844-897-3935Remote TypeWell services allow a transcriber to provide real-time communication access from a different location. This can be useful in a variety of settings—including education, workplace, and special events—when it's not possible to have a transcriber on site.
While remote transcribing is essential for fully virtual classes or meetings, it's also sometimes used as a substitute for on-site services when in-person coverage isn’t available. In those cases, it’s important to understand the trade-offs.
On-Site Is Always Preferable ... When It's Available
Whenever possible, on-site transcribing is the gold standard. That’s because:
- The transcriber hears the audio directly, without relying on internet transmission.
- They can troubleshoot equipment issues immediately.
- They’re physically present to support the student or participant.
But when no on-site provider is available, remote transcribing offers a viable alternative, if you plan carefully and set expectations.
When Is Remote Transcribing Used?
Remote services are commonly used when:
- A school or workplace can’t find an on-site transcriber, due to geography, hiring freezes, or last-minute needs.
- The student or participant is remote, as in distance-learning courses or medical leave.
- The transcriber is remote due to illness, travel, or logistical barriers.
- A conference or event is offering hybrid or online participation.
- A professional setting needs temporary accessibility coverage for a remote or hybrid meeting.
In these cases, the transcriber connects to the class or meeting via a video conferencing platform (such as Zoom, Google Meet, or Teams) to hear the audio, and streams the transcript to the reader in real time using TypeWell Web Linking, Zoom linking, or another method.
On-Site vs. Remote Transcribing: A Comparison
| Factor | On-Site Transcriber | Remote Transcriber |
|---|---|---|
| Audio quality | Excellent (direct line of hearing) | Variable (depends on mic and connection) |
| Troubleshooting | Immediate, in person | Requires local support at class site |
| Setup needs | Minimal; transcriber brings own gear | Requires mic, internet, and laptop on site |
| Scheduling flexibility | Limited by geography and travel time | Easier to staff from wider talent pool |
| Student experience | Smooth and responsive | May have slight delay or glitch risk |
| Cost | May include travel costs | Usually no travel costs |
Planning Considerations for Remote Transcribing
Remote services can work well — but they require more planning, more equipment, and more cooperation across roles.
🎤 Prioritize Audio Quality
This is the single most important factor for remote success. Without a good microphone, even the best transcriber cannot deliver clear, accurate communication. Built-in laptop mics or classroom mics are not sufficient.
- Use a wireless or clip-on mic worn by the instructor/speaker.
- Make sure the mic is connected to the laptop that’s running the video call.
- Avoid placing the mic on a desk or near a speaker, as background noise will make speech harder to understand.
🔋 Maintain Equipment Carefully
- Charge or replace microphone batteries daily.
- Keep backup batteries or a wired mic on hand.
- Ensure the reader has a working laptop or tablet with a stable internet connection.
🧑💻 Have On-Site Support
Since the transcriber isn’t physically there to help:
- Assign someone on site to manage the mic and video call.
- Train them in advance on how to connect everything.
- If possible, loop in an IT support person at the location to assist with setup and troubleshooting.
🌐 Ensure a Reliable Internet Connection
A stable, high-speed internet connection is essential at both ends. This includes:
- The classroom or meeting location (upload speed is critical for sending audio).
- The transcriber’s location (download speed for hearing the audio clearly).
🔁 Plan for Disruptions
Because remote setups can fail due to power outages, software glitches, or internet instability, it's important to:
- Identify a backup transcriber or note-taking method.
- Build extra time into transitions between classes or events.
- Communicate in advance with instructors or meeting hosts about what to expect.
By weighing these factors and planning ahead, remote TypeWell services can provide high-quality access in situations where on-site services aren't available. Just keep in mind: clear audio, trained local support, and contingency planning are key to making it work.