As with all occupations, being detail oriented is a valued characteristic, but there is an even higher value placed on it in court reporting. The reason why attention to detail is so valuable in court reporting is because, not only will it help you avoid transcription mistakes, but it is imperative in producing an accurate and coherent transcript.
Court reporters earn their living through taking down and transcribing the testimony of witnesses. The testimonies of these witnesses are important and the involved parties and attorneys count on the accuracy of these transcripts. Of course, there are errata sheets for when a witness wants to revise their testimony or correct a mistake, but minimizing the chance of receiving an errata sheet with corrections will make life easier for witnesses, attorneys, agencies, and yourself. Attention to detail will help bolster your reputation as an accurate and competent reporter.
Here are a few tips on becoming more detail oriented:
Edit Slowly
Editing, also known as scoping, should be done without rushing. Editing too quickly will lead the reporter to overlook grammatical and punctuation errors. By slowing down as you edit, you will eliminate these unnecessary errors.
Check Spellings of Names
Always double check spellings of streets, towns, buildings, and company names through Google or an authoritative website before sending out your final transcript. Names can be spelled differently from person to person, so double check the spelling of all proper names within a transcript. The legal assistants for the attorneys in the case may also be able to access documents in their files that have the correct spellings of names if you cannot find them from another source. Many times the exhibits used in the deposition will also contain spellings that will help in the preparation of your transcript.
Proofread in Different Formats
After you have scoped your work, proofread your work through either an ascii file or .pdf version, or print your transcript in either a full-size or condensed hard copy. Various formats will help produce a fresh and different perspective while reading through your work. Many reporters attest to the effectiveness of reading transcripts in a different format rather than solely on their CAT program. Small mistakes that are easily overlooked in your CAT system are often picked up while reading in a paper form, ascii or .pdf format.
Proofread at a Stand-up Desk
Proofreading at a stand-up desk will allow you to better focus on what you are reading. Some reporters use this technique to avoid getting too comfortable in a chair. They feel they begin to miss details in this relaxed state. You will stay more alert while you are standing and will be better able to concentrate.
Eliminate Distractions
When you are concentrating on editing or proofreading, turn off any music or television that might be distracting. With noise in the background, your mind is likely to wander and you may miss corrections. Get in the habit of creating a quiet atmosphere in which to work.
Stay in Flow
Some court reporters like to proofread a long transcript in sections for the first read through. But when reading for the final time, some reporters will read the entire transcript in one sitting in order to concentrate on continuity in the transcript.
Don’t Rush
When a due date is looming, it is hard not to rush as you work. Rushing and cutting corners often leads to making mistakes. This may sound like a conflicting statement, but the most important time to practice slowing down is when you are under a time deadline. Mistakes can occur and actually take longer to correct than working slowly and increasing your focus.
Because a good transcript is a major factor in a court reporter’s reputation, slowing down and taking extra measures to ensure accuracy and testimonial integrity is the wisest decision. After all, no reporter likes getting an errata sheet back!
If you enjoyed this article, you might also like “The Importance of Punctuality for Court Reporters.”