4.1 Speed development

Speed development is the planned building of the rate at which a writer can take down dictation in shorthand and read the notes back. Speed is measured in words per minute (wpm), where a standard word is counted as 1.4 syllables or five keystroke characters in ordinary dictation counts, and a passage is counted by dividing its total standard words by the minutes taken. A writer builds speed in stages, with a target speed for each stage, and accuracy must be kept at every stage because notes that cannot be read back have no value. Example: a secretary in a freight forwarding office who can take dictation of delivery instructions at 60 wpm and then at 70 wpm can record a manager's instructions without asking for repeats.

Calculating shorthand speed

Speed is worked out from the number of words dictated and the time taken.

Formula: speed (wpm) = total words dictated ÷ time in minutes

Substitution: a passage of 420 words is dictated in 7 minutes.

Working: 420 ÷ 7 = 60

Result: 60 wpm

Principles of speed development

• Accuracy first: Speed is raised only when the notes can be read back correctly, because errors at a high speed cost more time in transcription than they save in writing.
• Gradual increase: Move up in small steps, for example from 60 wpm to 70 wpm, and stay at a speed until it feels controlled.
• Regular practice: Short daily sessions build speed better than occasional long ones.
• Relaxed writing: A light grip and a relaxed arm and shoulder reduce fatigue and keep outlines neat at higher speeds.
• Recording progress: Keep a record of the speed reached in each timed practice so that progress can be seen.

4.1.1 60 wpm

A speed of 60 wpm means writing 60 words of dictation in one minute, which is one word every second. It is the first target speed in speed development, and it is reached when the outlines of common words and phrases are written automatically. At this speed the writer is expected to write complete outlines, use the common phrases and halved strokes learned earlier, and read the notes back without difficulty. Example: a receptionist in a hotel front office who reaches 60 wpm can take down a guest's booking request as it is spoken.

Requirements for reaching 60 wpm

• Secure outlines: The outlines for the common words are written without pausing to think.
• Clear penmanship: Dark and light strokes, position and direction are correct, as covered in Shorthand principles.
• Phrasing: Common phrases are written as single outlines to save movements.
• Good listening: The writer listens one phrase ahead of the pen, so that the pen is never waiting for the next word.
• Accurate reading back: Notes can be read back with few hesitations.

Steps for building up to 60 wpm

1. Choose a passage of familiar vocabulary and count its words.
2. Have it dictated slowly at about 40 wpm and write it in full outlines.
3. Read back the notes and correct any outline that was wrongly written.
4. Repeat the same passage at about 50 wpm.
5. Repeat the passage at 60 wpm, timing it with a watch or a recording.
6. Calculate the speed reached and the number of words that could not be read back.
7. Practise the outlines that caused errors and take the passage again.
8. Move to a new passage at 60 wpm and record the result.

4.1.2 70 wpm

A speed of 70 wpm is the next target after 60 wpm and needs the writer to be quicker, smoother and more sure of the outlines. The pen must move continuously, with little pause between outlines, and the writer needs to be well versed in phrasing and in the short forms of the system. Example: a clerk in a vehicle repair garage who can take notes at 70 wpm can record a long instruction to prepare a job card without missing a point.

Requirements for reaching 70 wpm

• Automatic outlines: Common outlines and phrases are written without any thought.
• Fuller use of phrasing: More phrases and shortforms are used so that fewer separate outlines are needed.
• Smooth movement: The pen runs from one outline to the next with only the briefest pause.
• Controlled strokes: Strokes stay clear and in position even at the higher speed.
• Stamina: The writer can keep writing for several minutes without tiring.

Steps for moving from 60 wpm to 70 wpm

1. Take a passage that was written well at 60 wpm and have it dictated at 65 wpm.
2. Compare the notes with the model outlines to find slow or doubtful outlines.
3. Drill the doubtful outlines until they are quick and correct.
4. Take a fresh passage at 65 wpm and check the accuracy again.
5. Increase to 70 wpm for a short passage of one or two minutes.
6. Read back the notes at once and mark any outline that could not be read.
7. Calculate the speed and the accuracy of the reading back.
8. Repeat at 70 wpm with new passages until the notes are neat and readable.

Comparison of the two target speeds

4.1.3 Speed reading

Speed reading in shorthand is the ability to read shorthand outlines fluently and quickly, without stopping to work out each outline. Fast reading is as important as fast writing, because a writer who cannot read his own notes quickly cannot transcribe them quickly. Reading also strengthens the memory of outlines and helps the writer to spot errors. Example: a clerk in a catering supplies office who reads back a dictated order at a steady pace can type it without hesitation.

Principles of shorthand reading

• Read in phrases: Take in groups of outlines at a glance instead of one outline at a time.
• Do not stop at difficult outlines: Read on and use the sense of the sentence to work out the unclear outline.
• Read aloud: Reading aloud links the outline with the sound and trains the eye to move steadily.
• Time the reading: Record the time taken to read a passage and try to shorten it each time.
• Read often: Short daily reading sessions are better than occasional long ones.

4.1.3.1 From textbook outlines

Textbook outlines are the model outlines printed in the learning book. They are neat and correctly formed, so they are the best material for building reading speed. Reading them trains the eye to recognise the correct outline in position and length. Example: a learner reading a printed passage of office correspondence in outlines three times, each time faster, will recognise most outlines at a glance.

Reading from textbook outlines

• Choose a passage: Select a short passage with outlines that have already been studied.
• First reading: Read slowly and carefully, saying each word, and note any outline that is not recognised.
• Check difficult outlines: Look up unrecognised outlines in the key or the shorthand dictionary.
• Repeated readings: Read the same passage again and again, each time at a faster pace.
• Time each reading: Record the time taken and calculate the reading speed in words per minute.

Steps for textbook reading practice

1. Count the words in the passage and note the number.
2. Read the passage aloud slowly, following the outlines with a finger or a pencil.
3. Mark the outlines that cause hesitation.
4. Check the marked outlines against the key and write each one three times.
5. Read the passage again and time the reading.
6. Calculate the speed using total words ÷ minutes.
7. Repeat until the speed is above the writing speed you are aiming for.
8. Move on to a new passage and repeat the same steps.

4.1.3.2 Shorthand own notes

Reading your own notes is more difficult than reading textbook outlines, because the outlines are written quickly and may vary in shape and size. It is a vital skill, because the writer must read the notes for transcription. Regular reading of your own notes shows which outlines are poorly formed and need practice. Example: a hotel receptionist who reads back yesterday's dictated bookings from her notes can quickly tell which outlines were written too fast to be clear.

Reading your own notes

• Read soon after writing: Reading notes straight after dictation, while the words are still in memory, is easier and gives the most accurate result.
• Read again after a delay: Read the same notes a day later to test whether they can be understood without the memory of the dictation.
• Mark unclear outlines: Circle any outline that you cannot read and find the reason, such as wrong position or thickness.
• Rewrite faulty outlines: Write the correct outline several times to remove the habit.
• Keep the notes: Keep dated notes so that you can compare early and later notes and see the improvement in neatness.

Steps for reading your own notes

1. Take the notes of a dictation written at your usual speed.
2. Read the notes aloud from the beginning at a steady pace.
3. Do not stop at an outline that you cannot read, but read on and use the sense of the sentence.
4. Mark all the outlines that gave trouble.
5. Compare each marked outline with the model outline in the textbook or key.
6. Write the correct outline several times.
7. Read the notes once more and compare the reading speed with the first one.
8. Note the faults found and aim to avoid them in the next dictation.

Chapter Summary

This chapter explores the essential skills required for transcribing shorthand notes effectively. It begins with techniques for speed development, emphasizing progress through writing speeds of 60 and 70 words per minute, and highlights the importance of speed reading both from textbook outlines and one’s own shorthand notes to improve transcription efficiency. The focus then shifts to the actual process of transcribing, comparing the traditional method of handwriting with the modern approach of using computers. Attention is given to the challenges of editing spelling errors, where common issues such as miswriting or omitting shorthand symbols are identified. Strategies for correcting these errors include reviewing the context, checking against common mistakes, and using a key or guide to ensure accuracy. The chapter concludes with methods for proofreading and editing transcriptions, including practicing timed dictations and completing assignments to build proficiency in producing clean, error-free documents.