Dictation machines help doctors, lawyers, realtors and journalists record important information that they can type up later. Advanced technology has helped create digital dictation machines, slowly making the cassette-type dictation equipment obsolete. Advanced digital dictation machines also come combined with MP3 players and Internet capabilities, making your business more efficient.

When purchasing office dictation equipment, you have a variety of options for your business. There is a dictation transcription machine that lets you dictate and transcribe with one machine. There are also call-in dictation services, subscription dictation services and digital dictation machines that require dictation software. When weighing your options, remember the following:

1. Buying a mobile dictation machine means you can take it with you, so you can dictate at any time or place.

2. The length of dictation hours for each dictation machine varies. Some machines only record for as little as 5 hours, while others can record for up to 90 hours.

3. Using a dictation company can save you money in the long run, because you won't need a transcriptionist on staff.

Action Steps
The best contacts and resources to help you get it done

Decide between digital or analog dictation transcription equipment

Digital dictation equipment includes hand-held digital voice recorders that download to a computer. Some have LCD screens, recharging docking stations, voice recognition and file indexing options. Some use a USB port to transfer data, while others use memory cards. Analog dictation equipment uses cassette tapes, a microphone and possibly a headset. These systems are less mobile than the newer digital models.

I recommend: Browse analog and digital dictation machines online at Dictation Depot.com. Search for a dictation machine by brand or type at Officetronics.

Look for dictation packages that include the dictation and transcription equipment as a bundle

Some dictation equipment suppliers offer a dictation and transcription combo. These are useful for businesses that only need in-office dictation and transcription equipment.

I recommend: Check out the dictation transcription machines from Office Direct. Find more dictation transcription machines at The Programmers' Consortium.

Invest in call-in dictation equipment to benefit your whole office

Call-in dictation services can handle simultaneous calls, which means your office staff can call in dictations at the same time, increasing efficiency and productivity. Most of these work by calling a number, entering a PIN and dictating. Then your dictation is transcribed and sent to your computer.

I recommend: Check out the DigiTel Call-In Dictation System at Dictation Warehouse. Browse a variety of call-in dictation machines at Sylvan Software.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  While analog dictation equipment is cheaper than digital dictation equipment, it requires more upkeep. You'll need a constant supply of cassette tapes, and you run the risk of a tape snapping during dictation. An analog dictation machine is good for businesses with minimal dictation needs.
• •  If you work on the receiving end of dictation services, consider subscribing to an online dictation and transcription service. This enables your transcribers to sign on to a secure website, receive the dictations and transcribe them without cluttering up the office with extra equipment.