Introduction

In the context of implementing research on the theme "Understanding caregivers' decision-making processes on routine immunization among zero-dose communities of children aged 0 to 24 months," the data collection phase took place in the Nkolndongo health district from October 7 to 21, 2024. Following this, the team held four working days of transcription activity, from October 22 to 25, 2024.

These working sessions were designed to ensure high-quality transcription of the collected data, alongside accurate reporting of field activities.

Objectives

• Transcribe the audio recordings gathered during data collection.
• Review and validate the quality of the transcriptions.
• Ensure proper reporting of field activities.

Activities

1. Transcription of Recordings

To transcribe the interviews carried out during data collection, data collectors were paired up under the supervision of their supervisors, to make the work more effective. Each data collector was equipped with earphones and, after listening to the recordings guided by the interview guide used during data collection, transcribed the material to obtain information directly from the source, ensuring quality data. Each person was tasked with faithfully transcribing the participants' recordings. Those who did not have a laptop were provided with one.

2. Review and Validation of Transcription Quality

To guarantee quality transcription, the team set up a solid, three-tiered system of revision and quality control:

• First data quality check — by Data Collectors: At this stage, data collectors first checked the quality of the recordings, then ensured that the concepts mentioned during the interview had been properly captured.
• Second data quality check — by the Data Collector Supervisors: Supervisors ensured recordings were of good quality to facilitate transcription, guided data collectors on the proper way of applying the questionnaires to best capture themes and concepts, and reviewed transcripts using converted versions from the MEL lead alongside the original recordings.
• Third data quality review — by the SBC and MEL Leads: The SBC and MEL leads listened to all the recordings, identified gaps in usage — such as inconsistent use of concepts or improper prompting questions — and then uploaded the quality-approved transcriptions to Google Drive.

Achievements

Over the 4 days of work, the team achieved the following results:

Additional achievements:

• Strong team organization to achieve results on time, with clear distribution of roles for quality checks and verification.
• A workshop held to prepare the teams on expectations and good data transcription practices, following the transcription plan outlined in the project document.
• Teams worked in a spacious, well-organized, and quiet environment conducive to quality transcription.
• Every participant was provided with the necessary materials to succeed in the transcription work.
• Four high-quality interviews were successfully transcribed as models/benchmarks for the rest.

Challenges

• Significant stress involved in the activity, as the sample size to be transcribed was large relative to the short time frame and small number of staff available.

Recommendations

• Provide planning and psychological support to staff to address the effects of multi-tasking under short deadlines.
• Maintain the good coordination model used during this workshop, since strong coordination was directly responsible for its success — every staff member knew exactly what they were supposed to do, and there was sufficient follow-up and tracking throughout the four days.

Conclusion

With good coordination, strong results can be achieved, and that is exactly what happened during the 4-day data transcription workshop. Every team member understood their role clearly, follow-up and tracking were consistent, and the transcription activity ultimately ended on a positive note, with 139 total transcripts reviewed and uploaded out of 139 participants covered.