Are dictation machines right for your office?
There are times when it simply isn’t possible to type and conduct administration for every document you need to create or send. A lot of executives, managers, solicitors and busy professionals use dictation machines to enable staff or colleagues to ease the burden. Office suppliers are a great source of equipment and visiting http://www.rebelofficesupplies.co.uk/ is a quick and easy way of getting started.
The best use for dictation machines is when a lot of documents all within a similar format need to be created, whether this is using a standard letter on office stationery that needs names, addresses and a couple of paragraphs changing, or whether it is a routine form that needs to be filled. These are likely to be the fastest to dictate and the easiest for the typist to translate correctly into documents that are right first time. Changing the way in which documents are dictated or the style of each piece can lead to confusion and lengthy editing procedures.
It is generally a good idea to match each person dictating work to a single typist, this way it is easy to build relations and to create good understanding of working practices between the two, such as which computer files to use for which documents, where the correct file or stationery is stored, the meaning of each comment dictated and less lengthy explanations and introductions to each piece of work. They typist is also likely to understand the recorded voice and habits of the recorder more quickly as well, which helps to avoid spelling or grammatical mistakes.
If it is the first time that dictation machines have been used in the office, it is important to make sure that the right equipment is in place. Discuss with colleagues the different dictation equipment available, often it is easy to get advice at the office suppliers. Make sure that suitable arrangements are in place including office furniture and layout. If someone will be doing a lot of typing the right chair and desk setup is essential to avoid back pain and wrist strain.
Typists can find it hard at first when faced with verbal instructions for finding files and folders and selecting the correct formats, finding the right information and even knowing which parts of the text are being overwritten or discussed. It is worthwhile spending some time training staff and explaining how things work, for example the purpose of the mailings being typed or the products or services on offer. This should help typists and secretaries to find and assess information more quickly. Always communicating openly and honestly with an open door policy is advantageous, as is email or telephone contact and free access to files. Close working relationships within an office is always good for businesss, and staff are likely to be more productive, efficient and organised if they are able to arrange their own ideal working scenarios and decide on their own best working practice.
Contact http://www.rebelofficesupplies.co.uk/ for more information about dictation and any of your other stationery needs.
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