Key Factors to Keep in Mind When Introducing Transcription Software

Transcription Software:  The Most Important Criteria

Technology is advancing rapidly, and AI is already simplifying our daily lives in many ways. One area seeing major benefits is meeting transcription: AI can now take over this time-consuming task. The challenge? There are countless providers on the market.

So, the key question is: What should you look for when choosing transcription software? In this guide, we’ll walk you through the most important factors to consider.

Comparing Transcription Software: Know What You Need

Before you choose a transcription solution, start by defining your own needs. This helps narrow down your options and lets you focus on a few providers that match your priorities.

Some tools focus solely on AI-powered transcription, while others combine transcription with features like task management or virtual assistance. Integration with other tools (CRM, project software, etc.) can also be a deciding factor.

Tip: Make a clear list of what you want from the software to guide your selection process.

What to Consider When Choosing Transcription Software

While your specific needs will ultimately guide your decision, certain criteria consistently come up in conversations with our users. Here are the most important ones:

GDPR Compliance

Because transcription software processes spoken content, often including sensitive data, data protection is essential. Your software of choice should be fully GDPR-compliant.

Ask yourself:

• Where and how is my data processed and stored?
• Is the data encrypted?
• Is the provider based in the EU and GDPR-compliant?

Transcription Quality

The main job of transcription software is to produce accurate written records of your meetings. Important factors include the tool’s ability to recognize accents, technical jargon, and different speakers, even in noisy environments.

Key questions:

• Can I create a custom vocabulary?
• Does it recognize accents and dialects?
• How many languages are supported?

Pricing & Value for Money

Transcription software comes with different pricing models. Some offer full functionality up front, charging by minutes or meeting volume. Others offer a more modular approach, with lower base prices and optional paid features.

Key questions:

• Are there flexible pricing options?
• How many meetings or minutes do I need per year?
• What’s the entry price for unlimited usage?
• Which premium features are essential for me?

Pro tip: A free demo or trial can save you hours of research. For example, Sally offers a plan starting at just €8 or $10/month and you can test Sally for free, perfect for simple meeting documentation.

Extra Features & Integrations

Many tools offer basic transcription, but for mid-sized to larger companies, advanced features and integrations can be the deciding factor.

For instance, sales teams may benefit from conversation analytics or objection tracking.

Key questions:

• Which tools do I already use? Can this software integrate with them?
• Do I need more than just transcription, like analytics or task tracking?
• Which specific features would streamline my workflow?

Finding the Right Transcription Software: How to Search Smart

Choosing transcription software is like buying a car, you’ll want to test drive a few before committing.

Start by checking which tools offer free trial periods, and give them a try. You’ll quickly discover which one fits best.

You can also start your research by Googling terms like “transcription software comparison.” There are plenty of online reviews and side-by-side breakdowns.

We’ve compared Sally with popular tools like Zoom Companion, Copilot, and Tucan in dedicated blog posts. Check them out if you want real-world insights.

Why Experience Beats Theory

Ultimately, the question “What should I look for in transcription software?” doesn’t have a one-size-fits-all answer.

The key pillars, data protection, quality, pricing, and features, will determine how well the software fits your workflow. But only your personal experience will show you what works best in practice.

Our tip: Narrow it down to three promising providers and test them out in real-world conditions. With the right preparation, you’ll never have to ask that question again; you’ll already know the answer.