•TranscribeFast Team

Thematic Analysis, Step by Step (From Transcript to Findings)

A beginner-friendly thematic analysis workflow using interview transcripts: familiarization, coding, categories, themes, and how to write up results with quotes.

Thematic analysis is a simple way to turn interview transcripts into insights. You don’t need fancy software to start—just a clear process and a way to save quotes with timestamps.

What you'll learn

  • A beginner-friendly thematic analysis workflow
  • How to code transcripts quickly without getting overwhelmed
  • How to write up themes with strong evidence (quotes)

The workflow (6 steps)

  1. Familiarize: skim the transcript; note first impressions.
  2. Highlight: mark interesting lines and recurring ideas.
  3. Code: label chunks with short tags (2–5 words).
  4. Group: merge similar codes into categories.
  5. Theme: name the bigger idea that connects categories.
  6. Write up: explain each theme and support with quotes + timestamps.

Worked mini example

[00:05:10] Participant: "I study late because my job shifts change."
[00:07:42] Participant: "I learn faster when friends explain things in chat."
[00:09:01] Participant: "Deadlines pile up and I skip sleep."

Codes
  changing shifts; peer explanations; deadline stress; sleep loss

Categories
  External constraints (changing shifts, deadline stress)
  Coping strategies (peer explanations)
  Health impact (sleep loss)

Theme
  Unpredictable schedules increase stress, so students rely on peer support to cope.

Tips to go faster

  • Don’t code every line—focus on lines that answer your research question.
  • Use timestamps to jump to key moments and verify quotes.
  • Keep code names short and consistent (you can refine later).
  • Stop when themes are “good enough” for your assignment scope.

Write-up structure (simple)

  1. Name the theme in one sentence.
  2. Explain what it means (2–4 sentences).
  3. Add 1–2 quotes with speaker label + timestamp.
  4. Link back to your research question.

Common mistakes

  • Jumping to themes before you’ve done basic coding.
  • Making themes too broad (“stress”) without specifics (what kind of stress, from what?).
  • Forgetting to save quotes (themes without evidence are weak).