4 Techniques That Make Data Entry Effective
By Sam Makad
Data entry is a delicate job that requires a lot of concentration and diligence, so you should adopt these four techniques to minimize your mistakes.
Data entry has a reputation for being a very difficult, tiresome and in some cases even boring work. There's a good chance that you constantly enter data each and every day and that you don't even realize that you are doing it. For example, if you constantly add new contact information for your clients or potential ones, or you keep track how many calories you took for the day, both of these things can be considered data entry.
Keeping track and entering any kind of information on a regular basis is, in fact, data entry and in the modern world we live in, data entry has become a huge part of our lives. But now it's become very easy to do outsource data entry and you can get your work done soon. Today, we will talk about the techniques and things you should do to make your data entry process more productive and less exhausting.
So let's see what you can do to make your data entry more effective.
1. Consider whether all of thedata is relevant
Applications, contacts, forms, contract or any other type of data that you might be entering can contain a huge amount of information. When you have a lot of data on your hands, you need to ask yourself whether or not all of that data is needed and valuable to you.
First, think about how you must enter this data into your system and how you will process it. See whether all fields are necessary and whether that information is valuable to you. This will make your whole data entry process a lot faster and easier. Redesign your forms and set the right amount of fields you need for your vital information.
2. Standardize your data entry process
To create a good flow in your data entry process, you must find a way to standardize it. Simply put, you will have to create a pattern and structure for the way you do this task. All professionals that provide data entry services have standardized methods they use to perform these tasks in the best and fastest possible way, and you should do this too.
By doing this, you will create consistency and get used to the same pattern. This means fewer mistakes and more productivity. You will be able to rely on yourself to get everything done right and almost automate the whole process.
However, to achieve this, you will have first to see where you've made mistakes and where you've lost the most amount of time so that you can adjust your approach and create a good standardization that works.
3. Create multiple data entry sessions
Instead of trying to go through a huge amount of data that can take hours of compiling and organizing, you should split the whole bulk into smaller session and do it part by part. Create a schedule and perform data entry every day for a certain period.
This is how you will create a good habit and passively structure the way you perform these tasks. Additionally, you can only be productive for a certain amount of time, and after that, you will lose your concentration and work really slowly. At those moments you will also be more prone to making mistakes, and that's why you should avoid overextending yourself.
4. Learn to use your data entry software as best as possible
No matter which tool you are using for your data entry tasks, it's important that you do some research on it and figure out what functionalities and features it has. For example, most tools have cells or fields which you fill out with valuable data. In some cases, the information you need to type in will be identical.
To save time, you should learn how to highlight all of the fields and fill in the exact information in all of them at once. This might seem like a small thing, but when you do this 50 times per day, you can save hours. Additionally, all of these software solutions have shortcuts on your keyboard, and you should learn them to improve your speed.
These are the four important techniques that will drastically improve your data entry process. Make sure that you remember the things mentioned today and try to work on them until you've perfected them.