Speech-to-Text in Surveying Right Now and Where It Still Falls Short

Speech to text is becoming part of everyday working life for surveyors.

Most people have tried it.  Some are using it regularly.  In many cases, it is already built into the tools they are using.

On the surface, it feels like a step forward.  You speak, the words appear and a report starts to take shape much more quickly than typing from scratch.

And to be fair, that part is true.

But what we are seeing more and more is this:

The report gets started quickly.  It just does not get finished as quickly as expected.

Where Speech-to-Text Works Well

Speech-to-text is genuinely useful for getting words down.

It works particularly well for:

  • First drafts
  • Site notes
  • Rough report content
  • Emails and internal communication

It removes the blank page problem.  You can talk through what you have seen on site and get it down immediately while it is still fresh.

For a lot of surveyors, that alone is a big improvement.

Where the Time Starts to Go

The part that tends to get underestimated is what happens next.

A speech-to-text report is rarely ready to send.

It usually needs:

  • Structuring
  • Formatting
  • Headings applied
  • Templates followed
  • Spacing corrected
  • Sections moved around
  • Errors picked up and corrected

Individually, none of these things feel like a big job.

Together, they add up.  If you have ever wondered how much time this actually takes, it is worth reading Fee Earner or Typist? to see how quickly it adds up.

We often hear the same thing:

“It was quick to dictate, but then I spent ages sorting it out.”

Templates Are Where It Gets Slower

Most surveying firms do not work from a blank document.

They have:

  • Set report templates
  • Branded layouts
  • Specific structures
  • Required wording in certain sections

Speech-to-text does not handle that particularly well.  This is where working with a specialist transcription servicemakes a noticeable difference, particularly when it comes to formatting structured property reports.

It gives you text but it does not place that text neatly into your template.  It does not structure a dilapidations schedule or a building survey in the way you need it.

So the job becomes:

Copy
Paste
Adjust
Reformat
Check

This is often where more time is lost than expected.

This Is Where We Tend to Come In

What we are seeing now is not a move away from transcription.

It is a shift in how it is used.

A lot of clients are doing exactly this:

  • Using speech-to-text to get a first draft down
  • Sending that draft to us
  • Having it turned into a properly formatted, ready-to-send document

If you want to see how this works in practice, take a look at What Is Audio Transcription for Chartered Surveyors.

It works well that way.

They still get the speed of dictation, but without the time spent formatting and fixing everything afterwards.

It Is Not Just About Typing

There is a difference between having words on a page and having a finished document.

A finished document is:

  • Structured correctly
  • In your template
  • Consistent with your other reports
  • Clear and easy to read
  • Ready to send to a client

That last part matters.

Most surveyors are not short on content.  They are short on time to turn that content into something presentable.

A Practical Way to Use Both

For most people, the best approach is not one or the other.

It is using both in a way that makes sense.

Speech-to-text for:

  • Getting content down quickly
  • Capturing thoughts on site

Professional transcription for:

  • Formatting
  • Structuring
  • Finalising documents
  • Making everything client-ready

That way, you are not doubling up your time.

Final Thought

Speech-to-text is improving and it will continue to improve.  It is a useful tool, especially for getting started.

But reports are not just about getting words down.  They are about producing something accurate, structured and professional.

That final step is usually the part that takes longer than expected.

If that is the bit that keeps getting pushed to the end of the day, or into the evening, it might be the part worth handing over.

If you want a straightforward way to dictate and have your reports come back ready to send, you can record on your phone and send it directly to us using our dictation app.  We will take care of the formatting, structure and final document so you can focus on your work.

Call us on 020 7096 1663 or email us here.

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations. 

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

Spring Clean Your Admin: How to Reset Your Business Processes for a More Productive Year

Spring is often seen as a time for fresh starts - clearing out the old and making space for something better.

While most people think about spring cleaning at home, it’s just as important for your business and one area that often gets overlooked?

Your admin.

Why Spring Is the Perfect Time to Reset

The first few months of the year can be hectic.  New projects, ongoing work and the pressure of the tax year often mean admin tasks get pushed aside.

By April, many businesses are left with:

Spring offers the perfect opportunity to step back, review what’s working and make improvements before the year gets any busier.

The Hidden Impact of Disorganised Admin

Admin doesn’t just sit quietly in the background, it has a direct impact on how your business runs.

When things start to build up, it can lead to:

Over time, small inefficiencies can turn into bigger problems.

Where to Start Your “Admin Spring Clean”

You don’t need a full overhaul to make a difference. Start with a few key areas:

1. Clear your backlog

If you’ve got notes, recordings, or documents waiting to be typed - deal with them first. Clearing this backlog gives you a clean slate.

2. Review your processes

Are you spending too much time on repetitive tasks? Could anything be streamlined or delegated?

3. Improve turnaround times

Delays in admin often slow everything else down. Faster processing means smoother operations overall.

A Smarter Way to Stay on Top of Admin

For many businesses, the biggest challenge isn’t knowing what needs to be done - it’s finding the time to do it.

That’s where outsourcing can make a real difference.

Instead of admin tasks piling up, you can have them handled quickly and professionally in the background, freeing up your time for higher-value work.

At BackupTyping, we support businesses every day by taking care of:

So you can stay focused on what matters most.

Set Yourself Up for a Stronger Year

Spring is a natural reset point and a small amount of effort now can make the rest of the year run far more smoothly.

If your admin is starting to feel overwhelming, it might be time to rethink how it’s handled.

Start fresh this spring - send us your backlog and let us take care of it.

Or try our service with a free sample and see how much time you could save.

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations. 

 

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

 

Related Articles:

What Is Audio Transcription for Chartered Surveyors?

Fee Earner or Typist? | Why Outsourcing Typing Works

 

April Fools: When AI Transcription Really Gets It Wrong … Or Does It?

It’s April Fools’ Day - so we thought we’d share a few “jokes” from the world of transcription.

Except… they’re not actually jokes.

When AI Gets Creative

As a transcription company, we like to keep an eye on the latest speech-to-text tools.

And while they’re improving, they can still produce some interesting results.

Here are a few favourites:

Not quite what you’d want in a professional report.

April Fools … or Everyday Reality?

It might sound like an April Fools joke - but these kinds of errors happen more often than you’d think.

Speech-to-text tools:

And when you’re producing professional documents, those mistakes matter.

The Real Joke: Time “Saved”

AI transcription is often marketed as a time-saving tool.

But in reality:

The “time saved” quickly disappears.

The Human Difference

An experienced transcriptionist:

No April Fools required.

Quick Summary

AI transcription mistakes are common, especially with technical language. While tools are improving, they still require significant correction, making human transcription a more reliable and efficient option.

Final Thought

So today’s question is:

Are AI transcription errors an April Fools joke …
Or just part of everyday life?

If you’d rather avoid any “April Fools” moments in your reports Call:  020 7096 1663 or Email us.

 

 

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations. 

 

 

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

 

Related Articles:

What Is Audio Transcription for Chartered Surveyors?

Fee Earner or Typist? | Why Outsourcing Typing Works

What Does It Cost to Hire Admin Support vs Outsourcing in the UK?

When your business starts to grow, admin tasks tend to grow with it.

What begins as a few emails, notes, and reports can quickly turn into hours of work each week - and eventually, the question comes up:

Should you hire someone … or outsource it?

At first glance, hiring an in-house admin might seem like the obvious solution. But when you look a little closer, the true cost is often much higher than expected.

The Real Cost of Hiring Admin Staff in the UK

Hiring isn’t just about salary.

Once you bring someone on, you also need to consider:

Even a part-time admin role can quickly become a significant fixed cost - whether the workload is there or not.

And during quieter periods? You’re still paying for that time.

The Flexibility of Outsourcing

Outsourcing works differently.

Instead of committing to a fixed monthly cost, you only pay for the work you actually need - when you need it.

That means:

Whether you need a few hours of typing support or help clearing a large backlog, outsourcing gives you the flexibility to scale up or down instantly.

Where Businesses See the Biggest Savings

For many UK businesses, the biggest benefit isn’t just cost - it’s efficiency.

Outsourcing admin tasks like typing, transcription, and document formatting frees up valuable internal time. Your team can focus on higher-value work, rather than getting stuck in repetitive admin.

At BackupTyping, we often work with businesses who:

It’s Not Just About Cost - It’s About Control

Hiring can feel like a long-term commitment. Outsourcing gives you control.

You decide:

There’s no pressure to “find work” to justify a salary - just a service that fits around your business.

So, Which Is Right for You?

If your admin workload is consistent, predictable, and growing long-term, hiring might make sense.

But for many businesses - especially those dealing with fluctuating workloads, tight deadlines, or specialist typing needs - outsourcing is often the more practical and cost-effective choice.

A Smarter Way to Handle Admin

If you’re currently juggling admin tasks or considering hiring, it’s worth exploring what outsourcing could save you - not just in cost, but in time and stress.

Send us a task today and we’ll show you how quickly we can turn it around.

 

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations.  Contact - Call:  020 7096 1663 or Email us.

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

 

Related Articles:

What Is Audio Transcription for Chartered Surveyors?

Fee Earner or Typist? | Why Outsourcing Typing Works

Rushing Before the Tax Year Ends? Here’s How to Clear Your Admin Backlog Fast

As the end of the UK tax year approaches, many businesses find themselves in a familiar situation - racing against the clock to get everything in order before the April deadline.

Receipts need organising. Reports need typing. Notes from meetings, dictations and handwritten documents suddenly become urgent. What started as “I’ll get to that later” quickly turns into a growing pile of admin that just won’t go away.

If that sounds familiar, you’re not alone.

Why the Pressure Builds at This Time of Year

March is when everything seems to come together at once. Teams are already busy, and suddenly there’s an added layer of urgency. The problem isn’t just the workload - it’s the time it takes to process everything.

Typing up documents, formatting reports and making sure everything is accurate can eat into hours of your day. Hours that could be better spent focusing on clients, revenue, or actually running your business.

The Hidden Cost of “Doing It Yourself”

A lot of businesses try to push through and handle everything internally. But this often leads to:

It’s not just stressful - it’s inefficient.

A Faster Way to Clear Your Backlog

This is where outsourcing can make a real difference.

Instead of trying to squeeze admin into an already packed schedule, you can hand it over to a dedicated typing team who can turn it around quickly and accurately.

At BackupTyping, we regularly support businesses during peak periods like this - helping clear backlogs fast, without the need to hire extra staff or stretch your team further.

Whether it’s:

…we take care of it, so you don’t have to.

Speed Without Compromising Accuracy

When deadlines are tight, speed matters - but accuracy matters more.

That’s why human-typed documents still make such a difference. Every file is handled with care, properly formatted and checked before it comes back to you.

No guesswork. No awkward errors. Just work that’s ready to use.

Take Control Before the Deadline Hits

The closer we get to the tax year deadline, the harder it becomes to catch up. The sooner you get support, the easier it is to stay in control.

If you’re sitting on a backlog right now, there’s no reason to tackle it alone.

Send us your files today and see how quickly we can help you get back on track. Or start with a free trial to experience the difference for yourself.

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations.  Contact - Call:  020 7096 1663 or Email us.

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

 

Related Articles:

What Is Audio Transcription for Chartered Surveyors?

Fee Earner or Typist? | Why Outsourcing Typing Works

Struggling to Format Photographic Schedules of Condition?

Photographic schedules of condition are essential in building surveying but producing them can be time-consuming and repetitive.

Formatting images, maintaining consistency and handling revisions can quickly take up valuable time that could be better spent on surveying work.

The Challenge with Creating Photo Schedules

Many professionals still create schedules manually using Word or PowerPoint, which often leads to:

This becomes even more challenging when dealing with large schedules containing hundreds of images.

Why Word Is Better - But Still Time-Consuming

While Word is the preferred tool for creating photographic schedules, it still requires:

Even with the right tools, producing a high-quality schedule can take far longer than expected.

Let BackupTyping Handle It for You

At BackupTyping, we take the pressure off by producing fully formatted photographic schedules of condition for you.

We work with:

Our service helps you:

What Makes Our Service Different?

We understand exactly what surveyors need - and we deliver it efficiently and reliably.

Ready to Save Time?

If you regularly produce photographic schedules of condition, outsourcing could significantly improve your workflow.

Send us your images and notes - we’ll take care of the rest.

Final Thought

Instead of spending hours formatting documents, let us handle the process for you - so you can focus on what matters most.

 

If you'd like to understand the difference between Word and PowerPoint in more detail read our full guide here.

At BackupTyping we have completed hundreds of photo schedules in many different formats and styles and would be happy to chat through which format would suit your needs most.  Let us input your photos and text and here's a good reason why.

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations.  Contact - Call:  020 7096 1663 or Email us.

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

Speech to Text vs Human Transcription: Why AI Misses the Mark for Surveyors

Do you know your ‘cornicing’ from your ‘corner sink’? Speech to text AI doesn’t

As transcription technology continues to evolve, many surveying professionals are exploring speech to text alternatives. On the surface, AI-driven dictation tools seem like a quick and cost-effective solution.

However, when it comes to property-specific terminology, context matters - and this is where AI often falls short.

We tested several speech to text systems ourselves.

The results were … interesting.

Words like:

In more serious cases, entire phrases or paragraphs were missed entirely.

Why Speech to Text Struggles in Surveying

Speech recognition tools are built to process general language, not specialist surveying terminology.

They often:

Even simple instructions like “full stop paragraph” are often typed exactly as spoken - something no experienced typist would do.

The Problem with “DIY” AI Transcription

While speech to text can be useful in controlled environments, survey reports are rarely simple.

By the time you:

Any time saved is often lost.

Why Human Transcription Still Wins

A professional transcription service understands:

More importantly, they allow you to:

Focus on your work - not the mechanics of typing.

Conclusion

Speech to text technology is improving - but it still has limitations, especially for chartered surveyors producing professional reports.

When accuracy, structure and reliability matter, human transcription remains the superior choice.

If you are a chartered surveyor and need accurate, professionally structured documents quickly, BackupTyping is here to help.

BackupTyping is a chartered surveying specialist audio transcription and document production company working with a variety of clients from large corporations to small niche companies, all receiving the same high quality and fast service from a team of audio typists who worked at senior levels in chartered surveying organisations.  Contact - Call:  020 7096 1663 or Email us.

Try us instantly with our FREE dictation app!

BackupTyping Dictation App built for clients of our specialist property transcription service to use at no charge or licence. Just dictate and send to us at the touch of a button!

 

Related Articles:

What Is Audio Transcription for Chartered Surveyors?

Fee Earner or Typist? | Why Outsourcing Typing Works

Fee Earner or Typist? | Why Outsourcing Typing Works

Fee Earner or Expensive Typist? 

Would you pay £100 to have a two page letter typed?  Of course not BUT you probably are.  

As a fee earner for your company, typing is the last thing you should be doing.  

Many people will think ‘well it's just a bit of typing’ but it will end up costing you a lot more than your time.  

Imagine a very normal scenario, you have a two page letter to type so approximately 1000 words.  

For a normal ‘pick and peck’ non-typist 1000 words will take approximately 40 minutes just to type and then to read through and correct any errors, add another 20 minutes so that’s 60 minutes.   

However, during the 60 minutes you’ve take 3 phone calls (maybe a lot more).  For the sake of argument let’s say one call is a quick 5 minutes but the other two are longer so perhaps 15 mins each which means during that hour you’ve been interrupted three times.  

And each time when you go back to your letter you need to gather your thoughts again, check where you got to and start again, taking a few minutes each time.  By the time you add all the time up, its probably close to 100 minutes – for a two page letter!  

But – you’ve saved the company money by typing it yourself rather than outsourcing it.  Actually no.  You used 60 minutes of your time doing the actual typing which as a fee earner (for example) is £100 per hour (your hourly charge to a client).  That’s one hour of doing less fee earning work, one hour less looking after your clients' needs.    

What would it cost to outsource to a property audio typing service?

If you dictated those 1000 words at a leisurely dictation speed of 100wpm that takes you 10 minutes to dictate.  Once dictated simply send to a transcription company. You can now focus on fee earning work.       

At BackupTyping we work on a 1:3 ratio ie 10 minutes would take us 30 minutes to type and proof read.  On our ‘same day’ service this would only cost £14.00, a considerable saving in money and in time.  

In a world where saving time and money is paramount it makes sense to outsource. 

 

BackupTyping provides a fast, accurate and experienced transcription for property professionals - saving you time and money. Call us on 020 7096 1663 to find out how we can help you.

Property audio typing/transcription service to Chartered Surveyors - it's what we know, we speak your language.

Who needs a transcription service?   Especially a property typing specialist

What Is an Audio Typist? A Guide for Property Professionals

An audio typist is a specialist who converts spoken dictation into professionally formatted written documents.

While the role may sound straightforward, a skilled audio typist does far more than simply type what they hear.

For property professionals and chartered surveyors, an experienced audio typist plays a key role in producing accurate, structured and client-ready reports.

What Does an Audio Typist Do?

An audio typist listens to recorded dictation and types it into a clear, formatted document.

This typically includes:

The process involves listening through headphones while controlling audio playback using a foot pedal, allowing for continuous and efficient typing.

How Audio Typing Works

Professional audio typists use specialist transcription software and equipment.

The setup usually includes:

This allows the typist to maintain a steady flow of dictation while typing accurately and efficiently.  It is a skill that takes time to develop and refine.

Why Use a Professional Audio Typist?

Accuracy and Understanding

An experienced audio typist does not just type words.  They understand context, terminology and meaning.  This is particularly important in the property industry, where technical language must be accurate.

Speed and Efficiency

A professional audio typist can work significantly faster than someone typing their own documents.  This allows reports and documents to be produced quickly without compromising quality.

Professional Formatting

Audio typists ensure documents are:

This removes the need for additional formatting later.

Reduced Admin Workload

By outsourcing audio typing, professionals can focus on inspections, clients and fee-earning work instead of administrative tasks.  If you are currently typing your own reports, it is worth considering whether that time could be better spent.  See our article on fee earner or typist for a practical breakdown.

Audio Typist vs Speech-to-Text

Speech-to-text technology is often seen as an alternative, but it works differently.

Speech-to-text:

A professional audio typist:

For client-facing documents, accuracy and presentation are critical.

Why Industry Experience Matters

Not all audio typists are the same.

A typist with experience in the property sector will:

This reduces errors and improves turnaround time.

At BackupTyping, our team has extensive experience working within the property industry, allowing us to produce high-quality documents without the need for explanation or correction.

How Audio Typing Fits into Your Workflow

A typical workflow looks like this:

  1. Dictate your notes or report
  2. Send the audio file
  3. Receive a fully formatted document

This process removes the need for any property professional to type, format or rework documents.

For a broader overview of how this works, read our guide to audio transcription for chartered surveyors.

Conclusion

An audio typist is not just someone who types.

They are a skilled professional who:

For property professionals, this can significantly improve efficiency and reduce administrative workload.

We are a team who are always here – 24 hours a day, 7 days a week – ready and waiting to provide you with the efficient service you need when you need it.

BackupTyping provides a fast, accurate and experienced transcription for property professionals - saving you time and money. Call us on 020 7096 1663 to find out how we can help you.

How to Dictate Well – Your Typist Will Thank You!

How to dictate for business is rarely taught but is a real skill and just takes a little practice for great rewards.

Once it is mastered you will love it.

It can make your life easier and free up time wasted doing tasks that can be done for you (no doubt quicker and maybe even better).

Your typist should be an expert at Word and Excel as a minimum – you don’t have to be!

Benefits of dictating well

A ‘pick and peck’ typist will achieve (on average) 20 words per minute.

A professional typist can exceed 100wpm – meaning it can be up to 5 times faster than trying to type yourself.

At around 20wpm, a 3,000 word or roughly 6 page word report will take a minimum of 2.5 hours.  Dictating this will take 30 minutes.

The faster you can create a document, the more you can do in a day.

See our article on Why dictate? I can just type it myself!

How to dictate for your audio typist

Make sure your dictation machine is charged and you are familiar with the record and pause buttons (pop some spare batteries in your briefcase too).

Know how to download your speech file once you have finished dictating so it can be typed.

1. Ensure ‘rec’ has started before speaking.

2. Take care when pressing Pause and Record so you do not 'clip' the first or last words of a sentence.
This is a common problem and can mean you don't get accurate documents back! Try taking a short breath after pressing record and before starting to talk.

3. Use the pause not stop button – this will just pause the file you are working on while you consider what to say next.  Stop may well start another file which is going to be annoying later.

4. Hold the dictation machine about two inches away from mouth to get the clearest speech.

5. Don't turn your head away from the microphone while speaking as your voice will fade in and out.

6. Don't rustle through papers while speaking – it’s just harder to hear exactly what you are saying.

7. Speak clearly but don’t change your normal speech pattern – just speak at a normal pace and level.  Fast dictation won't get your typing done any quicker (and could slow it down) and it may make your typist shed a tear or two.

8. Enunciate numbers clearly – 13 and 30 are very different numbers – say “thirteen one three” or “thirty-three zero”.

9. Spell any unusual names/words - Llanfairpwllgwyngyllgogerychwyrndrobwllllantysiliogogogoch "L for Lima, L for Lima, A for Apple, N for November, you get the point.

10. Do speak with emotion in your voice. A monotone voice tends to put typists to sleep.

11. Remember to pause recording when thinking for a while or taking a telephone call.

12. Heavy wind can drown out your dictation - consider using a specialist dictation machine with a microphone facility that removes this (contact BackupTyping for advice on this). Or turn your back to the wind. 

13. Consider background noise so you get the best-typed document back. A professional typist can handle a lot though - you definitely don't have to sit in silence.

14. Please do not eat while dictating. Just no, it’s not nice.

15. Do not dictate while driving. It's dangerous and the sound quality is usually poor.

Practice on your own in a quiet room until you feel confident with your recording machine.  Don’t feel like you have to whisper, just talk as if you were on the telephone.

While you get comfortable with dictating consider before you start talking about what you would like to cover in your document.  It’s nice and easy to start by dictating the name and address of the recipient and “Dear Whoever”, “subject line”, “thank you for your letter of…” and then you are on your way.

Whether you have an in-house typist or work with a company like BackupTyping providing a transcription service, remember there is a real person who will be doing your typing, so it’s kind of nice to start your dictation with ‘Hello, Mark here, dictating on Monday’.  It is easier to imagine you are talking to ‘somebody’ rather than a machine.

BackupTyping provides a fast, accurate and experienced transcription for property professionals - saving time and money. Call us on 020 7096 1663 to find out how we can help you.