Interview Setup: Checklist for Clean Recordings & Smooth Transcripts

Before you hit record, take a minute to think about your setup. A few small adjustments can make the difference between a crisp, professional interview and one lost to noise, echo, or overlap.

If you prefer to skip ahead, there’s a downloadable checklist below to help you prepare quickly.

Good interview hygiene (the small, mindful habits behind clean audio) saves time, reduces frustration, and ensures your story is captured clearly from the start. Whether you’re recording a podcast, a documentary interview, or a research conversation, this checklist helps you set up once and record right every time.

Audio Setup

1. Choose the right microphone.

   Built-in laptop mics often capture room echo, keyboard taps, and fan hum. If possible, use a lapel mic or a USB condenser mic, which focus on your voice and reduce unwanted sound. Test placement (about a hand’s width from your mouth) to find the clearest tone.

2. Do a quick mic check.

   Before starting, record yourself speaking naturally for a few seconds, then listen back. Your voice should sound clear and balanced, not peaking (distorted) or buried under background noise. This quick step helps you identify and fix issues early.

3. Prepare your environment.

   Close windows, silence phones, and turn off fans or air conditioners. Hard surfaces reflect sound, so add soft materials like curtains, rugs, or even a blanket nearby to absorb echo and make your voice sound warmer.

4. Monitor as you record.

   Wear headphones while recording to catch problems in real time like volume drops, pops, or background noise. Adjust your setup immediately instead of discovering unusable audio afterward.

5. Save and review a short test clip.

   Before recording your full session, do a 10-15 second test, play it back, and confirm that your levels and clarity are consistent. It’s a small step that prevents costly re-records.

Tech Settings

1. Check your connection.

   A stable connection prevents lag, dropouts, and garbled speech. Whenever possible, use a wired Ethernet connection. It’s faster and more reliable than Wi-Fi. If you must use Wi-Fi, close any unused browser tabs, apps, or cloud backups that may consume bandwidth. A clean connection means smoother audio and fewer interruptions.

2. Turn off notifications on all devices and close unnecessary computer apps.

   This prevents alert sounds, vibration hums, and system lag from interrupting your recording, and it reduces fan noise and bandwidth issues for a cleaner, more stable audio session.

3. Use full-duplex audio.

   In platforms like Zoom, enable “Original Sound” (also known as full-duplex audio). This ensures both speakers can be heard clearly, even when speaking at the same time—important for interviews, panels, and discussions. This prevents voices from cutting out when people talk over each other, making your recordings easier to follow and transcribe.

4. Turn on local recording.

   Record a copy directly to your computer for higher-quality audio and a safe backup. Supported on Zoom (“Record on this Computer”) and automatically on Riverside. For platforms without local recording, like Google Meet and Microsoft Teams, use QuickTime or OBS to capture your own local file.

5. Record a backup.

   Use a secondary recorder (like your phone, a tablet, or a portable audio recorder) to capture a safety copy in case your main recording fails. It gives you a reliable fallback if anything goes wrong.

Guest-Prep Reminder

1. Remind guest to use headphones and silence notifications.

   Prevents echo, feedback, and unexpected alert sounds during the recording.

2. Ensure guest is also in a quiet room.

   Helps maintain consistent audio quality and reduces background noise in the transcript.

3. Ask guest to avoid speakerphone.

   Ensures clearer voice pickup and avoids muffled or distant-sounding audio.

4. Confirm consent to record and permissions to publish or use quotes (if applicable).

   Protects you legally and ensures the interview is compliant with your project’s requirements.

Interview Conduct

1. Ask, then listen.

   Once you’ve asked a question, give your guest space to speak fully. Avoid filler affirmations like “right,” “yeah,” or “mm-hmm.” They may feel natural in conversation but can interrupt flow and make the transcript harder to read. Silence, in this case, signals attentiveness.

2. Pause before responding.

   After your guest finishes speaking, wait a brief moment before replying. That short pause helps ensure they’ve truly finished their thought and prevents overlap in the recording. It also gives your transcriber a clean break between speakers, resulting in a smoother and more accurate transcript.

3. Stay still.

   Even subtle sounds like tapping the table, clicking a pen, flipping papers are much louder in playback than they seem in the room. Try to minimize movements near the microphone. If you need to take notes, use soft keystrokes or jot on a separate surface away from the mic.

4. Hydrate (quietly).

   Keep water nearby to stay comfortable during long sessions. Just remember to mute before sipping or setting your glass down. Small sounds like these can spike in volume and disrupt otherwise clean audio.

5. Keep your focus on presence, not perfection.

   A relaxed, attentive host creates a better atmosphere for conversation and recording alike.

Before You Wrap Up

1. Confirm clarity.

   Before wrapping up, ask your guest if there’s anything they’d like to add, rephrase, or clarify. This small step often brings out final thoughts or corrections that strengthen the story and saves you from follow-up edits later.

2. Label your files immediately.

   Right after recording, rename your file before moving on. Use a clear, consistent format like InterviewName_Date.wav or Project_Subject_Date.mp3. Proper labeling prevents mix-ups when you have multiple recordings and makes it easier for your transcriber to track each file.

3. Back up again.

   Always create at least one backup copy ideally both on the cloud and on an external drive. It might feel like overkill, but hard drives fail and links expire. A second (or third) copy means your work is protected, no matter what happens.

4. Do a quick playback check.

   Before calling it a day, play a few seconds from the start, middle, and end of the recording. Confirm the audio is clear and complete. Catching issues now prevents unpleasant surprises later when it’s time to transcribe or edit.

Why It Matters

Clean recordings mean faster, more accurate transcripts and less time spent fixing errors or re-listening to unclear sections.

Speechpad’s human transcription service takes those well-recorded interviews and turns them into ready-to-use, perfectly formatted transcripts you can trust. Every file is reviewed by real professionals who understand context, nuance, and tone. That means:

• Accurate transcripts that reflect your interviewee’s voice exactly as it was spoken.
• Consistent formatting that’s easy to read, share, or repurpose into articles and show notes.
• Fast turnaround times so your workflow stays on schedule.
• Confidential handling for sensitive interviews and research recordings.

Download Your Free Interview Setup Checklist

Want a quick reference you can keep on hand before every recording? Download our Interview Setup & Equipment Checklist, a simple one-page guide covering:

• Essential pre-recording checks
• Recommended mic and software options
• Room setup tips for better audio
• Quick reminders for interviewer conduct

Download the Checklist

Want your clean recordings turned into polished transcripts and captions?

At Speechpad, our human transcribers turn audio into accurate, readable transcripts, formatted your way and delivered on time. Visit our Media Teams page to see how we can help.

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