Once you're all set up, do a quick recording check to see what type of sounds you're picking up and to ensure the microphone isn’t covered and muffling the recording.
SELECT A QUIET SPOT: an office conference room, library, etc. Avoid restaurants, coffee shops, and sitting outdoors (esp. near a street), and other places where many conversations are happening at once and/or there is a lot of background noise. A large open room or atrium often will echo and sounds carrying from other areas.
BE QUIET and avoid conflicting background noise : when feasible, turn off heat, A/C, fans, computers and equipment that create white noise/motor sounds and/or move your recording area as far as possible from such items.
AVOID rustling papers, tapping on the table, writing, typing, clicking pens, pouring drinks/ice into glasses, crunchy foods, etc. Avoid using squeaky chairs. Avoid talking over each other allow individuals to complete fully before responding or asking the next question. Repeat/clarify any responses if persons talk over each other, etc.
PROPER PLACEMENT OF RECORDING DEVICE(S): Don’t have recording device on the same table as where someone is typing on a computer or writing with a pen or pencil. When possible, place the microphone on a separate table or stand that will not be used for writing, eating, etc. during the session. If that’s not possible, place it on something like a mouse pad, computer bag, etc. so that it doesn’t rattle if the table is bumped, etc.
WHILE RECORDING, if there is a sudden noise (alarm, horn, sneeze, dog bark, door closes), pause conversation and/or repeat what was just said to ensure it is captured. If you suspect a noise may affect your recording, reword the response that was being given to ensure you heard it correctly (and the transcriber can hear it) and/or ask them to rephrase their answer. Your interviewee will likely not know that the noise could cause a problem. Similarly, do the same as necessary for interviewees with strong accents, soft voices, multiple participants, etc. to ensure their responses are accurately captured.
When recording BOARD MEETINGS OR GROUPS involving more than 2-3 people, ask people whenever possible to introduce themselves the first few times they speak and/or have the person leading the session say their names. “Paul, do you have something to add?” (before speaking) or “That’s great input, Paul” (after speaking). Even better, do a video in addition to audio whenever possible.
TELEPHONE RECORDINGS: Telephone interviews should be done with a device attached to the phone line / internal recorder. Speakerphones often become distorted on external recording devices (i.e., recorder sat on desk near phone) and will often cut in and out when people talk over each other. Ask the interviewee to NOT use speakerphone on their end as well if possible to avoid feedback and background noises on their end.
ASK FOR SPELLINGS of unusual words and proper names during interview or after and provide the list with the project. This will ensure the accuracy of your transcript and speed up your project delivery time.
USE MULTIPLE RECORDING DEVICES. Ensure all participants are as close to a microphone(s) as possible. Place one closer to the interviewer and the other closer to the interviewee(s).Evenly distributed between participants for maximum coverage - the larger the group, the more devices. If you’re recording a speaker in front of a group, get the recording device near the speaker instead of back in the room/in the audience.Multiple devices will serve as a backup should one of the devices fail. Interviewee(s) may not be willing to meet another time, and/or their responses may be different after having thought about the first interview. Often times the recording from the second device can be used to pick up what cannot be made out on the first. Try a smartphone app - one client used Automatic Call Recorder and it worked well, it was easy to use and the quality of the recording was good for transcription.
