The Definitive Guide to Dictation Software for Attorneys
Legal Dictation Software Defined
In the legal world, dictation software is primarily used as an alternative method for collecting information and sending instructions quickly. This type of software enables lawyers to record what they want to say, either using their voice or a pre-recorded audio file, and send it automatically to their transcriptionist for creation of a written or typed document. Dictation software can be used across all types of legal documents including pleadings, motions, briefs, letters, memos, and even time entries.
The use of dictation in the workplace dates back to 1915, when the Stenomask was invented by Emil V. Jellinek. The Stenomask was a simple device often referred to as a "voice-trap" because it literally trapped the sound inside. Dictation took off as a workplace practice in the 1960s, when the invention of magnetic tape allowed for better audio quality, enabling more widespread use of dictation tape. Instead of having a long recording pen connected to a spool of tape, typists could now use a small tape recorder for dictation. Later, dictation equipment became even smaller, and the first digital recorders were introduced in the late 1980s.
With the advancement of computers over the past several decades, the dictation process became less analog and more digital . Small digital recorders that could slip inside a shirt pocket had become ubiquitous on lawyer’s desks, and soon these digital devices were able to connect directly to a computer and transfer all or part of the recording through a USB connection or an email, enabling the transcriptionist to begin work without waiting for the lawyer to return to their office. Many of the first transcribing programs were simply a digital tape-recorder interface on the computer screen with all the same controls on screen that the dictation machine had.
Increasingly, this is no longer viewed as the cutting edge of technology. Now, dictation software has evolved into a direct interface for recording and transcription. The very latest iterations of dictation software enable you to dictate a memo or letter directly into Microsoft Word and bypass the need for physical recordings and transcriptions.
Today, audio-to-text software is considered to be the fastest way for lawyers to immediately capture their thoughts and efficiently delegate them for further processing. While early forms of dictation had notoriously poor accuracy, limiting its usefulness in a legal context, modern speech-to-text technology is quite advanced. Thanks to advances in speech recognition, lawyers who use legal dictation software can enjoy a level of accuracy that makes the process seamless. Legal-specific editing tools and features have improved the workflow process and helped to increase adoption rates among lawyers.
Advantages of Legal Dictation Software
Productivity is the lifeblood of a law firm, and dictation software helps drive productivity for lawyers. Those who were previously hand writing their memos and motions will not only work faster by typing them out on a word processor, but they can increase the speed of that process even more by dictating. This, of course, also innumerates the need for quality voice recognition software to transcribe text, which is why the most advanced software works live to hear the voice and write it down. Accuracy in this regard is critical, as legal documents are far more sensitive and less forgiving of grammatical, spelling, or punctuation errors than any other class of documents. Further, it allows both the voice and the written text to be heard and seen, allowing for easy exporting to email, document storage, or other purpose.
These days, the best dictation systems offer not just stand-alone transcribing, but automatic word processing by looking up terms in the dictionary as well as the ability to search subject matter areas via the web. The full-featured packages include built-in directory services so that there is no longer the need to look up phone numbers. Many will come with a Word add-in, so a document may be dictated directly into the program, and save automatically. With an integrated solution, the last document may be called up when a user walks into the room, saving seconds on each dictation that can turn into hours over the course of a week.
The most efficient voice recognition tools work with others commonly found in most law offices. These include document management systems (DMS), practice management systems (PMS), cost recovery tracking, and others. Properly integrated voice recognition tools make all other commonly used applications better by integrating them into one voice controlled method. With the right solution, there is no need to touch the keyboard at all, making the user far more productive and likely to use the applications more often.
Essential Features of Legal Dictation Software
When choosing dictation software, there are several key features to consider that are essential for legal professionals. The first and perhaps most important is voice recognition accuracy. A dictation software that is highly accurate in its voice-to-text transcription will save you a significant amount of time when it comes to translating what you’ve said into written documents. While no dictation software is 100 percent accurate all the time, look for one that has a high success rate in translating your voice commands into text.
Compatibility is another vital feature to consider. The dictation software should be compatible with the applications you use on a daily basis, whether that’s Microsoft Word for drafting motions or Adobe Acrobat for reviewing contracts. Many dictation software programs are now compatible with a range of platforms, including tablets and smartphones, which can help make your workflow more efficient.
Ease of use is a critical aspect to look for in dictation software as well. Choose a software program that is user-friendly and doesn’t require a long learning curve to understand its functionalities. This allows you to maximize its benefits from the outset and focus on your work rather than trying to figure out how to operate the software.
Finally, consider the security features available with the software. Privacy and confidentiality are paramount in the legal profession when it comes to client information, so you want to ensure any dictation software you choose has robust security options, such as data encryption and secure servers.
Taking the time to consider these features will help you choose the dictation software that best meets your needs as a legal professional.
Best Legal Dictation Software Compared
Dragon Professional Individual: Legal
Features: Highly accurate legal transcription, voice commands for formatting and navigation, custom legal vocabulary, ability to transcribe audio from other sources, and support for a wide range of audio file formats.
Pricing: $300 (one-time purchase nationwide, but up to 4 devices only and one user).
Pros: High-level accuracy, customizable commands for legal formatting, frequent updates adding new vocabulary, good user interface.
Cons: High one-time cost for Dragon Home and Dragon Professional Individual, licensed software, limited support and integration for web-based legal applications.
User Reviews: Users appreciate the high accuracy and useful legal-specific features, though there is much room for improvement regarding the software’s web integration with modern lawyers’ web-based applications.
SpeechLive Professional Dictation
Features: Web-based online dictation, mobile dictation, file transcription, and document distribution, native recorder for Android, iPhone, and desktop, archiving and backup features.
Pricing: From $18 per user/month with Speech Recognition, basic, advanced or professional level.
Pros: Font size and line height adjustments, desktop and mobile dictation capabilities, simple user interface.
Cons: Limited capabilities with web-based processing, automatic transcription only supported by paid services, limited support for web-based legal applications.
User Reviews: Reviewed as the most sufficient and reliable transcription service with flexibility in document processing, low cost, and the ability to store dictations and apply advanced document processing.
Dictation . io
Features: Recording or importing audio files directly for transcription, convert audio files to Word format, speech recognition software, keyboard shortcuts for quick transcription and editing.
Pricing: Free (Dictation.io enables users to transcribe up to 15 minutes of audio at a time without limits).
Pros: Simple to use, browser-based recording and transcription capabilities with multiple options, free speech recognition with no download or installation.
Cons: Limited capabilities for properties and features, requires internet access, limited integration with common dictionary options, generally general purpose but lacks lawyer-specific or law-specific functions.
User Reviews: Loaded with very basic features, great for general transcription purposes but not specific to the legal industry, low-cost or free speech recognition software, basic and easy-to-use interface.
SpeechTexter
Features: Voice commands for punctuation, capitalization, special characters, symbols and newline/line break, automatic capitalization of the first word in a sentence, formatting commands like ‘new line’, ‘new paragraph’, ‘new address’ and capitalize phrases.
Pricing: Free
Pros: Crucial for a wide array of uses and has a large array of compatible applications, easy to use with lots of built-in commands for various applications.
Cons: Limited capabilities for properties and features, requires internet access to function, overall very basic design that does not integrate with other applications including those used in the legal industry.
User Reviews: Not as useful for long dictations, useful for short dictations and short periods of transcription as a dependable application, very basic and can be used for several applications.
Using Dictation Software in Law Firms
One of the first steps to integrating dictation software into a legal practice is to select a product, of course. There are many dictation software solutions on the market that help lawyers reduce time spent on their phones and make the transcription process more streamlined.
Once dictation software is chosen, a law practice must map out a specific implementation strategy. All apps should have some type of getting started guide to walk you through the integration process. For example, most Skynote dictation software solutions are designed for a smooth, problem-free integration so that you can hit the ground running.
Your team must then be trained in the use of the dictation system as well as how to manage their audio files from dictation software. Once the lawyers are using dictation software, there will be a launch period of a few days or weeks as they adapt to the new workflow. Resistance to such an easy to use dictation tool is rare, but it’s always good to be prepared in the case that it does occur.
During the launch period, support will be important to ease the transition so that none of your team is struggling with an outdated technology and allowing it to slow them down. Dictation software tools, like Skynote, provide all of the support you need, whenever you need it.
With the right dictation software, you’ll be able to increase the number of billable hours by staying connected when your schedule doesn’t allow for long client meetings and reducing the time spent uploading audio onto your computer so that you can spend more time working on high billable rate tasks.
Future of Legal Dictation Software
As the legal field continues to evolve, so too does the nature of legal dictation software and technology. Emerging trends indicate an increasing reliance on artificial intelligence (AI) and natural language processing (NLP) in the drafting and management of legal documents. These concepts leverage the advanced capabilities of computer systems to analyze, interpret and manage large amounts of data.
AI is rapidly proving itself as a formidable addition to legal technology. By analyzing existing case law and inputted data, AI-powered dictation tools have the ability to suggest contextual language options, legal provisions and even clause structures. NLP, on the other hand, allows systems to automatically recognize and highlight terms, clauses or references previously mentioned elsewhere in a document. This not only streamlines the process of document creation and review but also ensures a level of cross-referencing and internal consistency that can be difficult to maintain manually.
Another forward-thinking trend in legal dictation technology is the enhancement of client-facing portals . These portals allow dictation a platform for real-time bi-directional communication with clients, thereby giving clients a more significant role in the drafting and review process. For situations in which it is necessary to involve clients directly, dictation technology enables new opportunities for collaboration and consensus-building.
Lastly, it is important to consider the impact of automation within the practice of law. Much like dictation software, general automation efforts seek to streamline and expedite legal processes. This could mean using technology to automate billing and timekeeping, filing with various regulatory bodies, updating case status in firm databases and other routine activities. While some attorneys may take issue with the prospect of technology displacing specific job functions, it is ultimately the efficiency and productivity of their work (and that of the firm as a whole) that will dictate its value in the marketplace. Dictation technology is just one area of the law that is impacted by this trend, but may be one of the most commonly used.