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There are several options available for organisations wanting to implement a digital dictation practice for their mobile workforce.

Portable Dictation Devices

Portable dictation devices have historically led the way in remote working due to several key features. These devices are solely designated for digital dictation and offer their users uncompromised sound quality (for recording and playback) whilst being able to fully encrypt and add key meta-data to dictations. Portable recorders are also ergonomically designed for lengthy recordings and have the battery life to support continuous dictation for long periods of time.

When a user docks a portable recorder at a base computer, their dictations are automatically uploaded into the digital dictation management software where they are then routed to the configured workflow for transcription.


  • Devices are ergonomically designed for dictating
  • Sound quality of recording and playback is significantly better than a smart phone device
  • Battery life is longer than a smart phone device
  • Dictations are 256-bit encrypted for confidentiality and security peace of mind


  • Portable dictation devices need to return to base to upload dictations
  • New users will often need training on how to operate dictation devices
  • Portable dictation devices require a larger capital expenditure than other methods of mobile dictation

Smartphone Applications

The ‘smartphone revolution’ means that many professionals carry a smart device (mobile phone or tablet computer). With the opportunity for third-party apps and software on these devices, there has been a demand for a fully-fledged dictation ‘app’ that can do more than simply record your voice. A smart dictation workflow can now be enabled by the mobile workforce using their device for recording dictations and then utilising the mobile connection to upload the recording to the company’s dictation management software.


  • Licenses for device applications are less costly than individual portable dictation devices
  • Users are already familiar with their smart devices and require less training


  • Requires that users have a supported smart device
  • The sound quality of recordings can be compromised
  • Data usage

Telephone Dictation (Dial in Dictation)

For companies wanting to further maximise existing IT investments, there is the option of using telephone dictation. Telephone dictation works by adding an extension known as a Dialogic Card to the digital dictation management software’s server within the premises. The card can be assigned internal and external telephone numbers which, when dialled, allow users to input their identification credentials using a telephone keypad and start dictating. Once a dictation is finished, users simply hang up and the dictation is routed via the appropriate workflow.


  • There is no large capital expenditure required to roll out dictation to all potential users
  • Telephone dictation utilises existing investments in IT infrastructure
  • Users do not have devices on their person that could be lost, misplaced, or stolen


  • The sound quality of a dictation and the option to dictate is dependent on the users telephone signal at that time
  • Users cannot dictate if all available dictation ‘lines’ are in use

What do Voice Technologies recommend?

We understand that no two deployments of digital dictation are the same and that no single solution always fits. That is why we recommend a blended approach when it comes to Mobile Dictation and Digital Dictation as a whole. Our customers see most benefit from assessing individual departments and users and assigning them the most appropriate method of dictating – given their clerical and logistical requirements.