How To Prevent Manual Data Entry Challenges?

Every choice, every decision, every option taken, every success, every failure, hangs on one factor, and one factor only. Data. And that data, gathered from all different sources, containing additional information, or analyzing various aspects, quantifying different elements, exploring other options, adds to your knowledge and helps form a rational decision. At least, that's the way it's supposed to work. BUT… What if the Data Entry was incorrect? What if Data Entry Accuracy was imperfect? What if your carefully considered decision was, in fact, based on faulty data?

Well, likely, you've just made a bad decision. So, let's discover where that insufficient data came from. While more and more Data Entry is done automatically, there's plenty of Manual Data Entry still around. And if there is manual data entry, there will be Manual Data Entry Errors. And Manual Data Entry Challenges will continue to persist since some Data Entry, by its very nature, will have to be entered manually. So how can these errors be caught before they result in bad decisions?

Understanding Data Entry Methods And Rational

Today's business runs on data. For a company to become and remain competitive, it must collect and manage data. That data becomes the basis for critical choices that may mean the success or failure of a company.

Data is the lifeblood of any business, as it is used to make critical decisions. This is why it is essential to capture data accurately. Data entry is the process of entering information into a computer. The data can be Text, audio, still images, video, handwritten notes, or printed forms. It is then saved digitally and processed by a computer.

Techopedia defines data entry as “the process of transcribing information into an electronic medium such as a computer or other electronic device.”

Manual data entry is the long-established method of data entry. It is used to enter specific customer or product information such as customer details or product specifics.

Although more modern methods of data entry are more accurate and less time-consuming,  manual data entry is still a reality for many businesses. Many of these don't have the capital to move into automation. In fact, recent surveys indicate that nearly 50% of businesses still use manual data entry. The survey cites reasons such as:

• Small businesses don't have the money.
• They may not have enough clients.
• Some may not know what automated systems can do.

Top 9 Challenges Of Manual Data Entry

Your essential business decisions should be based on fact, not wishful thinking or conjecture. So your database should not only be accurate but filled with pertinent facts only. How can you do this? Let's look at Nine Things You Need to Know to keep your database accurate.

• Number 9:  Have Enough Players on The Team. One way to absolutely guarantee mistakes is to have insufficient staff to handle the work. It's been proven in study after study that overworked, tired, stressed-out employees make more errors. Depending on the fatigue level, they can miss the most obvious (to fresh eyes and minds) the most obvious of errors. Hire enough people, and don't drive them to the breaking point.
• Number 8:  Create and Maintain Comfortable, Nurturing Workspaces. Consider things like ergonomic workstations, easy on-the-eyes lighting, and comfortable temperatures. Providing easy access to food and drink (especially coffee and tea). Build in mandatory break times. Encourage physical activities.
• Number 7:  Check, Then Recheck. Consider alternating tasks among employees. By this, we mean to set up an entry team and an audit team, alternating between the two so everyone stays fresh. Reviewing work is a different task and much more engaging than strict data entry alone.
• Number 6:  Stay Current. Make sure all your software is up to date, and don't put off any maintenance. Keep your security tight with frequent checks and tests. Outdated software or hardware can develop glitches that may not appear immediately, but errors pile up until they create a crisis.
• Number 5:  Identify the Source Of Errors. Why is that data inaccurate? Where did it come from? Was it good data but incorrectly entered? Or is it just bad data? This is another way to keep on top of your data entry error rate and team fatigue. Run frequent tests looking for sources of bad data, both machine and human.
• Number 4:  Achievable Goals. Don't set your achievement goals too high, especially at the beginning. This will create the environment that Number 10 seeks to avoid. Set a plan that can be accomplished, then assessed and, if warranted, increasing the workload. But do this slowly.
• Number 3:  Stay Innovative. Don't let outdated equipment or task practices be a roadblock. Keep an open mind and encourage employee participation to improve the process. Offer incentives like bonuses, extra time off, or paid outings.
• Number 2:  Automated Error Reports? Today's data entry software can usually generate data analysis to help you find and eliminate mistakes. Take advantage of the program's error reporting. But don't get too comfortable and become dependent on it.
• Number 1:  Make the Smart Move. The easiest way to reduce or eliminate errors is to outsource the entire data entry and management functions! Why? Because you'll be partnering with a firm that does Data Entry for a living. Your outsourced team will handle all of your data entry chores for you for less money than you pay your existing staff, and alleviate the need for you to find, hire, train, pay taxes on, find vacation fill-in replacements, and contribute to pension plans.

A Concept Whose Time Has Passed.

If you could jump your enterprise into the future and save time and money, why wouldn't you? This is precisely what a Business Process Outsourcing partner can do for you. Use their highly-trained staff. Use their up-to-date software and hardware. Use their experience. Use their speed and accuracy. Plain "use them." What you'll get back will cost you up to 40% less than your staff doing the work. And about 99% fewer headaches.

Rely Services has been helping clients realize success for over 20 years! And they can do the same for you.

• Unparalleled Accuracy
• Lightning-Fast Speed
• Low, Low Costs
• Quick Turnaround
• 24/7/365 Availability
• Sparkling Efficiency

Contact Rely Services today for a no-obligation evaluation of ways we can help you!