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Overcoming The Challenges of Manual Data Entry

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Despite automation and the introduction of many revolutionary data entry tools and technology, data accuracy remains a pressing issue. There are still problems of oversight, redundancy, and spelling errors that significantly reduce the quality of data being managed.

And, this is data that contains critical business information. Errors can cause irreversible damage to the sanctity of a business. Hence, a data entry specialist has a tough task ahead of him. A task to not only ensure that data processed is accurate, but also to process data quickly and on-time. Of course, we do have outsourcing companies that offer their services at an affordable data entry rate in India and other countries. But, more on that later.

With such overwhelming pressure, mistakes are bound to happen. Some of the common Manual data entry challenges faced by specialists today include:

  • High Error Rate
  • Slow turnaround time
  • Unclear fields and formatting
  • Spike in Volume of Data to be processed
  • Loss of focus
  • Poor Quality Check

But, we are not concerned with the problems facing us. We are rather more interested in how they can be solved. So without much further ado, here are ten tips that, if followed diligently, can help you overcome the challenges faced in manual data entry today.

9 Tips for Accurate Manual Data Entry.

1. Provide a Comfortable Working Environment

Welcome to the year 2019, an era with no tolerance for toxic work environments. Making the people that work with you comfortable in their position in the company can boost overall productivity through the roof. Provide comfortable furniture to your employees, add a bit of color to the aesthetic of your work station, organize fun activities to relieve pressure, and, most importantly, treat them with the same respect you desire from others.

2. Hire Sufficient Staff

Data processing is a high-volume, overwhelmingly frustrating job. In such a scenario, you can’t be shorthanded with staff to deal with the job. Most human errors occur when the employee in question is under great duress. Hire sufficient staff to divide the task at hand equally.

3. Work should be double-checked

Ask any grammar Nazi or prolific author; it doesn’t how good your command over the language is; mistakes are bound to happen. Plus, you will miss some of those mistakes during your first round of verifications. Hence, double-checking should be a mandatory practice in the business of data entry and processing.

4. Update the Automated Systems

It is crucial to note that even systems are prone to mistakes. It simply isn’t wise to leave automated systems to their own devices. Update them regularly to protect them from egregious threats like viruses, malware, and ensure they are working smoothly.

5. Identify the Source of Data Inaccuracies

One of the most convenient ways to keep your data pure is the identification of sources responsible for the errors taking place. Analyze the movement of data to identify the errors like incorrect values and time-bound changes to catch the errors at the source. Once found, either fix it or replace it with an updated process.

6. Automated Error Updates

Coming back to automated systems, opt for those systems that can automatically update you on errors in real-time. The ability to fix an issue as it takes place can work wonders in keeping data clean as it is finally recorded for future references. There are many software today that can accurately identify errors and alert you of the same as they occur. E.g., if social security contains nine digits, and the user enters lesser digits, it will alert the user of the error so it can be fixed immediately.

7. Maintain Ironclad Standards of Accuracy

Maintaining a strong standard, and conveying the same to your data entry specialists will inform your team of what is expected from them. Anything that does not meet the standards established for data quality should be shunned and never recorded into the system. Ensure your data conforms to all standards like geo-coding, matching, linking, and regular data monitoring without compromising on data quality.

8. Use OCR and ICR

Both OCR (optical character recognition) and ICR ( Intelligent character recognition) are fantastic software that helps decrease the workload of data entry by half. These software are well equipped to find extract data automatically. With less manual typing, there is no room for more errors.

9. Partner with the Right Outsourcing Firm

Data, although overwhelming, is just one part of your business. Spending more time on operations relating to data can significantly reduce focus from other core areas of your business.
Hence, it becomes wise to seek help from a third-party service provider who has the expertise and experience to deal with data. Doing so not only ensures quality work of your data but also cuts your operation cost by almost 30% to 60%.

There are many companies out there vying for your attention and willing to cater to your requirements. Choose wisely among them, the one that has a tangible reputation and good word of mouth to back their

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