Essential Qualities of a Data Entry Professional

It is an option in managing the increasing volume of data in an organization. The decision to outsource this service means hiring qualified data entry professionals. An excellent data entry professional has the aptitude to do the job. The role requires specific attributes to be productive. Reliable data encoders have the right combination of skills and attitude. When choosing the right candidate, there are four essential qualifications. The level of importance for these qualities depends on your business needs.

A data entry operator must be well-versed with the necessary software applications. It includes word processors, spreadsheets, database, and other data recording software. Familiarity with file manipulations is essential. For example, some clients need file format conversions to PDF. There are also times that data operators need to learn unfamiliar software. The ability to adapt to new applications is an added advantage. For in-house proprietary software, it is best to provide on-boarding training. Accounting and payroll systems are common, but the process varies per organization. For specialized data entry, you can specify graduates of a specific field. Candidates with strong educational background are analytical.  With proper training, they can support more critical data entry tasks. To select your best candidate, you can request the candidates’ profile for perusal. If you can’t find a candidate with the specialized skill you need, then go with the experienced ones. With various project exposure, the experienced data entry professionals can learn fast. They already see data entry patterns which a neophyte will have difficulty.

Data entry processing involves both written and verbal communication. Accuracy verification requires discussion with co-operators or with other departments. When the client is offshore, they also need to speak the language of the client. It is safe to assume that the language is English. However, some clients prefer operators who are familiar with their local language. Excellent communication also means observance of confidentiality. A data encoder knows when and with whom to talk about crucial information. Clients would usually need a Non-Disclosure Agreement (NDA). Trust and secrecy are critical values in this type of work.  Adhering to the Standard Operating Procedures (SOPs) is imperative.

To process volume of data, data entry professionals are fast typists. They are familiar with most of the data entry devices like keyboard, mouse, and scanners. They memorized shortcut keys for speedier data entries. Speed test is a typical exam for data operators. The required speed depends on the nature of the business. A 30 – 40 words per minutes (wpm) is acceptable to some. Others have 50 – 60 wpm requirements. Data entry accuracy is as important as the typing speed. An 80-wpm is useless when the output is full of errors. It is the job of the data operator to rectify entry mistakes. One single mistake could sometimes lead to a significant business blunder. Attention to details is a priority attribute, especially for critical information. The accuracy requirements depend on the nature of the business. Mistakes in medical record entry would cause death. Hiring technical data processing experts is necessary for some business domain. Otherwise, you need to invest in professional training.

Data entry jobs are at the lower rank of an organization. The position may appear dull, but this is not for anyone. A very repetitive work requires patience and dedication. It also entails attention to details and thoroughness. Hence, focus and concentration are crucial attributes. Data entry professional needs to have a long attention span.  They have a laser focus and can control distractions. Patience is a virtue in this kind of work. There are also times that they need to rework a wrong set of data. This situation could be frustrating. An experienced data encoder understands that this is part of their job.

Data entry is a now a popular outsourcing service. It provides businesses an inexpensive way of managing the bulk of data. The data clerks play a vital role in making sure that encoded data are accurate. Hence, recruiting candidates with the right qualifications for the job is important. Computer literacy and communication are essential skills. Moreover, the attitude of a data entry professional is of equal importance. The role requires patience, dedication, concentration, and speed. Inaccurate processed data leads to customer dissatisfaction. Thus, it is imperative to hire the right candidates. The role of data entry professionals is at the low end of a career scale. However, it doesn’t mean their work is not vital. The data they are working on is the meat of an organization. Any mistake could lead to a wrong decision. A business could lose millions of money with one single mistake.