Data entry is the process of entering data into a computer system or database, typically from paper documents such as forms or handwritten pages. Data entry may also refer to entering data in an electronic format into forms that are attached to databases. For example, information entered into a spreadsheet can be classified as data entry.
Data entry employees typically work in an office environment and usually enter information using a computer keyboard and mouse. They may also use other input devices such as scanners and optical character recognition (OCR) technology more on these later but the most common method for capturing data is with a keypad or keyboard.
Learning how to do data entry can be a tedious process. It can also be an overwhelming one. The good news is that it doesn’t have to be either of those things! Here are 21 steps to help you get started on your data entry adventure.
| Takeaways |
|---|
| 1. Start by understanding the basics of data entry. |
| 2. Familiarize yourself with different data entry software and tools. |
| 3. Develop strong keyboarding and typing skills to improve speed and accuracy. |
| 4. Learn how to handle different types of data, such as numerical and textual data. |
| 5. Practice data entry exercises and tasks to enhance your skills. |
| 6. Pay attention to detail and double-check your work to minimize errors. |
| 7. Stay organized and create a systematic approach for data entry tasks. |
| 8. Understand the importance of data security and privacy when handling sensitive information. |
| 9. Continuously learn and stay updated on new data entry techniques and technologies. |
| 10. Consider pursuing relevant courses or certifications to further enhance your data entry skills. |
| 11. Network with other data entry professionals to exchange knowledge and best practices. |
| 12. Maintain a professional work ethic and strive for excellence in your data entry work. |
| 13. Efficiently manage your time and prioritize tasks for maximum productivity. |
| 14. Seek feedback and learn from mistakes to continually improve your data entry abilities. |
| 15. Stay adaptable and open to new challenges in the evolving field of data entry. |
1. Determine What Type Of Data Entry You Want To Do
Data entry is defined as the conversion of data to a computer-readable form, for example, entering information about customers into a database or the process of entering data from one source into another. For example, converting paper documents into digital files or typing figures from paper documents into a spreadsheet. Determining which type of data entry you want to do can help you better prepare yourself and your resume for specific jobs. Here are some examples of the different types of data entry:
Administrative Data Entry involves entering data related to legal documents, medical records, and customer information. This type of work consists mostly of repetitive tasks that require little beyond basic computer skills but can be very detailed oriented requiring an eye for detail and accuracy. Pay is usually lower than other types of data entry because it requires less technical skill but appears in most job listings with regularity.
Alpha-Numeric Data Entry is the most common type with jobs typically requiring speeds above 7,000 kph with at least 98% accuracy rates on average. Some positions may also require knowledge or experience working with particular software programs or databases as well as familiarity with general office equipment such as scanners and fax machines. Pay rates are commensurate with skills required ranging from 10 – 25 dollars per hour depending on position requirements. Most alphanumeric positions require at least one year’s experience.
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2. Study Successful Data Entry Specialists
Now that you’ve figured out your goals and the skills you’ll need to meet them, it’s time to start asking some questions. The best resource for learning about data entry as a career is people who are currently doing it so that you can learn from their experience. A quick LinkedIn search will yield dozens of successful data entry specialists in your area.
The most valuable information you can get from these professionals is how they got started. On top of this, ask them what they wish they had known when they first started, and what their favorite part of the job is. This last question will give you a good idea of whether this career path is right for you, as well as help with determining your own goals (if someone loves the variety of work that data entry provides, then this may be a goal that appeals to you).
3. Learn Appropriate Software
Even if you consider yourself a “computer person”, there are probably still some shortcuts and tools that you don’t know. The more efficient you can become using the software, the better. Step 3 has some resources to help you out with this:
Learn the basics of Microsoft Word and Excel. This article is good for Word, or watch some YouTube videos on it. Also, this book will help with Word and Excel. Each product also has a lot of online resources as well – try searching for “Excel shortcuts” or “Word tricks.”
Learn the advanced applications like Power BI, Microsoft Teams, Skype for Business (and more). If your employer uses them in their industry, you should learn how to use these tools. Here’s a helpful link about using teams. This will take time but it’s worth it!
Are you aspiring to become a freelance data analyst? Follow these 11 steps for becoming a freelance data analyst to kickstart your career in this exciting field of data analysis.
4. Practice Typing Skills
The best way to improve your typing speed and accuracy is to practice typing. This may seem obvious, but according to one study, the average person only types at about 41 words per minute (WPM), or about 100 characters per minute (CPM). If you want to be an effective data entry professional, you’ll need a typing speed of 60 WPM or more.
Fortunately, developing typing skills is easy with a little practice. To get started, try typing one word at a time. Focus on being accurate first; it will come faster than you think. Don’t worry about making mistakes when you type faster, it may feel like you’re not aware of what your fingers are doing on the keyboard. But even if they make mistakes while they type fast, that doesn’t mean their brain isn’t still taking in what they’re typing at the same time!
Record your progress as you learn how to do data entry and keep practicing until you can consistently hit 60 WPM or more. When that happens, consider yourself ready for an entry-level job in data entry!
5. Learn Basic Coding
Next, you’ll want to make sure you know the basics of coding. Data Entry jobs require a basic knowledge of coding and programming, so if you don’t have any knowledge at all, it might be worth looking into. The most common languages used in data entry jobs are Python, Java, and SQL.
Luckily for you, there are plenty of resources online to help you learn them! Some of our favorites are Codeacademy and Sololearn. Both sites allow you to learn basic coding skills while building a portfolio that can help when applying for future jobs in tech.
The best way to start is by learning one language at a time. Each has its syntax and rules that need to be understood completely before moving on to the next language (even though some may seem similar). Try starting with Python or Java as your first language since they are often easier for beginners than SQL.
6. Gain Experience With Different Types Of Data Entry Companies
There are many different types of data entry companies out there, but most operate in similar ways. If you need help getting hired, consider working with one of the more popular, established firms. These include 1-800-Transcript and HireRight. According to the Bureau of Labor Statistics (BLS), these two companies hire about 70 percent of all new data entry specialists each year.
Working for one of these companies will give you the best chance at success because they hire so many people with your skillset. When you work for a smaller company, there is a greater chance that your coworkers may have more experience than you do which could make it harder for you to learn what you’re doing.
Data entry may seem straightforward, but there’s more to it than meets the eye. Explore our guide to uncover 12 interesting things you might not know about data entry and enhance your understanding of this crucial task.
7. Look Into Industry Specific Companies
Once you’ve gotten some experience in the field, it’s time to branch out. If you feel like your skills are starting to get noticed and you’re ready for a new challenge, look into industry-specific data entry jobs at new companies. There are many opportunities in different fields that may offer more of a challenge than what you’re currently doing, but will also provide an opportunity for professional growth. This is the best way to learn new skills and find your niche within the data entry industry.
8. Continue To Improve Your Coding And Programming Skills
Continue to learn. After taking a course or two, commit yourself to furthering your skills through online tutorials and practice. The more you program, the better you’ll get at it. You can find free online courses and tutorials on programming websites like Udemy, YouTube, and Coursera. YouTube videos are the most accessible way to begin learning programming languages like Python or R because they are usually more informal than paid courses that require an account sign-up and a payment method to be accessed.
9. Enter A Mix Of Contests And Sweepstakes To Gain Experience And Win Prizes
Entering sweepstakes is a great way to gain experience with data entry while also offering the potential to win prizes. Sometimes, winning a prize can be as simple as submitting your name, address, and email. Other times, you may have to enter other information such as your gender, birth date, or phone number before you can submit an entry.
This is an excellent opportunity for you to gain practice in entering all types of information. You can also personalize your entries by editing the form or submitting extra information with an essay or image. The chance that you’ll win something is slim (if it were easy, everyone would do it), but entering sweepstakes can be fun because of their variety and simplicity. They’re also completely free to enter.
10. Never Stop Typing
To get better at data entry, you need to keep typing. No matter what, no excuses. There’s no other way.
This may sound obvious of course you need to type to learn how to be good at it. but it’s an important point for me to make because of the things that I hear from my students. They often tell me that they can’t practice as much as they’d like because their hands are tired, or get sore too quickly. Or that they’re struggling too much and don’t want to keep getting stuck on the same thing over and over again.
While these concerns are understandable, let me assure you: worrying about not being able to type enough is almost always a waste of energy. Even if you only manage five minutes a day of focused practice (though ideally, it will be more), that is still helping your skills improve incrementally.
And even though those improvements will take some time before you notice them, so long as you keep typing every day, eventually your efforts will pay off and your skill level will increase significantly.
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11. Learn To Pay Attention To The Lines Skimmed Over In The Manual
The lines in the manual that you skimmed over are very important. They’re what will help you work efficiently and effectively. To be efficient, you have to be sure that your mind is focused on what needs to get done, not on other things or the task at hand in a scattered-brained way. It’s important to categorize your work into batches and work on one type of task at a time.
This helps you understand how long it takes to complete one type of task, so you can pace yourself as needed with each new batch. Yes, this means doing lots of filing and organizing before beginning an entry project. But it’ll save you so much time down the road not just in completing each project quickly, but also in being able to complete all projects accurately for years to come!
12. Watch Out For Abbreviations And Acronyms
Abbreviations and acronyms? What are those? Just kidding. We’ve all come across abbreviations and acronyms in our daily lives, which makes it even more important to be aware of them as they can confuse if not clearly understood.
Abbreviations are shortened versions of words such as ‘Dr.’ for doctor and ‘Mr.’ for mister while acronyms are formed from the initial letters of words such as NASA or CEO. Some common abbreviations/acronyms you may see at work include HR – Human Resources; EOD – End of Day and JFDI – Just F.
13. Beware Of Inconsistent Data Entry
Having a proper and consistent data entry process is important in any organization. However, it comes with its challenges. We can help you overcome these challenges and help your business grow as a whole. I will focus on some of the challenges that come with inconsistent data entry, how to solve them, why they are important at all, and finally, the tools that you can use to help improve your data entry process.
You need not worry about this if you have already incorporated automated data capture software into your business process or have outsourced it to an expert company like us, but we’ll cover the basics anyway for those who haven’t yet done so!
Inconsistent data entry is defined as inconsistency in inputting the same information into different forms or files leading to redundancy or inaccuracy of information. Having duplicated entries slow down the processing procedure due to increased time spent sorting through data manually. To avoid this problem from recurring, organizations should set up a set of rules for their business processes and implement them consistently every time.
This means that staff needs proper training on what each rule entails (from front-end users through back-office operations) or else there may be inconsistencies in their work which leads us back at square one again.
So if you don’t have time for training because it just doesn’t fit within your schedule then consider outsourcing instead! We’ll make sure everything gets done correctly without bothering ourselves with another task altogether – saving resources wasted on inefficient processes while increasing profit margins by cutting costs associated with redundant labor!
Managing data entry tasks can be overwhelming. Learn how to streamline your workflow and improve efficiency by following our step-by-step guide on how to outsource your data entry. Take advantage of outsourcing to optimize your data management process.
14. Be Consistent When You’re Entering Data
A key to being a good data entry specialist is to be consistent when you’re entering data. For example, if you are entering a list of names into a database, you should always capitalize the first letter of every name. If you don’t do this consistently and sometimes capitalize the first letter and sometimes not, people who use the database later could get confused about why some names are capitalized and others aren’t.
You also have to be careful about how much information you enter for each record (each row in your database). For example, if some records have full addresses while other records just have street names and zip codes, it will make it hard for people who use the database later to find what they need.
Punctuation is another place where consistency is important (unless they tell you otherwise). If some records have punctuation in them while other records don’t have any punctuation at all, that can make it confusing for users too.
In general, though, there are places where consistency isn’t as important or necessary. For example: if someone does not give their middle initial when filling out a form but then later changes their mind and gives that information to you—you can go back and correct their record even though now some other records might not include middle initials either
15. Some Forms Of Data Entry Require More Concentration Than Others
If you’re working on data entry, it’s important to pay attention to what you’re doing and make sure that all the numbers and letters are correct. It might be tempting to listen to music or watch TV while you are doing this kind of work, but that can lead to mistakes.
When entering data into a spreadsheet program like Excel, make sure each cell is filled out properly and in order so that it will generate the correct information when run through a formula. This is especially true if you’re dealing with large amounts of numerical input where just one wrong number could cause an error in your calculations.
16. Learn How To Spot Common Errors In Data Entry
You’re going to be typing from documents, so you should try to memorize what the document looked like when you started. That will help you keep track of your progress and compare it to the original document as you go along.
If you see a mistake, fix it as soon as possible. Accuracy is very important in this job. You don’t want to have to re-type a whole page because one part had errors in it! Also, double-check that everything is formatted correctly, especially dates and numbers; sometimes those are the easiest things to mess up.
Reading back what you type aloud can help too! Try reading each sentence out loud after typing it; that way if there’s a typo and the word doesn’t sound right, then you will know there’s an error.
17. Watch Out For Missing Information
Watch out for missing information – if something doesn’t look right, you should investigate further even if it’s not strictly an error. When a new document is added to the queue of things to be entered, you will see it in the “Document Queue” portion of the window on the right-hand side (if there are no documents left in this section, hit “Refresh Queue” to start working on more). Click on a document name to open it and get started with data entry!
Look over the document as a whole before entering information into any fields. Pay close attention to dates, names, and other details so that you can be sure everything is accurate when you add it to SalesForce. If something looks odd or off, reach out to your team lead or manager for guidance.
18. Categorize Your Work Into Batches And Work On One Type Of Task At A Time
Categorize your work into batches and work on one type of task at a time – this will help you maintain focus and make fewer mistakes. Batching your work means grouping similar tasks together so you can focus on one type of work at a time. This way, it’s easier for you to stay focused and make fewer mistakes.
For example, if you’re working on billing, batching would mean processing all invoices from a particular client before moving to the next one. Or if you’re working on data entry into an Excel spreadsheet, batching would mean keying in all the entries of a single column before moving on to another column. Batching is important because it saves time and helps reduce errors by letting you get into the flow of whatever set of tasks you’ve chosen to complete first.
19. Make Sure You Understand What You’re Doing Before You Start Entering Data
You will also need to learn how to do data entry is making sure you understand what you are doing before you start entering data. Some forms of data entry are more complex than others, so it might take some time to get your head around exactly what you need to do. You should also make sure that you have good typing skills because they will help make your work easier and more efficient.
If the data is entered incorrectly or in the wrong format, it can cause several problems. These include errors being made during processing or when entering information into other systems for use elsewhere within an organization. It’s also important to keep in mind that some forms of input may require extensive knowledge about specific computer programs, such as Microsoft Excel or Access databases.
For example, if your employer asks you to enter all their clients’ names into one spreadsheet from another application with different formatting options–this could be very difficult unless there was proper training provided beforehand (or if someone already knew what they were doing). If none of these apply then perhaps consider taking a class before starting any position involving this type of work!
20. Always Keep Backup Copies Of Your Work
Always keep backup copies of your work as you go along in case of mistakes or file corruption things will go wrong and it’s better to be prepared than not. As with all things in life, there’s always a chance that something could go wrong. The hard drive you’ve been keeping your work on might fail.
You could accidentally delete a file as you’re cleaning up your computer. A virus might corrupt your files. Nature itself might even intervene to ruin your day what if there’s a flood or earthquake and you can’t access the USB key backup of your data that you left at home because it was too far away?
It pays to be prepared, so make sure that you have more than one backup method on hand for securing your work. Important: every time you finish working on a project, make new backups and store them somewhere different from the ones before! If there’s ever an issue with one of your backups, then at least another copy will still be available for restoring.
21. Automate Where Possible
There are software programs that can help with automating routine tasks so that less thought is required on your part, which again makes it less likely that you’ll make mistakes. If you can use an automated system to do some or all of your data entry, do it.
The best way to accomplish this is by using a computer program that uses artificial intelligence to predict what you want or need based on what you’ve already done. This type of software will save you time and give you better results than if you were doing it all manually.
Final Thoughts
If you work hard, there are a lot of data entry jobs out there waiting for you. The job market is indeed very competitive, but this competition can be a good thing. If you work hard and dedicate yourself to learning how to do data entry the right way, you will be rewarded. Data entry has always been an in-demand skill, and while it is one of those skills that many people have, it is also a difficult skill to master. By working hard and practicing your skills every day, you can enter into an exciting career field with tons of benefits.
In addition, the steps above are only a few of the ways you can learn how to do data entry. Remember that typing speed, coding skills, and attention to detail are essential for data entry specialists. If you’re interested in a career in data entry work, it’s wise to consider these factors before applying for jobs.
Further Reading
Here are some additional resources for further reading on learning data entry:
Indeed Career Advice: Finding a Job in Data Entry: Discover valuable insights and tips for finding a job in the field of data entry.
The Ed Advocate: How to Learn Data Entry in 6 Steps with Tips: Get step-by-step guidance and helpful tips on learning data entry effectively.
WikiHow: Learn Data Entry: A comprehensive guide on learning data entry, providing detailed instructions and practical advice.
People Also Ask
What Are The Duties Of A Data Entry Clerk?
Data entry clerks input information into computer systems and databases, and ensure that the information is both accurate and secure. While data entry clerks perform similar tasks to those done by typists, they must also take extra precautions to ensure that their work is correct, complete, and confidential.
What Are The Skills Required For Data Entry?
To be successful in this role you should have excellent attention to detail and be comfortable with technology (especially MS Excel). Most Data Entry Clerk resumes describing duties such as reviewing forms for accuracy, transferring data from paper formats into digital ones using computers and keyboards, scanning documents, updating existing information, retrieving data as requested by other employees, etc.
What Are The Types Of Data Entry?
There are six different types of data entry: alphabetic or text data; numeric-only information; alphanumeric or mixed alpha/numeric information; direct numerical scanning; automatic coding (barcode recognition); optical character recognition (OCR). The last two may require some additional training or knowledge.
How Can I Learn How To Do Data Entry?
There are several ways to learn how to do data entry. We recommend looking for an online course or taking an in-person class, but if you’re feeling adventurous, you could also try teaching yourself.
How Much Does It Cost To Learn How To Do Data Entry?
Data entry courses can vary in price depending on where you go and what type of course you take. We recommend checking out online reviews and making sure the company has been around for at least five years before signing up for a course with them.
Why Should I Learn How To Do Data Entry?
Data entry positions are available in all different fields, from retail stores to hospitals to offices. These positions are often available as part of an office job or on sites like Upwork (formerly oDesk) and Freelancer.com. In addition to these more traditional opportunities, there are also many home-based positions available where you can work from home with your computer and internet connection.
The pay rates for these jobs vary widely depending on where they are located and what type of work they involve; however, most pay between $2-$10 per hour depending on experience level and skillsets required by employers in each location where they operate their business model locally within their community area around where they live near them if possible too within their local community area around where they lived near them too
How Do I Get Started In Data Entry?
There are many ways to get started in data entry, but one of the most common routes is with an online course. You’ll learn all of the basics about how to type and what equipment you need to get started, as well as more advanced skills like operating a scanner and working with documents that have been scanned into a digital format already. After completing this course, you’ll be ready to apply for jobs at companies that need someone with your skillset!
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.