Role-Play Warm-Up

Use these quick prompts to jumpstart your transcription skills. In pairs, one person reads the prompt aloud (in the client’s voice), and the other transcribes live for 2 minutes using best practices. Then switch roles.

Instructions:
• Partner A reads Prompt 1 aloud, Partner B transcribes.
• After 2 minutes, swap roles and move to the next prompt.
• Focus on capturing client voice, non-verbal cues, and using sensitive, objective language.

Prompts

Prompt 1:
Client (softly): “I… I really want to do well, but every time I try, my heart just races and I freeze up.”

Prompt 2:
Client (shrugs, sighs): “It’s weird—I feel better when I’m alone, but then I get really lonely.”

Prompt 3:
Client (laughs nervously): “I told my teacher how I felt, and she just… she didn’t get it. I don’t know what to do.”

Prompt 4:
Client (voice cracks): “My parents keep arguing, and I’m tired of being stuck in the middle.”

Prompt 5:
Client (pauses, whispers): “Sometimes I think about skipping school… I just can’t face everyone right now.”

After completing all prompts, regroup and share two challenges you encountered and one strategy that helped you capture the client’s voice accurately.

Live Session Recording Activity

Time: 30 minutes
Materials:

• Recording device (phone or tablet)
• Transcript Techniques Reference Guide
• Transcript Editing Checklist

1. Introduction & Setup (5 minutes)

• Explain the goal: to practice capturing verbatim client statements, non-verbal cues, and context in a live mock session.
• Quickly review key best practices from the Do’s & Don’ts of Transcription Slide Deck.
• Pair participants and assign roles: “therapist” and “client.”

2. Mock Session Recording (10 minutes)

• Each pair conducts two short, 3–5 minute mock sessions:
  • Partner A is the therapist; Partner B is the client reading from their own scenario or using the Sample Transcript Handout.
  • Therapist leads the conversation as in a real session, while the client’s partner records audio/video.
  • After 3–5 minutes, swap roles and repeat.

3. Transcription & Self-Review (10 minutes)

• Participants replay their partner’s recording and transcribe the session in writing.
• Use the Transcript Techniques Reference Guide to apply strategic verbatim quotes, paraphrase fillers, and annotate non-verbal cues.
• Once drafted, each person uses the Transcript Editing Checklist to self-assess accuracy, sensitivity, and completeness.

4. Group Debrief (5 minutes)

• Reconvene as a whole group.
• Invite volunteers to share one challenge they faced and one strategy that improved their transcript.
• Highlight insights on balancing verbatim quotes with paraphrase, capturing tone, and avoiding personal interpretation.

Outcome: Participants will gain hands-on experience recording and transcribing a live counseling exchange, reinforcing best practices for clear, client-centered documentation.

Transcript Editing Checklist

Use this checklist to review and refine your transcript. Place a checkmark next to each item once complete. Use the space provided to note examples or questions.

Accuracy

• Verbatim quotes used for significant client statements.
  
  
  
• Filler words and pauses paraphrased or noted appropriately.
  
  
  

Client Voice & Language

• Client’s pronouns, tone, and language preserved accurately.
  
  
  
• Neutral, objective descriptors used for emotions and behaviors.
  
  
  

Context & Non-Verbal Cues

• Pauses, sighs, laughter, and other cues annotated (e.g., (…) [sigh]).
  
  
  
• Therapist statements and interventions labeled clearly.
  
  
  

Ethical & Legal Integrity

• No personal interpretation or assumptions added.
  
  
  
• Content not removed or censored; transcript is complete.
  
  
  

Format & Clarity

• Transcript follows the standardized format and is chronological.
  
  
  
• Spelling, grammar, and punctuation are accurate.
  
  
  

Reflection

1. Two strengths of my transcript:

2. Two areas for improvement:

3. Questions or notes for peer feedback:

Peer Feedback Circle

Time: 10–15 minutes
Materials:

• Participants’ drafted transcripts
• Transcript Editing Checklist
• Pens or highlighters
• (Optional) Large paper or whiteboard for group notes

1. Form Feedback Triads (2 minutes)

• Divide participants into groups of three.
• Within each triad, assign roles: Presenter, Reviewer, Observer.

2. Round 1: Sharing & Reviewing (4 minutes per round)

• Presenter reads aloud key excerpt (1–2 minutes) from their transcript.
• Reviewer uses the Transcript Editing Checklist to identify:
  • One clear strength
  • One suggestion for improvement
• Observer notes group process: Was feedback clear? How was tone?
• After 4 minutes, rotate roles clockwise and repeat until all three have presented.

3. Synthesize Key Takeaways (3 minutes)

• In each triad, review Observer notes.
• Agree on two “big ideas” about strong transcription practice and one common challenge to address.
• Jot these on a piece of paper or whiteboard.

4. Whole-Group Debrief (3–5 minutes)

• Reconvene as a class.
• Invite a few triads to share their two positive strategies and one challenge.
• Capture these on the main whiteboard under headings: Strengths and Challenges.

Outcome: Participants leave with specific, peer-validated insights on improving transcript accuracy, sensitivity, and clarity.