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10 Dictating Machines

Dictating machines have been in use for many years but it is particularly
in the last few decades that their use has become widespread. This has
happened for many reasons, but mainly because of the development of
new, electronic devices, particularly magnetic recording, of smaller and
more easily manipulated machines and because of the acute shortage of
skilled shorthand-typists.
What benefits will the use of dictating machines confer on the users?
First, there is the economy of typists' time. Shorthand, although a skill
not easily acquired, is nevertheless only a step in the production of the
typed word and it is the typing that is really required. If a shorthand-
typist is taking down shorthand notes the typewriter is idle, but if the
necessity to write notes is overcome by providing a dictated record from
which typing can be done direct then typing output will be considerably
increased since the time previously devoted to note-taking is now used
for typing.
Second, it is common experience that any period of dictation is subject
to many interruptions by the telephone, by callers and so on, during
which interruptions the shorthand-writer is often doing virtually nothing
at all. The use of dictating machines ensures the maximum time for
typing and the wasteful periods of taking shorthand notes and sitting
waiting during interruptions are eliminated.
Third, frequently executives wish to dictate when shorthand-typists are
not available, during very busy periods or after office hours for example,
and dictating machines are always available at any time so that executives
can fit in their programmes of dictation entirely to suit themselves.
Indeed, many manufacturers provide portable, battery-operated
machines that use recording media compatible with standard office
machines and this enables the users to dictate in any situation, even in a
car if necessary, the records being transcribed on the standard machines
in the normal way.
Finally, dictating machines enable the installation of centralised dictat-
ing systems, which can bring even greater savings for the typing function.
What, if any, are the disadvantages associated with dictating
machines?

E. C. Eyre, Office Administration

© E. C. Eyre 1989
118 Office Machinery

First, until accustomed to them, typists do not like them for two main
reasons: (a) because where the tpists are shorthand-writers the consider-
able effort involved in learning shorthand now seems wasted and their
speed will decline through lack of practice; and (b) there is a loss of
personal contact with the person dictating. In fact, some shorthand-
typists will seek other employment where their shorthand is required
rather than remain with an organisation that has introduced dictating
machines. Fortunately, this situation is becoming less frequent as many
younger entrants to offices are now trained in audio-typing instead of, or
as well as, shorthand-typing and the machines thus become more
acceptable.
Second, the people who originate the dictation frequently dislike the
machines because new techniques in dictation have to be acquired and
clearer and more detailed instructions have to be given, with less reliance
on the typists. In the dictator/shorthand-writer situation a team is at
work, any queries and misunderstandings being cleared up during
dictation. In addition, executives generally rely on their shorthand-
typists to look up pieces of information to fill in gaps in the dictation: this
is not so easy with dictating machines.
Third, it is less easy for the users to make alterations in dictation - to
delete anything already given earlier or to add material to the earlier part
of the dictation. Shorthand-typists can take this in their stride but when
recording on a machine an executive has to follow a proper procedure for
alterations, which some find irksome, or else it is necessary to prepare
dictation much more carefully beforehand. It could be said here that the
saving of typists' time in this event may mean a loss of executives' time,
with a consequent reduction in the economy promised.
Lastly, there is the possibility of electrical or mechanical breakdown,
which means that no dictation can be given until the breakdown is
rectified unless there is a back-up of battery-operated machines. Such a
breakdown will cause interruption and dislocation of work.

10.1 Uses of Dictating Machines

The original, and most obvious, use of dictating machines was for
ordinary commercial correspondence. However, they are now employed
in many diverse ways among which are the following:

Conferences and meetings

Some organisations use machines instead of shorthand-writers to record
the business carried out at meetings, and it can be said that there is no
fear of wrong reporting in this case. However, two difficulties arise which
should be considered: