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6 Effective Techniques for Improving Your Data Entry Process

Rahul Maingi

By admin, July 18, 2022

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In an age of artificial intelligence and smart automation, the way data is captured, processed, and extracted in business requires smarter data entry services.
To that end, outsourced data entry services can help organizations like yours digitize records for real-time data processing. They assist in transcribing written documents (like names, addresses, and medical or legal records) into digital data, or one type of electronic data to another through electronic data processing (EDP). One common example of the latter is warehouse stock monitoring and logistics systems.
As a business grows, its need for data entry and processing increases exponentially. An error-free and organized database is one key to accelerating your business growth. To make this process more efficient and accurate, certain guidelines must be followed.
In this post, we discuss effective strategies to improve your data entry process.
Let’s find out what they are.

How to Effectively Improve Your Data Entry Process

Creating a database is a common way to secure data and prevent its loss or manipulation. Data entry is an inseparable part of that process. It includes incorporating all your data into a computerized system so it is well-organized and protected.
As a business grows, its generation of data also increases. Eventually, it becomes difficult to manage all these processes.
In this post you will learn how to maintain your data entry to more effectively manage the smooth flow of processes within your company.

1.Focus on Useful Data

We know that data entry is time-consuming, so your focus should be on entering and processing data that is most useful to your organization. That means getting rid of unnecessary information.
But how do you ensure that you are entering only useful data? This requires a periodic review of forms, applications, and other documents. Forms that bring up obsolete or redundant data must be removed. Or you can redesign them to make them practical and useful.

2.Prevent Data Errors

Outsourced account payable

Preventing faulty data from entering the system is one of the best ways to reduce the entry of unnecessary information. It is an ongoing process that improves the quality of your data. The prevention process includes:

3.Perform Data Profiling

The next step is data profiling. This refers to reviewing your source data, analyzing and understanding their structure, and then summarizing data sets to gain insight into their quality and potential.
Data quality is a measure of the condition of data based on factors like its accuracy, completeness, consistency, timeliness, and accessibility. Data profiling helps spot any issues or faults in the data to ensure its flawless management. It also reduces needless corrections, which saves time and money, and ensures that the data is reasonably valid.

4.Analyze Errors

Data profiling should be followed by in-depth error analysis to guarantee seamless data management.
Two successful methods of managing the accuracy of data are:

5.Standardize the Process and Enable Automation

Virtual bookkeeping

Another significant way to improve your data entry process is to standardize your system. In this way you can improve its accuracy and maintain the consistency and compliance of your database. This also proves helpful in managing complex processes within a short time span.
Since data entry involves manual work that is time-consuming, cost-intensive, and monotonous, it can lead to information being incomplete, inconsistent, and non-compliant. So, if you can automate your data entry process using reliable technologies like optical character recognition (OCR), you can reduce errors and unexpected financial losses.
You can also introduce Smart Forms. For example, a mobile number is a numeric value and a name is an alphabetic value. Online forms typically require different input values for different sections and categories. So, you can design your Smart Form to prevent users from entering letters into the mobile number category. Or, vice versa in the case of entering the number into a category that only takes letters. This prevents incorrect data entry.

6.Monitor the Process and Incorporate Feedback for Positive Results

Continually monitoring the data entry process will help you spot positive impacts and prevent similar mistakes.
Remember, the process of improvement cannot be completed without constructively using feedback. So, make allowance for a feedback system and build up a mechanism for using it. Positive feedback helps correct the design of forms and enhance the overall process.

These proven methods significantly improve your data entry process. However, as a growing organization, you may find it tiresome to keep track of your data daily. That’s where data entry outsourcing comes in.

Some popular data entry services that are frequently outsourced include:

As a leading data outsourcing company, we can optimize data entry processes to save your time you can use to focus on the activities that matter more to your business. Along with data entry outsourcing, we also provide customized services for virtual bookkeeping and accounts payable & receivable. So, if you are looking for efficient and cost-effective outsourced data entry and AR services, contact Virtuous Bookkeeping.

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