These days, most of the data is stored digitally, and the accuracy of this data relies on it being entered correctly into the computer. Data entry specialists spend the vast majority of their time entering large volumes of data into computers so that it can be safely stored and accessed again in the future.
As a startup you must be focusing on data entry to be done quickly, whether you are getting it done or through an outsourcing partner. However, your priority should be utmost accuracy along with the speed. Unfortunately, mistakes are sometimes made simply because there is so much pressure to get the data entered as quickly as possible.
Any inaccuracies in the data can be extremely detrimental. You need to be able to rely on the accuracy of your data if you want to use it for making key decisions for your business. Below are some helpful suggestions on how to make accuracy a top priority:
1- Identify the Problem Areas
If you want to eliminate inaccuracies, you need to get to the root of the problem. This involves identifying where the majority of errors occur. There are many different points during the data entry and data management processes where errors can be introduced. For instance, the data could be entered incorrectly into the system to begin with. Alternatively, it could be corrupted when being moved for storage. Identifying the weak points in the data entry process can help eliminate problems.
2- Set Achievable Goals
By clearly outlining your goals and objectives in terms of the accuracy that your business requires, you can make sure that everyone from the management level on down is on the same page.
3- Invest In Software
There are many software programs on the market that are designed to improve the accuracy of data entry while at the same time minimizing the workload for your employees. For instance, software that is equipped with Optical Character Recognition (OCR) can automatically convert image-based text into editable text.
4- Speed Should Not Be the Only Priority
Make sure that your employees understand that speed is secondary to accuracy. Don’t set deadlines that are so tight that they have to rush through their work.
5- Be Realistic About the Workload That the Data Entry Team Can Handle
If you dump too much work on the data entry team, they will have to scramble to try to get it entered in time to meet their deadlines. Take a realistic approach when assigning work to the team. Try not to give them more work than they can comfortably finish in a day. If the data entry employees are overworked and stressed, they are more likely to make errors. If you want an idea of what a data team can handle, this blog from nPower is a good one.
6- Double Check the Information
Ideally, you should develop a system for your business where the data is reviewed before being finalized in the system. Having the data checked for accuracy can help ensure that there are no errors.
7- Use Error Reporting to Your Advantage
Many modern software programs have built-in features that can spot errors. For instance, if product codes are supposed to be 12 characters long and the data entry operator enters one that is 13 characters long, the software can notify them of the error, helping to catch it before it is finalized in the system.
8- Educate Employees on the Importance of Their Work
Employees are more likely to do a good job if they understand why accuracy matters. Make sure that you clearly educate them about how the data they are entering will be used and how it affects the day-to-day operations of your business.
9- Make Accuracy a Top Priority
Challenge your workers to adhere to strict accuracy standards. By ensuring that all of your employees are familiar with data accuracy techniques such as data profiling and geocoding, you can ensure that the data in your system is as accurate as possible.
10- Create a Comfortable Workspace
Employees are more likely to enter data accurately if their work environment is designed to promote comfort and efficiency. Make sure that workstations are ergonomically designed. Additionally, give employees enough breaks throughout the day to keep their minds fresh and active. This can help them stay focused on the task at hand, improving accuracy in the process.