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Typing Relief: New Age Technologies For Capturing Data Electronically

By Richard Oppenheim, CPA, CITP (Exert from AccountingSoftware.com March 2007)

Dragon Naturally Speaking     

I would like to introduce you to one of my new best friends - Dragon Naturally Speaking software.  I have used stenographers, I have written on yellow pads longhand, I have dictated into tape recorders.  All of that effort has provided the practice that can help with using the Dragon software.  To create a document with Dragon, you speak the words into a headset microphone connected to your computer and the software converts what you say into a word, excel or program document.  The application has to be the active application to receive spoken commands and text. As the words are verbalized, the translation appears within the document on your monitor.

Along with text entry, the Dragon software supports the use of formatting commands such as sentence end, start of new paragraphs, adding bold or italics to words, move column left or right, etc.  Using the software does take practice as it requires learning a few navigation and system commands. 

Let’s start at the beginning.  When you receive the Dragon software, it comes with a program disk, a headset, and a hundred page paperback sized instruction book. The quick install card makes life a lot easier as it shows a short list of common voice commands. Installing the software is like any other program. The Dragon software requires training and the program also needs to train you.

The environment where I am using this program is my home office, a separate room with two other computers running. I have a small TV tuned to CNN on a low volume in the background. I am wearing the headset provided by Dragon with their microphone. I am using Microsoft Office 2007 on a Lenovo Z61t laptop (a great laptop).

Training between your voice and the software is needed so that the program can identify the words and intonation and volume of your voice. Dragon provides specific paragraphs for you to read that will train the software. This initial training takes about 15 minutes. Once completed, you can start to use the program. As you continue, the software will learn new words; make voice adjustments for any specialized terminology and to keep learning about any variations in your voice.

As part of your training, you need to practice the speed of delivery, find a comfortable speaking volume and learn how to turn the microphone off so you can answer a telephone or perform other actions. When active, the Dragon program inserts a toolbar on the top of the desktop. The commands on the toolbar enable you to activate various features, turn the microphone on and off, and interact with Dragon in ways other than through the microphone. 

At all times, you can use the keyboard to type or change text formatting. There is no conflict with the software as both typing and voice are active at the same time. You can insert pictures, insert new pages, change font formatting and do everything that you would do while typing a document while continuously using Dragon.  This provides the best of both worlds.  I lean back in my chair, talk out loud, look at what was inserted, check a reference book on my desk, locate a document on a second computer. This may sound like work excess, but by leaving both hands free and reducing physical hand strain I am more effective and relaxed while creating. Clearly I will be using this software frequently.

Richard Oppenheim, CPA, CITP, has used and written about technology for more than four decades. He currently provides coaching and business advice through the Oppenheim Group.

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