Transcribe Arrangement Conferences with AI

1. Search "Otter.ai" in the App Store (iPhone) or Google Play (Android) and install the app
2. Open the app and create a free account using your email
3. On the home screen, you'll see a large record button in the center — that's all you need to start

What you should see: A clean dashboard with your transcription history (empty at first) and a prominent record button. Troubleshooting: If asked for microphone permission, tap "Allow" — Otter needs this to hear your conversation.

1. Before the family arrives, open Otter.ai on your phone
2. Set your phone face-up in the center of your arrangement table or in a position where it can hear the conversation clearly
3. Ensure your phone is plugged in or fully charged — long arrangement conferences can drain battery

What you should see: The Otter home screen with the record button visible and ready.

1. When the family is seated, say: "I hope you don't mind — I use a transcription app to make sure I capture every detail you share with me. Everything stays private and just helps me serve your family accurately."
2. Most families respond positively — it signals you care about getting things right
3. Tap the red record button at the bottom center of the screen
4. The button changes to a pulsing recording indicator; you'll see words appearing in real-time as people speak

What you should see: Live transcription appearing on screen as the conversation happens. Troubleshooting: If the transcription seems inaccurate, move the phone closer to the center of the table. Ambient noise (HVAC, music) can interfere — reduce background noise if possible.

Proceed with your arrangement conference as you normally would. You don't need to look at the phone — Otter handles everything. Stay focused on the family.

If something is especially important, say the key detail clearly: "So you'd like the service at 2pm on Thursday" — hearing it stated clearly ensures accurate transcription.

1. When the conference ends, tap the stop button (the recording indicator)
2. Otter will finish processing — usually within 1–2 minutes
3. Open the completed transcript to review
4. Tap any text to edit corrections — names, dates, and proper nouns may need adjustment
5. Use the search function to quickly find specific details (e.g., search "casket" to find merchandise selections)

What you should see: A scrollable full transcript with timestamps, with speaker labels if multiple people were clearly heard.

1. Skim the transcript for the key data points you need: service type, date/time, location, merchandise selections, obituary details, special requests, payment discussion
2. Paste relevant sections into your FMS case record or use the information to complete your arrangement worksheet
3. Otter's search function is faster than scrolling — search specific terms to jump to the right section