Meeting Tight Deadlines: 180-Hour Closed Captioning Challenge

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Effective Closed Captioning Services for 180 Hours of Content

Effective Closed Captioning Services for 180 Hours of Content
Closed Captioning Services

Race Against Time

This project involved providing closed captioning for 180 hours of English content to enhance accessibility for all students. Starting from October 10, with a pressing deadline of October 23 and just 13 days to complete the task, they sought our expertise. This case study outlines our structured approach to delivering high-quality captions within a tight timeframe and highlights our commitment to ongoing monthly captioning services. Our planning, effective time management, and dedication to quality ensured the successful completion of this project, setting a benchmark for future collaborations.

Client Background Closed Captioning Services

Our client, part of Southern Illinois University-Carbondale, required  for 180 hours of English content. This content was critical for ensuring accessibility and compliance with educational standards. The client set a deadline of October 23 and sought a reliable partner to deliver high-quality captions within this short timeframe and continue providing monthly captioning services thereafter. The project was brought to us on October 10, leaving us with a tight deadline of just 13 days.

Project Scope and Objectives

Project Scope and Objectives

The primary goal was to provide closed captioning for 180 hours of medical educational content by October 23. 

Key objectives included:

  • Ensuring accuracy and synchronization of captions with the audio.
  • Delivering captions in formats compatible with the client’s playback systems.
  • Meeting the project deadline without compromising quality.

Service Agreement

We contracted to provide closed captioning services at a minimum of $3000 per month. The agreement included:

  • An initial consultation to understand the client’s specific requirements.
  • Allocation of a dedicated captioning team.
  • Utilization of industry-standard captioning software.
  • Development of a detailed workflow with built-in quality assurance measures.
  • Establishment of a clear delivery schedule.
  • Regular communication with the client to ensure alignment and address any concerns.

Approach and Execution

Initial Consultation

We began with an in-depth consultation to understand the specific needs and guidelines of our client. This step was critical in tailoring our services to meet their exact requirements, especially given the short timeframe.

Dedicated Team Allocation

A team of experienced captioners was assigned exclusively to the project. This team ensured consistency and maintained high standards throughout the duration of the project.

Industry-Standard Software

We utilized advanced captioning software known for its accuracy and reliability. This software facilitated the efficient handling of large volumes of content while ensuring precise synchronization and readability of captions.

Workflow Development

We developed a robust workflow to streamline the captioning process, which included:

  • Initial transcription of the audio content.
  • Time-coding and synchronization of captions.
  • Rigorous quality assurance checks to identify and correct any errors.
  • Final review and approval before delivery to the client.

Quality Assurance

Quality assurance was integrated into every step of the process. Our unique 6-eye process is compacted with multiple quality check processes, ensuring the project’s accuracy. Each caption file underwent multiple rounds of reviews to ensure accuracy, timing, and adherence to the client’s guidelines.

Delivery Schedule

A clear and realistic delivery schedule was set, dividing the 180 hours of content into manageable batches. Regular updates were provided to the client to keep them informed of our progress and any potential adjustments needed. Given the short deadline, we implemented an accelerated workflow to meet the October 23 deadline.

Client Communication

Maintaining regular communication with the client was essential. Daily meetings were held to discuss progress, address any issues, and incorporate feedback. This open line of communication ensured the project stayed on track and met the client’s expectations.


The project was successfully completed by the October 23 deadline. The outcomes included:

  • High-quality captions that met the client’s standards and specifications.
  • Timely delivery of all captioned content, enabling the client to meet their accessibility and educational objectives.
  • Positive feedback from SIU School of Medicine regarding the accuracy and professionalism of our services.

Ongoing Service Provision

Following the successful completion of the initial 180 hours of content, SIU School of Medicine was highly satisfied with our services. They decided to extend the contract for ongoing monthly captioning services. Our continued collaboration includes:

  • Monthly captioning of new educational content.
  • Ongoing quality assurance and adherence to the established workflow.
  • Regular updates and consultations to ensure evolving needs are met.

From Consultation to Completion

Our structured approach, which included an initial consultation, a dedicated team, industry-standard software, and rigorous quality assurance, ensured the successful delivery of closed captioning services for 180 hours of content within the tight 13-day deadline. By maintaining clear communication and adhering to a well-defined workflow, we were able to effectively meet the client’s needs and provide ongoing services tailored to their requirements. This case study demonstrates our commitment to delivering high-quality closed captioning services that are both timely and reliable, fostering a long-term partnership with our clients.