Reports2Go

Beyond the Basics: Advanced Tips for Using Your Inventory App’s Dictation Software

We prioritise speed and accuracy at Reports2Go, and some users already use our free dictation software to streamline inspections. What's not so clear is how to take your dictation skills to the next level, beyond the fundamentals, so reports become even quicker, snappier, and more professional.

● Use Smart Pauses for Improved Transcription

Don't get your descriptions in too quick a rush. Do them in natural sentence cadence with pauses instead. Pronouncing "wooden skirting board, no marks" and pausing allows the transcription engine to punctuate correctly. It may seem obvious, but unambiguous diction keeps mistakes to a minimum and saves time in editing later.

● Label Rooms and Items Consistently

Consistency is also important. Start your comments with room names: "Living room, west-facing window", then report condition. This helps develop organisation in your transcript and facilitates comments matching up with the correct photos or sections later.

● Unite Voice with Visual Cues

Our free dictation software excels when you combine audio with images. Take a photo, then say, "living room, chip in laminate flooring, around 2 inches." The timestamp associates your voice note with the photo. That combination makes your report more difficult to refute and more believable.

● Include Audio for Smells or Sounds

Some things can't be put into words. With Reports2Go, you can also add brief audio notes, for example, "strong damp smell near north wall." These voice notes retain context and get transcribed for future reference. It's particularly helpful in HMOs where the trouble is noisy appliances or lingering smells.

● Use Transcription Review Wisely

Once you've uploaded your audio, make use of our transcription editor in the portal. That's where you clip misheard words - "damp" heard incorrectly as "stamp" happens often enough - correct tone and punctuation. Our platform facilitates that and maintains professional reports.

● Rehearse with Templates On-Site

We provide pre-designed room and item templates within the app. Practice reading the template statements: "kitchen sink chrome taps, working, no marks." Reading them aloud improves transcription quality and accelerates your walkthrough.

● Dictate Offline Strategically

While our free dictation software is optimised for a live internet connection, you can indeed record audio notes offline and upload later. This is convenient in areas with poor signal, just keep in mind that transcribing occurs once uploaded.

The Result: Faster, More Accurate Reports

With these new methods, you're not merely dictating, you're producing high-quality, trustworthy inventory reports in record time. You can:

• Decrease manual typing
• Increase accuracy and defensibility
• Reduce turnaround time from hours to minutes

Gary, 01 August 2025