609 words
Napoleon may not have needed any guidelines to increase his productivity and
to become a great dictator, but in the 1990's managers need to utilize
every resource. I often recommend increasing productivity by utilizing dictation
equipment. Once proficient, one can dictate about four times as quickly as one
can handwrite.
The most common excuse I hear for not dictating is "I don't know how." Let me share some guidelines to help you dictate more easily and clearly.
--Know that it takes some practice to become a good dictator. You may be embarrassed at first and unsure of how you're coming across. Enlist the help of the transcriptionist. These people know what their pet peeves are and what will make their lives easier. She or he is the one who listens to your dictation and transcribes it onto a word processor or typewriter, usually via a transcription machine that enables him/her to replay parts, adjust volume or speed. The days of the secretary with a steno pad taking dictation are almost dead.
--Start with an outline. If you're unfamiliar with dictating, write a brief outline to help you know what you want to say and in what order. Without an outline, you'll find yourself saying "Oh, I forgot, insert the following after the paragraph about the mortgage rates." A transcriptionist using a word processor can do this easily, but a typist will want to strangle you with the tape.
--Have the transcriptionist "pound" out the first draft, when you're not sure of what you've dictated. Edit the draft; then have them prepare it in final form. They'll like you much better for admitting your uncertainty.
--Give the transcriptionist hard copy with the spelling of the names and addresses on it. If not possible, clearly and slowly spell out the names and addresses.
--Speak slowly and distinctly. Articulate clearly. Work at eliminating um's and ah's. Stop the machine until you're sure of what you want to say. Anything in the mouth (pipe, cigarette, pencil) will result in mumbling, confusion, and errors.
--Spell out proper names, especially ones that can be spelled several ways (e.g., Cathy/Kathy, Lynn/Len, Linda/Lynda, Cheryl/Sheryl, Marc/Mark).
--Spell out a word letter by letter that could be misheard as another closely sounding letter, such as p, b, d, t, f, and s. Use that letter in an example (p as in push, T as in Tom).
--Say punctuation: "However, (comma) we can send it Thursday (period). Also, say "new paragraph" when you are starting one.
--List enclosures and carbon copy addresses at the end, not the beginning.
--Enunciate one number at a time: "One five three zero" vs. "fifteen thirty." Fifteen can sound like fifty.
--Spell out homonyms: "We'll order two (t-w-o)." Similar words meaning different things might make sense in the same sentence. The above example could also make sense as, "We'll order, too."
--Specify non-obvious capitalized words. For example: "Snake-in-the-Grass. That's Snake (capital S) (hyphen) in (i-n) (hyphen) the (hyphen) Grass (capital G)." Spell out "in", because it could be heard as "N".
--Relax. It will help you a great deal. After all, you're dealing with "words" between one human being and another. Make it sound as though you're having a conversation with the other person. Think of it as a conversation on the telephone.
Practice these guidelines and you will become "a great dictator". Even if you dictate your initial thoughts on a topic to get started, you will be further ahead than if you handwrote them. Pretty soon you'll be able to easily dictate letters, reports and other more complicated correspondence.
Copyright 1996 Morgan Seminar Group
Rebecca L. Morgan, CSP, is a dynamic speaker and seminarist. She is the author of four books, "TurboTime: Maximizing Your Results Through Technology," "Calming Upset Customers," "Life's Lessons: Insights and Information for a Richer Life," and "Professional Selling." For information on her speaking services, books, and tapes contact her at 1440 Newport Ave., San Jose, CA 95125, 408/998-7977, 800/247-9662, fax: 408/998-1742, rebecca@RebeccaMorgan.com, www.RebeccaMorgan.com. Please contact Rebecca for permission to reprint or repost this item.
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rebecca@RebeccaMorgan.com