworkers should be transparent about their activities and make sure they’re meeting their obligations. Good communication at all levels is crucial to build trust between remote workers and the firm. Employees need to be aware of communication expectations such as status reports on projects. Managers should be ready to give feedback on performance metrics and support. Good on-going communication is necessary to meet organizational as well as individual goals.
  • Assess progress: Companies need to have evaluation tools to assess their teleworking program. By identifying gaps and hitches, they can take appropriate measures to mold their teleworking needs and policies to meet workers’ and organizational needs.

Virtual meetings and weekly phone calls are reliable ways to communicate with remote workers, and meeting transcription service providers can ensure that the audio is converted into text files for reference. At the same time, firms should not lose sight of the social isolation aspect of teleworking. Most workers find the social isolation as one of the most difficult things associated with working remotely. Ipsos Research found that 62 percent of global teleworkers feel socially isolated when they don’t see their colleagues face-to-face every day. Professional or social isolation can have a negative impact on job performance. The best way to overcome this concern is to schedule times when employees can meet in person and build bonds and rapport with other team members.

As the workplace evolves, organizations can leverage the benefits of teleworking and manage and optimize performance by addressing any opportunities or challenges.

Interception of Phone Calls and Telephone Transcription in the News

Interception of Phone Calls and Telephone Transcription in the News

Telephone TranscriptionIn the U.S., attorney–client privilege or legal professional privilege is a legal concept that protects the confidentiality of certain communications between clients and their attorneys. It prevents the attorney from being forced to provide evidence to those communications in court.

In 2002 and 2003, telephone conversations between two French lawyers and their client were intercepted and transcribed. Some of the telephone transcription records were later used in disciplinary action against the lawyers. According to the report published by arstechnicauk, the lawyers filed a case arguing that this action breached Article 8 of the European Convention on Human Rights, the “right to respect for private and family life.”

However, the European Court of Human Rights (ECHR) has ruled that in a case of this nature, legal professional privilege is not inviolable. The ECHR stated that tapping and transcribing such conversations could be allowed if the contents seem to indicate that the lawyer was involved in an offence.

In a press release, the ECHR noted that, “legal professional privilege, the basis of which was respect for the client’s rights of defence, did not preclude the transcription of an exchange between a lawyer and his client in the context of lawful interception of the client’s telephone conversations where the contents of that exchange gave rise to a presumption that the lawyer himself was participating in an offence, and in so far as the transcription did not affect the client’s defence rights.”

The court also pointed out the confidentiality of the conversation is for the benefit of the client and not of the lawyer. If the intercepted material only relates to the alleged offences of the lawyer, it does not breach Article 8 of the European Convention on Human Rights.

This case has put the focus on interception of phone calls and their transcription. Legal transcription service companies play a key role in providing accurate and timely transcripts of telephone records in verbatim or non-verbatim format, which is crucial in cases like this one.

Why are Voicemails Crucial for Small Businesses?

Why are Voicemails Crucial for Small Businesses?

VoicemailsWith the increased use of smartphones, more people are turning to texting rather than talking. You might have heard of several big companies ditching voicemails as a result of this trend to increase productivity. But, actually voicemails and their conversion to texts via accurate telephone transcription are really helpful for small businesses. Voice communication is crucial for running any kind of small businesses. You need to talk directly to your customers and suppliers to improve your business growth. By replying to voicemails you can stay directly in touch with them, not miss their calls and improve your sales.

The other major benefits of using voicemails are:

  • Flexible and Cheaper Option – While running a small business, you may be on a tight budget. Voicemails are a flexible and cheaper option to stay connected with your clients, thanks to VoIP technology. This technology provides the option of streaming communications at a cheaper cost.
  • Build a More Dynamic Team – With VoIP technology your employees can always communicate with customers regardless of their location or preferred method. This technology allows the calls to be sent to desk phone and smartphone simultaneously so that the employee can receive the calls from any location. Your employees in several locations can also communicate each other without costly long distance fees. Overall, this will increase your productivity.
  • Clients Can Give More Details – Unlike written messages, voicemail messages that run for minutes and hours allow clients to leave concrete messages that cover all aspects of their calls. This will help to better prepare for the calls when you call back and provide them with more effective solutions.

Why Voicemail Transcription Is Vital

  • When your employees need to participate in an important meeting or do some other urgent work, it will be difficult for them to choose between the call and meeting/urgent work as the voicemails may or may not be important. With voicemail transcription, employees can check voicemail without listening to the entire message and distinguish urgent calls from solicitations / telemarketers.
  • With voicemail transcription, you can screen important calls from unwanted or non-priority calls.
  • In the case of traditional voicemail, you may need to listen to the message again from the start to end if you miss some piece of information. With voicemail transcripts, you can quickly find the information you missed. You can even share the information with your colleagues quickly by sending them via e-mail.
  • Voicemail transcription is accessible from any e-mail enabled devices. You can reply to the caller via e-mail as well.

By using automated technology, you can keep your voicemail transcription confidential. However, it may not be as accurate as you expected. You can consider the help of transcription service companies to generate more accurate transcripts and maintain confidentiality at the same time.

Ensuring Accurate Transcripts of Telephone Conversations

Even in this internet-savvy era, telephones play a significant role in communication between people and organizations. When it comes to business organizations, routine conversations between two people such as interviews, conferences, customer queries and market surveys are recorded. These audio recordings help businesses in tracking and gathering market data, solving business related issues, verifying business or financial deals, ensuring client satisfaction, and much more.

Under federal law, businesses are generally allowed to monitor phone calls pertaining to the normal course of their business. However, they have to abide federal and state laws and guidelines while recording telephone conversations. Usually, prior notice is given to employees on the interception.

Documenting these conversations is as important as recording them. As there would be hundreds of phone call recordings in a business establishment, the best way to accomplish this is to outsource the task to an established transcription company. This would ensure customized transcripts of the recordings. Skilled and experienced transcriptionists can overcome clarity issues caused by audible disturbances by

  • Equalizing the voices
  • Minimizing the hiss
  • Eliminating noises and echoes in the recordings
  • Eliminating electrical hums

Partnering with a reliable transcription service provider can help save 30-40 on your operational costs. Notable features of professional telephone transcription services include:

  • Time stamping on request
  • 3 Levels of quality assurance
  • Accurate transcripts for recordings with multiple speakers
  • Availability of complete work flow modules
  • Fast and customized turnaround
  • Complete document flow management
  • Browser, e-mail and FTP based file transfer

Be sure to evaluate the quality and accuracy of telephone transcription service before you sign up. Some companies offer a free trial to help you do so.

Ensuring Accuracy in the All-important Telephone Transcription

No one can discount the fact that telephones are still a major source of communication. Running a comprehensive transcription company offering telephone transcription services, I know how important these means of communication are.

We receive frequent telephone transcription assignments from businesses and we’ve recorded anything from market surveys to conferences and interviews, and we’ve helped businesses improve their productivity through accurate and promptly delivered transcripts which have helped them in examining various financial or business deals, solve business issues and gather market data. They’ve also helped in improving their customer satisfaction.

Our recording formats include MP3, MP4, MPEG, WAV, DVD, DSS, cassette, audio CD, etc. We eliminate all the disturbances that would typically accompany a telephone conversation such as echoes, hisses, electrical hums, voice irregularities, etc. through our superior technology, and then our trained transcribers take over.

We can enable businesses to cut operational costs by around 30% to 40%. Here are some of the key features of our telephone transcription services:

  • Time stamping if requested
  • Multiple quality assurance checks
  • Accurate transcripts for multiple speaker recordings
  • Total work flow modules available
  • Quick, customized turnaround
  • Total document flow management
  • File transfer options of browser, e-mail and FTP

We train our transcribers intensely so that they do the job well. Each transcribed work of ours goes through quality checks conducted by our experienced proof readers and editors.

We provide telephone transcription services in line with the requirements of client companies since we know that the needs of each organization are different. We also ensure that our clients have met all Federal and State norms regarding telephone recordings which means they can be quite relaxed and focus on what their main responsibilities are.