Chapter 1: Transcribe shorthand notes

Transcribing shorthand notes is a critical skill for office administration professionals, especially in fast-paced environments such as law firm registries, courier companies, and accounting offices where accurate and timely documentation is essential. Mastering the ability to take dictation at varying speeds and applying effective transcription techniques ensures that minutes, reports, and correspondence are recorded precisely and delivered promptly. This chapter focuses on developing these competencies, emphasizing practical strategies that Kenyan office administrators can apply to enhance productivity and maintain high standards of communication within their organizations.

1.1 Taking dictation at varying speeds

Dictation speed is measured in words per minute (wpm): the number of words the speaker delivers in one minute. A secretary who can take dictation at only one speed is limited, because managers do not speak at a fixed pace. A managing director may read a short reply slowly while composing it aloud, then speed up when repeating a well-known paragraph. This topic builds the ability to write complete, readable shorthand notes at 60, 70 and 80 wpm. The notes are written in whichever shorthand system your course follows.

Dictation speeds are easier to picture when they are turned into words per interval. The figures below are plain arithmetic: wpm ÷ 60 gives words per second.

At 60 wpm the speaker says one word every second. At 70 wpm the speaker says about 1.17 words every second, which is about one-sixth faster than 60 wpm. At 80 wpm the speaker says about 1.33 words every second, about one-third faster than 60 wpm. Each step looks small on paper, but the writer has less time to recognise a word, choose its outline and write it before the next word arrives.

How dictation speed varies

Real dictation does not stay at one steady speed. Slow dictation has clear enunciation, frequent pauses and a lower information load, so the writer can catch up, add punctuation and check doubtful words. Fast dictation flows with few pauses, words tend to blend, and the writer must listen ahead while writing. A speaker also changes pace with the content: names, figures and technical terms are usually read more slowly than familiar phrases. Practising at set speeds trains you to cope with both extremes.

Preparing for a dictation session

Preparation helps accuracy at every speed. A secretary at an architecture firm who knows the dictation is about a site meeting can predict names, dates and technical words before they are spoken.

1. Ask what the dictation is about, and who the letter or document is for.
2. Prepare the notebook: write the date at the top, rule a margin for corrections and instructions, and keep a second pen or sharpened pencil ready.
3. Sit close enough to hear every word and at a table where the notebook lies flat.
4. Agree a signal with the speaker for "stop", "read back" and "go back to the start of the paragraph".
5. Warm up for two minutes by writing outlines of common office words, so that the hand is ready.
6. Note any names, figures and unfamiliar terms the speaker gives in advance, and confirm their spelling before the dictation begins.

Dealing with difficulties

Difficulties at any speed can usually be traced to a few causes, and each has a practical answer.

• Uneven pace: when the speaker alternates between fast and slow, keep writing steadily and use the slow parts to complete unfinished outlines.
• Unclear pronunciation: ask politely for a repeat at the next pause, and use the sense of the sentence to decide between words that sound alike.
• Background noise: ask for a quieter place, or move closer to the speaker, rather than guessing.
• Unfamiliar terms: study the vocabulary of the office you serve, such as terms in tenders, minutes and contracts, so that fewer words are new.
• Tiredness: writing for long periods tires the hand; relax the grip, stretch the fingers between passages and take a short rest between practice sessions.

1.1.1 60 wpm

Sixty words per minute is the foundation speed: one word per second. It is slow enough for the writer to apply every outline, join phrases and add punctuation without strain, and it is fast enough to reveal weak outlines that were only learned for slow copying. A trainee should be able to take a full minute of dictation at this speed with notes that can be read back without hesitation before moving on.

What to aim for

At 60 wpm the aim is complete and neat notes. A passage of one minute contains 60 words, and three minutes contain 180 words. Notes should show every word, with punctuation or paragraph marks where the speaker indicates them.

Method

• Write every word: at this speed there is time to write full outlines, so do not leave gaps.
• Use the pauses: the natural pause at the end of a sentence is the moment to tidy a doubtful outline or add a missing mark.
• Stay a few words behind: listen to the phrase, then write it; do not try to write each word as the speaker finishes it.
• Keep your eyes on the notebook: look at the speaker only at the end of a sentence.
• Read back at once: after each passage, read the notes aloud and mark any outline that took more than a moment to read.

Practice passage

The following passage has exactly 60 words. A tutor, or a classmate, reads it in one minute using a stopwatch.

Dear Mr Otieno, I refer to our meeting of 12 March when we discussed the sale of your plot. Please send us a copy of the title deed and your identity card by Friday so that we can prepare the sale agreement. Our fee note will follow once the agreement is signed. I look forward to your reply. Yours sincerely

Moving on

Move to 70 wpm when three consecutive one-minute passages at 60 wpm can be read back with no more than a few uncertain outlines.

1.1.2 70 wpm

At 70 wpm the speaker delivers about 1.17 words per second, so each word arrives about 0.86 seconds after the one before. Full outlines must come easily, and the hand must move from one word to the next without a pause. This is the speed at which a trainee learns to write phrases as single units and to think one phrase ahead of the pen.

What to aim for

A minute of dictation holds 70 words and five minutes hold 350 words. The aim is legible notes with few gaps. Small gaps are acceptable if they are marked and filled in straight afterwards.

Method

• Join common phrases: writing "I wish to" or "we have received" as one movement saves time on every line where the phrase occurs.
• Use the sense of the sentence: predict the end of a familiar phrase such as "on behalf of the" while still writing its beginning.
• Mark numbers clearly: figures, dates and amounts must be written with extra care, because a number cannot be guessed from context.
• Mark gaps instead of stopping: if a word is lost, leave a short space and continue; stopping to think costs several words.
• Control tension: a tight grip slows the hand, so write with a light, rolling movement.

Practice passage

This passage has exactly 70 words and is read in one minute.

Please inform all site staff that the progress meeting for the library extension will be held on 20 June at 9.30 am in the project office. Each supervisor should bring the weekly report, the list of materials ordered and the updated drawing register. Anyone who cannot attend must send a written apology to me before the day. Late reports will not be discussed at the meeting itself. Thank you all

A ladder drill for building speed

A ladder drill builds speed without frustration. Take the same one-minute passage and write it three times: first at 60 wpm, then at 70 wpm, then at 60 wpm again. The second hearing of familiar words lets the writer concentrate on keeping up, and the return to 60 wpm shows how much easier the pace has become.

1.1.3 80 wpm

At 80 wpm the speaker delivers about 1.33 words per second: 20 words in 15 seconds and 400 words in five minutes. There is almost no time to think about individual outlines, so most of the work must be automatic. The writer is listening to one phrase while writing the previous one.

What to aim for

The aim at 80 wpm is a complete record of the sense of every sentence, with names, figures and dates correct. A few outlines may be written quickly and look rough, but each must remain readable by the writer.

Method

• Write phrases, not words: every phrase that can be joined should be joined, because lifting the pencil costs time.
• Use the system's approved brief forms: the abbreviations and contractions in your course book exist for exactly this purpose, so learn them until they come without thought.
• Do not stop to correct: a wrong outline is circled or crossed through later; the next phrase is already being spoken.
• Recover quickly when lost: listen for the next full phrase and rejoin the dictation there, then fill the gap from memory or from the speaker at the next pause.
• Protect your concentration: sit forward, relax the shoulders and ignore interruptions, because one lost second at 80 wpm is more than one missed word.
• Write less on the page: keep lines short and well spaced so that the notes can be read quickly when transcription begins.

Practice passage

This passage has exactly 80 words and is read in one minute.

We confirm receipt of your consignment of 40 cartons of ceramic tiles, which arrived at the Mombasa depot on 3 April. Clearance of the goods will begin as soon as we receive the original bill of lading and the commercial invoice. Storage charges will apply after seven days, so please send the documents without delay. We shall inform you when the lorry leaves for Nairobi. Please also confirm the name of the person who will receive the goods on arrival.

Checking readability

At 80 wpm the first test is not speed but readability. After the passage, read your notes back at once and underline every outline you hesitated over. Those outlines are the ones to practise before the next session.

Chapter Summary

This chapter focused on the essential skill of transcribing shorthand notes accurately and efficiently. It began by exploring taking dictation at varying speeds, starting from 60 words per minute and progressing through faster rates such as 70 and 80 words per minute, emphasizing adaptation to different speaking paces. Various transcription techniques were then discussed, including working in short bursts and using timed dictation exercises to enhance speed and accuracy. The importance of timed transcriptions was highlighted with specific practice durations of 20, 30, and 45 minutes to improve endurance and transcription quality. A detailed analysis of common shorthand errors was presented, covering symbol mistakes, missed words or phrases, and spelling and punctuation errors, along with their typical causes such as speed challenges, lack of focus, and insufficient practice. Strategies for correcting these errors were outlined, recommending targeted practice of troublesome symbols, slowing down when necessary, repetition through drills, and careful listening. The chapter concluded with assignments designed to reinforce learning, focusing on short forms, phrases, sentences, and short burst passages to build comprehensive shorthand transcription skills.