Do you ever struggle to remember important details from a phone call? Maybe it was a key conversation with a client or a family member, and now you’re wishing you had a record to refer back to. Whether you’re managing your work or just trying to stay organized, transcribing phone calls can eliminate that stress. It helps you capture crucial information, stay on top of your tasks, and prevent miscommunication. Thankfully, there are several ways to transcribe phone calls efficiently. No matter your reason—whether it’s for professional, legal, medical, or personal purposes—you’ll likely find a method that works best for you.
Transcribing Phone Calls After the Call
If you prefer to transcribe phone calls after they happen, the process involves recording the call and using transcription tools or doing it manually. This option is ideal if you need to review the conversation carefully before transcribing or want to transcribe multiple calls at once.
Record Phone Calls
To transcribe a call later, you first need to record it. Many smartphones and apps offer built-in call recording features, but if yours doesn’t, you can use third-party apps. Some options include:
- Built-in Features: Some smartphones, like those running iOS 18, offer a built-in call recording feature, allowing you to capture your phone conversations with ease. Android devices may offer similar functions depending on the manufacturer and region.
- Third-Party Apps: If your phone doesn’t include a built-in call recording feature, you can always rely on third-party apps. Popular options like TapeACall or Call Recorder are great alternatives that let you record both incoming and outgoing calls.
Note: Always ensure you follow legal requirements and get consent from the other party before recording calls.
Transcribe Manually
If you’re someone who enjoys doing things yourself, you can manually transcribe the call by listening to the audio and typing out the conversation word by word. This method ensures high accuracy but can be time-consuming. Tools like Express Scribe or simple audio players with playback controls (such as slowing down or pausing) can help you keep up with the conversation and ensure your transcript is correct.
Transcribe with Tools
If you’d rather save time and effort, transcription tools can convert your recorded calls into text automatically. These services are a huge time-saver, though you may need to proofread the text for accuracy, especially if there’s background noise or unclear speech.
- Otter.ai: This popular tool offers real-time transcription and collaboration features, allowing you to easily transcribe conversations and share the results with others.
- Notta: Notta’s AI software can quickly transcribe your audio files into your preferred language, making it versatile for international conversations.
- Rev: Offering both AI and human-powered transcription services, Rev is known for its high accuracy and reliability. They also offer the ability to record and transcribe phone calls directly through the app.
Transcribing Phone Calls in Real-Time
If you need immediate transcription or want to focus on the conversation without worrying about recording, real-time transcription tools are your best option. These tools transcribe phone calls as they happen, providing instant text output, so you don’t have to worry about recording the conversation first and uploading it later.
Real-Time Transcription Services
These services, like Otter, Notta, and Rev, convert voice to text in real time. However, they do not directly integrate with your phone call. Instead, you can play your call on speakerphone and use a second device—such as another smartphone, tablet, or laptop—to transcribe the conversation using the transcription app.
Real-time Call Translation Apps
Some apps are designed to transcribe calls in real-time as long as you have the app open during the conversation. Apps like AI Phone use artificial intelligence to transcribe calls instantly, removing the need for post-call recording and uploading.
- AI Phone: This app supports over 100 languages, offering unmatched versatility. AI Phone achieves a remarkable voice recognition accuracy rate of over 99%, delivering fast real-time transcriptions and even providing an AI-generated summary of key points. This is ideal for those who need instant, accessible transcription during their calls.
Call Caption Apps
Call caption apps display live captions of your phone conversations, which can be especially helpful for people with hearing impairments. These apps show real-time captions of what’s being said, helping users keep track of the conversation as it happens.
- CaptionCall: It is a free app designed specifically for those with hearing loss to make and receive captioned phone calls. It’s offered by Sorenson Communications, a leader in communication services for the deaf and hard of hearing.
- InnoCaption: This app is free for anyone with hearing loss and provides real-time captioning of both sides of a phone call. It works on smartphones, landlines, tablets, and computers. You’ll need to register and self-certify your hearing loss to use the service.
- CaptionMate: Similar to InnoCaption, CaptionMate offers free real-time captioning for phone calls. It can caption over 100 languages and works on various devices. Registration is required.
- Rogervoice: Rogervoice is a well-regarded app for real-time phone call captioning. It is a valuable tool for people with hearing loss, allowing them to participate in phone conversations more confidently.
- Nagish: It is another strong contender in the world of phone call captioning apps. Similar to Rogervoice and CaptionCall, Nagish transcribes calls in real-time, displaying text on your screen for easy follow-along.
Cloud Phone System with ASR
Cloud-based phone systems with Automatic Speech Recognition (ASR) can be used to transcribe calls as part of a more advanced business solution. These systems typically work in real-time and provide full integration with the call, allowing businesses to transcribe calls as they happen without needing to upload any recordings. Examples include services like Dialpad and OpenPhone, which offer ASR-based transcription for all inbound and outbound calls.
- OpenPhone: A powerful tool for businesses looking to streamline operations and improve customer service, OpenPhone offers automatic transcription of recorded calls. After a conversation, OpenPhone generates a transcription that includes timestamps and identifies different speakers. The tool also generates a summary of each call, highlighting key points and next steps to enhance workflow and organization.
- Dialpad: Tailored for businesses focused on improving customer service, Dialpad provides real-time transcription for calls, meetings, and voicemails. During a live call, users can view the transcription directly in the call window. Additionally, Dialpad’s AI recognizes action items and eliminates the need for manual note-taking, offering users a summary of key conversation points after the call.
Conclusion
Transcribing phone calls doesn’t have to be a complicated or time-consuming process. Whether you choose to automate the process with a transcription service or prefer to transcribe calls manually for more control, there is a method available that meets your needs.
When selecting your transcription method, consider these factors:
- Legalities: Ensure compliance with local laws regarding call recording and transcription. Always obtain necessary consent when required.
- Accuracy: Do you need 100% accuracy? If so, you might want to opt for professional transcription services or manual transcription for the best results.
- Speed: How quickly do you need the transcript? AI-powered tools or real-time transcription apps are typically the fastest options.
- Cost: Are you seeking a free solution? Manual transcription and some apps are free, while others may come with a subscription or per-use fee.
- Volume of Calls: If you’re transcribing a large number of calls regularly, investing in a good transcription tool or service could save you significant time and effort in the long run.
No matter your needs, there’s a solution to make transcribing phone calls more efficient, accurate, and accessible. Choose the method that best aligns with your goals, whether for business, personal, or accessibility purposes.