Voice to Text for Interviews: Capture Every Word
Whether you're a journalist conducting source interviews, a researcher gathering qualitative data, or an HR professional documenting candidate conversations, learn how to effectively transcribe interviews using voice-to-text technology.
Table of Contents
- • Why Transcribe Interviews?
- • Transcription Methods
- • Setting Up for Success
- • Transcription by Use Case
- • Handling Multiple Speakers
- • Editing Interview Transcripts
- • Frequently Asked Questions
Last updated: February 3, 2026
Why Transcribe Interviews?
Searchable Records
Audio files are hard to search. Transcripts let you find specific quotes, topics, or mentions instantly with Ctrl+F.
Accurate Quotes
Transcripts ensure you quote sources accurately. No more mishearing or misremembering what was said.
Analysis Ready
Researchers can code, categorize, and analyze text transcripts. Essential for qualitative research methods.
Documentation
Written records serve legal, compliance, and archival purposes. Important for HR interviews and formal proceedings.
Works in your browser. No sign-up. Audio processed locally.
Transcript
Tip: Keep the tab focused, use a good microphone, and speak clearly. Accuracy depends on your browser and device.
Transcription Methods
Live Transcription During Interview
Real-TimeRun voice-to-text while conducting the interview. Get a rough transcript immediately when the conversation ends. Requires good microphone setup.
Best for: Quick turnaround, informal interviews
Post-Interview AI Transcription
RecommendedRecord the interview, then upload audio to transcription services like Otter.ai, Descript, or Rev. Many offer speaker identification and timestamping.
Best for: Professional interviews, multiple speakers
Human Transcription Services
Highest AccuracyProfessional transcriptionists handle your audio. 99%+ accuracy with proper formatting, speaker labels, and handling of unclear audio.
Best for: Legal, academic, broadcast interviews
Manual Transcription
Time-IntensiveListen and type yourself. Most time-consuming but gives you deep familiarity with content. Use playback software with speed control and hotkeys.
Best for: Small projects, budget constraints, learning content deeply
Setting Up for Success
Transcription quality starts with recording quality. Here's how to set up for clear audio.
Use Quality Microphones
Ideally, each speaker should have their own microphone (lavalier mics work well). For in-person interviews, a boundary microphone in the center captures everyone. Phone recordings are acceptable but lower quality.
Choose a Quiet Environment
Background noise severely impacts transcription accuracy. Avoid cafes, busy offices, or locations with HVAC noise. A quiet room with soft furnishings reduces echo.
Position Microphones Correctly
Keep mics 6-12 inches from speakers' mouths. Avoid placing mics near laptops (fan noise) or on surfaces where they'll pick up vibrations from movement.
Test Before Starting
Record a 30-second test and play it back. Check for clarity, volume balance between speakers, and background noise. Adjust setup before the actual interview.
Transcription by Use Case
Journalism
Deadline pressure meets accuracy requirements. Transcripts protect against misquotation claims and enable fact-checking.
- • Use AI transcription for speed
- • Verify quotes against audio
- • Note timestamps for key quotes
- • Keep recordings for verification
Academic Research
Qualitative research requires verbatim transcripts for coding and analysis. IRB requirements may dictate specific handling.
- • Verbatim transcription often required
- • Include non-verbal cues [laughs], [pause]
- • Consider participant confidentiality
- • Document transcription methodology
HR & Recruiting
Document candidate interviews for fair evaluation and compliance. Transcripts support consistent assessment across candidates.
- • Inform candidates of recording
- • Focus on job-relevant content
- • Store securely with access controls
- • Follow data retention policies
Podcasts & Media
Guest interviews become show notes, blog posts, and social content. Transcripts maximize content value.
- • Create show notes from transcripts
- • Pull quotes for social media
- • SEO benefits from full transcripts
- • Accessibility for deaf audiences
Handling Multiple Speakers
Multi-speaker transcription is challenging. Here's how to get the best results.
Speaker Identification
Services like Otter.ai and Descript can identify different speakers and label them (Speaker 1, Speaker 2). You can then rename them (Interviewer, John Smith) after transcription.
Separate Audio Channels
For best results, record each speaker on a separate audio track (different mics to different channels). This allows for cleaner speaker separation during transcription.
Handling Overlapping Speech
When people talk over each other, AI transcription struggles. Coach interviewees to avoid interrupting. If overlap occurs, mark it for manual review: "[crosstalk]"
State Names at Start
Begin the recording by having each person state their name. This helps AI services learn voice profiles and improves speaker identification accuracy.
Editing Interview Transcripts
Raw transcripts need cleanup before use. Here's the editing process.
1. First Pass: Fix Obvious Errors
Correct misrecognized words, especially names, places, and technical terms. Listen to unclear sections against the audio.
2. Add Speaker Labels
Replace "Speaker 1" with actual names. Add timestamps at regular intervals or at topic changes for easy reference.
3. Decide on Clean vs. Verbatim
Verbatim: Keep all "ums," "ahs," false starts, and filler words. Required for academic research and legal proceedings.
Clean: Remove filler words for readability. Appropriate for journalism and content creation.
4. Note Non-Verbal Context
Add bracketed notes for context: [laughs], [long pause], [sounds frustrated], [phone interruption]. These cues matter for understanding tone and meaning.
Frequently Asked Questions
Do I need consent to record and transcribe?
Yes—always inform interviewees that you're recording. Laws vary by location (one-party vs. two-party consent states/countries). For professional contexts, get written consent that includes permission to transcribe.
How accurate is AI interview transcription?
With clear audio and standard accents, 90-95% accuracy is typical. Accuracy drops with background noise, heavy accents, multiple speakers talking over each other, or technical jargon. Always review and edit.
How long does transcription take?
AI transcription: 5-10 minutes for a 1-hour interview. Manual transcription: 4-6 hours for a 1-hour interview. Human transcription services: 24-48 hours turnaround. Editing adds 1-2x the audio length.
Can I transcribe phone or video call interviews?
Yes! Zoom, Google Meet, and Microsoft Teams have built-in transcription. For phone calls, use call recording apps (with consent). Audio quality is usually lower than in-person interviews, so accuracy may suffer.
Related Resources
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