April 23, 2024
#39 - Scoping and Smart Technology: Part 2 with Rachel Artis
Ever felt like your productivity tools just don't 'get' you? As a court reporter with ADHD, I've scoured the tech landscape to tailor a workflow that not only complements my cognitive style but revolutionizes it. This episode is your backstage pass to my custom Notion setup and the Pomodoro technique that keeps me laser-focused. Plus, I'll let you in on an under-the-radar Windows feature that has been a total game-changer for my multitasking mayhem.
Court reporting isn't a static profession; it thrives on the pulse of technology. Join me as I dissect the Scopus keyboard—a godsend for minimizing errors—and the undeniable impact of software mastery on our craft. From Eclipse to Case Catalyst, we're peeling back the layers on how tech-savviness not only polishes our transcripts but also smooths out the tough spots between scopists and reporters. Get ready for some candid stories and pro tips that could very well be the turnkey to your next efficiency breakthrough.
But what's knowing your tools without understanding the terrain? The final segment of our podcast widens the lens on the court reporting career landscape. We're talking the gritty challenges, the soaring triumphs, and the unfiltered experiences that shape our professional journeys. Whether you're looking to reignite your passion or chart a new course in the industry, this episode is packed with insights on communication, personalized training, and the art of defining success on your terms. So plug in, find your stride, and let's redefine what it means to be a stenographer in today's fast-paced world.
Chapters
00:03 - Entrepreneurial Court Reporter Podcast
09:39 - Court Reporting Software Training Importance
20:04 - Court Reporting Editing Strategies and Tips
28:37 - Importance of Group Sessions and Software
33:01 - Navigating Career Paths in Court Reporting
Transcript
WEBVTT
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Court reporters hold one of the most important roles in the justice system.
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We're entrusted with the official records of the courts and we also have to run our own businesses, which is not something most of us were prepared for.
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I'm Bryn Seymour, freelance court reporter and life coach, and I invite you to join the discussion about the problems we face and the solutions we create on the unique journey of a stenographer.
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Welcome to the Entrepreneurial Court Reporter Podcast.
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Do you use Notion to manage your life?
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Because you're a CEO, you have many projects you're an advocate, yes, yes.
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So yes, I love Notion, I use Notion.
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I made a scoping workflow for myself on Notion that I use when I'm scoping and proofreading, and then I also use reminders and calendar, and then I also realized that for my brain, some things I just need to like I just need a pen and paper.
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So what I do is I will normally take notes over the course of three to four days and then I'll have my personal assistant take all those notes and turn them into reports that are then uploaded into the different systems that I use, which could be Notion, it could be ChatGPT, it could be Cloudai, like all the software tools that I use to like be able to get all these things done.
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So yeah, I love Notion.
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I just started using it too.
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It's amazing.
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I think it's great for our ADHD brains.
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It is, it is.
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It's all in one.
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All in one it is, and like I don't know why, I just love the inner, like the layout of it just works for me.
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Because there's so many tools, it's overwhelming.
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But with Notion, I like how my embedded links look like I literally have a pilates five minute stretch video embedded into my scoping workflow and so you don't have to go anywhere else exactly because I don't know about you, but if I leave that software, no telling when I'm coming back.
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You know three monitors, and on my left monitor is notion and on my center monitor is you know, eclipse or case catalyst, whichever one I'm using for the day, and everything is there.
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My Pomodoro method is there.
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So when the timer goes off I just click my video and I stretch every five minutes and then I also have like a little yeah, do you have a timer set to automatically go off at the same time every day?
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So the Pomodoro method is how I, if you want to call it hack, how I hack scoping.
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So it allows you to work for four 25 minute cycles and in between those 25 minutes you take a five minute break.
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And on the fourth cycle you take a 15 minute break and I use a Pomodoro method not just for scoping.
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So on my third 25 minute cycle, that's when I do my research.
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I think I said earlier that I recommend doing research every hour and a half.
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I stick to that because of the Pomodoro method.
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So on that third 25 minute cycle, I'm going to research things.
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I'm going to open up Morrison's or go on Margie's blog and, like, really dig into something that I was kind of hanging in my mind while I was scoping or proofing.
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I'm going to check emails, things like that For research, when you say you take every hour and a half to do that, like, as we're working we come across things that we need to research, but instead of doing it on the spot, you'll kind of make a note of it and then do it all at once, exactly, exactly, so like if I'm on case catalyst.
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I'll put a scan stop there.
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I have clipboard history turned on on my on in windows so I can hit control C up to 25 times, you know, before it runs out.
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So then when I press windows and the letter V, that brings up everything that I hit control C for for during that 25-minute cycle and that's what I research Interesting, so I don't break my concentration.
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I didn't know you could do that.
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Wow, it's wonderful.
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Yeah, because research leads down many rabbit holes sometimes.
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Yeah, suddenly, I'm looking at Express's sale because I haven't been able to go shopping like a normal human being and I love looking at the promotions for Express and Ann Taylor, and I will just find myself scrolling through, you know, the new dresses that Ann Taylor has out while I'm trying to research something Right.
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It's so crazy Like I don't.
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I don't know how I end up on certain topics when I'm researching and it just doesn't.
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But I guess if you, if you save it all for one batch, it kind of works prevents you from going down those rabbit holes, because you have a list of things you need to get through.
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Yes, but I didn't know you could do that copy and paste thing with multiple.
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Yeah.
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So yeah, if you go into your clipboard settings in windows, if you just type in clipboard settings, there's a button that is grayed out normally, but if you check it it will switch to blue and it's called clipboard history.
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So once you have that turned on, anything, you press ctrl c for it will save it in a list and you can actually so when I use a word list, I love it for my word list because I can actually put my cursor in a cell, like on Google Sheets, if I use Google Sheets for my word list, and then I can actually paste directly from that list, one at a time.
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So if I research a name and I confirm that the way it is is spelled correctly, then I can put that in my confirmed list of spellings without touching my mouse, and my goal when I scope is I don't want to touch my mouse at all.
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Yeah, that reminds me of a question I had about scoping.
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Do yours or do you and your scope is, I guess, build on the dictionary of the court reporter.
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One of the things that the scope is that I had hired as my personal transcript manager.
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That was one of the things that I kind of always wanted her to do but never really implemented it, because I wanted to build my dictionary.
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And that's the one thing about not scoping your own work is that you're not really like actively building your dictionary.
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But how does that?
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work.
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Yeah, so I do that if a court reporter wants it.
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Most of the court reporters I work with don't want things added to their dictionary the way that I may see it right because they write it that way or it was a one-off or whatever the case may be if we want to.
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You know, we always want to improve our dictionaries.
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So if you came across something that wasn't in there in the court reporter's dictionary, do you make a list of it, or I guess?
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yes, I'll make the list and yes, I'll make a list and yeah, so like, for instance, what was it?
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I saw Someone was trying to okay, the court reporter was trying to write safekeeping and it kept coming out as safe COVID-19.
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I don't know how.
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So what?
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So I, that's something that I'll email about.
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Like, hey, whenever you try to write safekeeping, you get safe COVID-19.
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Before I you know change this, how do you want it?
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And normally when I ask, they'll be like oh, I know what I did, I'll fix it.
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It's nothing that you can really do.
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It's a decision I'm going to have to make later.
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Yeah, so I will do that and so I will do that.
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But, like I said, most of the time, the court reporters that I have currently that I work with currently, they don't want me to global anything.
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But if a court reporter did want me to add something to their job dictionary, absolutely you know and send it back.
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What I thought you were going to ask me is if the Scopus use the.
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I'm sorry, what system are you on?
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Are you on Case Catalyst or yeah, I'm on Case Cat.
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Okay, so the way I teach, I teach Scopus to use the Cat4KBD exclusively.
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What the?
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So have you ever hit the backslash by mistake and you start hitting buttons and your cursor is going all over the place and you don't know why, when you're hitting keys normally oh yeah, I think I've, and it's like sticky keys, right.
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That's how it kind of behaves.
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Yes, yes.
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So yeah, that's annoying and kind of scary when that happens?
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Yes, it is, but we've turned it into a superpower.
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So the reason that we use that is because that allows you to not touch your mouse.
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So all of the keys turn into another command and it's great.
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So like if you were to look at your keyboard I J, k, l is the arrow pad, so I goes up a line, k goes down a line, j goes left one word, l goes right one word.
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So if you're a touch typist and you keep your hands on home row, you can fly.
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So all of the letters.
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The QWERTY keyboard is no more behaving as a QWERTY keyboard.
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So when you actually want to type something, we press the letter N, which is a shortcut to open up the insert box, and then you type whatever you want to type and press enter.
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Press the letter N, which is a shortcut to open up the insert box, and then you type whatever you want to type and press enter.
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It pops it in that area and then you can keep using your shortcut keys to cycle contractions, delete a word, add a suffix, add your Q&A really quickly, just all kinds of things.
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But that keyboard is really customized for court reporters and what they will need.
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Our students get a customized shortcut keyboard for scoping, you know, because the kind of changes that we need to make aren't the kinds of changes that a court reporter makes, because we're typically working with multiple court reporters, so the changes we make are pretty repetitive.
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So the commands that we have have been developed over, I mean at least the course I would say.
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It took me about eight or nine years to develop like what a Scopus keyboard should actually have on it and be, and everyone in my scoping and proofing agency uses it.
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And it makes us really neat Scopus that we don't have and make errors that just happen because we press the wrong thing sometimes and it keeps us consistent in the way that we edit.
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When you talk about these things, it's like I know that there are so many tools that exist for us to do our work faster, yeah, and it's like a whole sea of overwhelming, like things that I just don't even want to.
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It's overwhelming because I know that it could be useful and could save so much time, but that it would take so much time to learn all those things.
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Yeah, and that's why I like coaching, because when I work with somebody, that's what I'm doing.
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I'm working with a working person that doesn't have time to figure those things out.
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I am a little bit of a nerd.
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I like coding and popping the proverbial hood on the cat four systems that we use.
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That's why I can use Eclipse and Case Catalyst pretty interchangeably, because my keyboard map is almost identical on both systems.
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So I don't really have to learn another software.
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I just plug my keyboard in there.
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It allows me to help out my Eclipse court reporters that literally were begging for us to go over to Eclipse and I said I can't go to Eclipse unless my keyboard can come with me.
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So I figured out how to get my keyboard, so now I'm good.
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Wow, you seem like really tech savvy.
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Yeah, I love it.
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I love those.
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Those come at.
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Whatever takes me six to seven clicks to do, I'm trying to do it in one.
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There's just and I think that's that's where ADHD serves me, because some people will say, like, if you want to do something, really well, find a lazy person to do it.
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If it takes me too many steps, I'm eliminating steps as much as I can, so I mean I wouldn't call that lazy, I don't know like innovative or something.
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Yeah, it's funny.
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Now I wouldn't call it lazy, you know, but my mom used to tell me when I was a kid, like why are you always taking the lazy man's load?
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I would hold like all the grocery bags at one time so I wouldn't have to go back out to the car.
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And now I understand why, but I didn't then.
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So yeah, totally it's.
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We're trying to eliminate steps, then they're going to feel more overwhelmed and things are good.
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But like if people really focus on how to do their role the fastest and the best and the most efficient, it's just like a win-win for everyone.
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I think yeah.
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I would say the best investment that a court reporter can make just like off the top of my head right now is to get software training.
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I don't care how long you've been on the software, get software training, because I need that definitely.
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But I just don't want to.
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Yes, I know, I know, but do it, like, just do it.
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Just do it Because, especially with case catalysts, because there's so many ways to do the same thing.
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That's why, let me say this, a lot of the reason this is just my personal opinion, so just bear with me A lot of the reason there are horror stories between scopists and court reporters and I find this to be true.
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I could be wrong, I'm sure someone will let us know is because the scopist and court reporter is on Case Catalyst, because there's so many ways to mess things up, because there's so many ways to do the same thing.
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So I'll take a simple example Like okay, how do you input your speakers when you're on the record and you have a?
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Like okay, how do you input your speakers when you're on the record?
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And like you have a speaker, how do you write your speakers?
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well, we have speaker designation, so certain strokes represent certain people and is that tied to the speaker list?
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the speaker pain for you?
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I don't even know what that means.
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So in case catalyst, there is a speaker list and I did a poll before I spoke at in Orlando and most court reporters don't.
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On case catalysts, don't use the speaker list, they either use a global.
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I guess I'm not using it.
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They have a stroke that's tied to the name, like in their global they'll have.
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Like, if they do left, they'll get Mr Brown or something like that.
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There are just so many different names that come up that I can't.
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I don't have a stroke for everyone's name, but later on when transcribing I would just global it whatever stroke I use to be their name.
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Exactly, but when the scopus comes behind you, they're not using steno to make that name.
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So the question is how are they doing it?
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The way they do it potentially creates havoc in the transcript, because now you've got to make sure that the way you globaled Mr McClendon and the way they decided to insert Mr McClendon if I'm just picking any name because of the CC issue is consistent.
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And that's probably another fear that court reporters have it is yeah, things can be so messed up easily.
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Yes, and and here's here's the answer.
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The answer is everybody used the speaker list.
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Even if a court reporter sends me a file and they're on case, I do not hand type speakers in.
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I do not make a global for the speaker, I only use the speaker list and we don't get that complaint ever.
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Like I said, a lot of what would help with software training is if you just said like can you just watch, like whoever the trainer might be, just like watch you do basic things for like 10 minutes and ask you some questions and show you the best way to do that on Case Catalyst.
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If you choose not to do it, so be it.
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But a lot of the horrors I haven't heard.
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If you just think back to some of the stories that you might see on social media about the scopus reporter relationship, when it is like bizarre it's because there's so many ways to edit or do a certain task or make a certain change and the scopist approach to doing that could give you hours of re-scoping time.
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When you get it back and then you're like totally freaked out.
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And the reason I'm saying case counts is because on eclipse there is one way to do it, like I I've probably worked with about maybe 60 eclipse court reporters at this time.
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They all use the speaker list.
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They don't use anything else, like the past seven minutes, and eclipse user would not understand what we're talking about If they've never.
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If they've never been on case cattle because there's only one way to do it, so it just adds more complexity, you know.
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And why is case cat so confusing?
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So I asked that question and I was told that it's because they're a mixture of some of the habits of other cat systems that they adopted over the years and when those users came on they still wanted to do something a certain way.
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And this is not to talk down on it, it's just in software it happens, you know, if you.
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If happens, let's say Notion, we love Notion, right.
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And then let's say Notion gets bought out and we're like wait a minute, why did you take this away?
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I love this feature, right.
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And then we talk to the developers and they're like, okay, let's give it back to them because we're going to lose a lot of our user base if we don't give them this thing that they really love.
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Well then what happens is when you have a new court reporter.
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Let's say you're the new court reporter, you go to court reporting school and maybe, if you don't get trained on case catalyst, your approach is just let me just kind of like get in here and get it done.
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But the way you approach getting it done now has five ways to do it.
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Which one are you going to pick?
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Whichever way you pick is pretty much what you're going to stick with for your whole career.
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Then, however, your scopus decides to edit or make changes or fix things.
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That's not a conversation that they're having, so it might look like the scopus just took leave of their senses.
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When you get the transcript back, and a lot of it goes back to how they made the changes in the first place.
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Are they deleting your steno or are they replacing it?
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Are they?
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so confusing and complicated.
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It's well.
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It's not complicated for me anymore because I know those specific issues.
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I know how so complicated scopus leave their sticky fingers all over a transcript and it's just about okay.
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Where did your sticky fingers go?
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Typically, the three main areas that they're going to mess up on depending on how they edit and depending on how the court reporter is doing things is going to be globaling, the speaker list and personal goals.
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Those three areas and the way they delete or the way they replace words that you had that approach by the time you figure that out, then it's not confusing anymore.
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You just have to have them stop doing that.
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So that's why I say for court reporters if you get, if you just have even just like a discovery call or just one one hour session, I'm pretty sure that you would learn that some of the things that you're doing are really time consuming and really layered and complex.
00:18:52.789 --> 00:19:07.409
And if you did it the actual way the developers meant for it to be done, or the feature that is best served to do that that way, you would reduce your stress.
00:19:08.211 --> 00:19:24.056
And I think one important thing to note that you said and made me realize something about how ineffective it was when I tried to get mentoring on the software and certain tricks and tips that are time-saving Like.
00:19:24.056 --> 00:19:31.965
I sat down with a coach one day in person this was before COVID as a mentoring session to teach me how to do certain things.
00:19:31.965 --> 00:19:40.518
But I think what would be better is for court reporters to know how to lead the session, even though they're not technically leading the session.
00:19:40.518 --> 00:20:04.776
There's an instructor that's helping, but if they know exactly how to get the most out of that session because I left my sessions feeling like I never used what he taught me If the court reporter sets it up so that the mentor or the teacher is watching them do certain things, then they know what to target, rather than just teaching you something completely new and unrelated to what you might have Exactly, exactly that.
00:20:04.816 --> 00:20:05.698
That was for me.
00:20:05.698 --> 00:20:07.688
That would be what I would do.
00:20:07.688 --> 00:20:17.476
I would watch me build my index, watch me edit five pages and start asking me why stuff is looking the way it's looking on my screen.
00:20:17.476 --> 00:20:19.969
You know what I mean, why I'm getting this result.
00:20:19.969 --> 00:20:24.465
Or when you do it, like once when I evaluate scopus, I do that for working scopus.
00:20:24.465 --> 00:20:26.729
They'll work with me and I'll just say, okay, let me watch your scope.
00:20:26.729 --> 00:20:29.372
And I'll just say, okay, let me watch your scope and I'll take notes as they're scoping.
00:20:29.732 --> 00:20:38.971
It's nerve wracking, but I was going to ask virtually yeah, yeah, on zoom, like I would just tell them to share their screen Right To me.
00:20:38.971 --> 00:20:41.778
And then I'm just, and they're sharing their audio.
00:20:41.778 --> 00:20:46.193
So I'm hearing the audio, I'm looking at the screen, I'm looking at how they're changing things and I'm like why'd you do that?
00:20:46.193 --> 00:20:51.045
You know, and I'll make notes and then they'll say, okay, that's okay.
00:20:51.045 --> 00:20:53.295
Or I'll ask the question how did you get that?
00:20:53.295 --> 00:20:54.480
How did you get that over there?
00:20:54.480 --> 00:20:56.386
Why did you decide to do it like that?
00:20:57.190 --> 00:21:00.226
And they'll of course say well, I don't know that's the way I always did it.
00:21:00.266 --> 00:21:02.568
Okay, well, let's try this, see if you like that better.
00:21:02.568 --> 00:21:05.251
And then we're like whoa, I didn't even know you could do that.
00:21:05.251 --> 00:21:07.755
Like the prefix and suffix box, that's a huge one.
00:21:07.755 --> 00:21:13.181
The reason that the Cat4KBD is really helpful is that it allows you to edit left to right instead of right to left.
00:21:13.181 --> 00:21:17.996
And if you think about that out loud, we normally edit right to left.
00:21:20.645 --> 00:21:31.500
If you're like on Google Docs or Microsoft Word, you're going to put your cursor to the right of the word and then backspace in or move your arrows into the word and then backspace, make the change like that.
00:21:31.500 --> 00:21:36.527
You know you go right to left, but when you're using a shortcut keyboard it allows you to edit left to right.
00:21:36.527 --> 00:21:41.705
So let's say the word is party and it needs to be parties, and my cursor is flashing on the letter P.
00:21:41.705 --> 00:21:46.712
I'm going to press one letter, which for me is W, and it's going to open my suffix box.
00:21:46.712 --> 00:21:48.954
And that suffix box is open.
00:21:48.954 --> 00:21:50.396
All I'm going to do is press S.
00:21:50.396 --> 00:21:57.692
From there it's going to delete the Y, add an IES and put my cursor on the word to the right.
00:21:59.195 --> 00:22:04.794
What, oh my gosh, that one thing right there because I mean, is that?
00:22:04.794 --> 00:22:06.196
I mean that's what we do all day is change stuff.
00:22:06.196 --> 00:22:12.125
Like that's a huge part of editing, so I don't have to stop the audio for that.
00:22:12.125 --> 00:22:19.218
So my goal whenever I'm working with a scope or even a court reporter that edits their own work, is I don't want you to stop the audio, if at all possible.
00:22:19.218 --> 00:22:20.584
Yeah, you know what I mean.
00:22:20.584 --> 00:22:22.328
Like that, that's the goal for your speed right?
00:22:22.630 --> 00:22:33.857
well, yeah, because they say it takes double the amount of time to scope if you're doing scoping to full audio, but if you can do it in the exact same amount of time as the proceeding, then that saves half the amount of time.
00:22:34.178 --> 00:22:41.917
Yeah, I can normally take someone who can scope 10 pages an hour to 20 pages an hour within about two weeks, two weeks.
00:22:41.917 --> 00:22:50.339
So yeah or less it's like of time, like if I work with them for about two weeks, that's like about three or four sessions, maybe less.
00:22:50.339 --> 00:22:56.076
If they scoped 10 pages per hour, they'll be scoping 20 pages per hour.
00:22:56.817 --> 00:22:57.178
Wow.
00:22:57.178 --> 00:23:01.234
Well, that's really going to be worth their money to invest in a coach like you.
00:23:02.136 --> 00:23:07.645
Yeah, that, and you know it was Brenda counts who said it before on a podcast that she likes to.
00:23:07.645 --> 00:23:16.355
If she's not scoping 40 pages an hour, there's something wrong with the way she was writing wow, 40, yeah, and I love that she said that.
00:23:16.434 --> 00:23:16.935
I love that.
00:23:16.935 --> 00:23:27.594
She said that because we think the way we think of time as court reporters and scope is when it comes to editing is more like I'm just gonna sit here until it's done do you know what I mean?
00:23:27.594 --> 00:23:38.527
Like there's it's, you know it can be, you can say, okay, by one o'clock I want to be here, but then when that doesn't happen, it's like all right, well, let me start all over again with this goal, you know, and let me just try to reach this section or this page or this, this target.
00:23:38.527 --> 00:23:53.618
But if you know, this is my average scoping pages per hour, editing pages per hour then you'll be able to quickly see or start asking yourself okay, what's the problem, what's happening, you know did I drop.
00:23:53.659 --> 00:23:54.819
Is the audio not clear?
00:23:54.819 --> 00:23:57.642
Um like, what types of changes did I make?
00:23:57.642 --> 00:23:59.913
And I can't sit still for an hour.
00:23:59.913 --> 00:24:02.785
So the way that I hack this is I set a five minute timer.
00:24:02.785 --> 00:24:10.796
Set a five minute timer and I scope to full audio whatever pages I complete in that five minutes.
00:24:10.796 --> 00:24:14.221
It could be a half a page, a full page, two pages, whatever it is.
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