The Essential Guide to Data Entry Tools

It’s no secret that data accuracy results from having proper data entry tools and a team of professional data entry specialists.

We’re already familiar with the advantages of outsourcing a data entry team since various resources across the web talk about them at length. Scalable talent, greater productivity in the workplace, and cost reduction are only some of the exalted benefits of outsourcing data entry. 

But as everyone knows, human talent is only half of the equation when it comes to improving data accuracy and preventing different types of data entry errors.

The other half is having the right data entry tools to support professionals. But what are these tools, and how do they improve data entry work?

In this article, we’re going to talk about these technologies and why they’re important for achieving your big data goals.

Image credits to Canva

Data Entry Tools to Ensure Productivity and Accuracy

It’s been years since a data entry specialist used a keypunch machine. Nowadays, you will hardly see bulky hardware for this specific task. Instead, what you will notice are desktop computers and laptops capable of what these early machines could do. 

Thanks to technological advancements, data entry tools are generally synonymous with software applications dedicated to this in-demand type of virtual assistant work

The wide variety of data entry tools paired with professional data entry services ensure that your company retains productivity and accuracy. This is why much of the tools we used for data entry have become essential nowadays.

While this list doesn’t cover all the data entry tools out there, the following are the most popular and capable of getting the job done.

Digital spreadsheets

These are the classic tools for any data-heavy type of work. Whether it’s bookkeeping, accounting, or lead generation you need to do, spreadsheet applications are foundational to keeping track of data.

Many data entry specialists — bookkeepers included — still rely on Microsoft Excel and Microsoft Office’s suite of tools to manage large amounts of information. It’s an advantage to know how to use them efficiently.

According to one of our data entry specialists, online Microsoft Excel is a common preference among business owners. Our accountants recommend the same thing, saying Excel is still one of the primary accounting technologies they use.

Customer-relationship management platforms

Customer-relationship management software (CRM) is a type of technology that allows businesses to understand their customers’ wants and needs through various data points.

TechTarget describes CRM platforms as technology that “consolidates customer information and documents it into a single CRM database so business users can more easily access and manage it.” 

A widely used example of a CRM platform is Salesforce. It’s an integrated system where virtually all business departments can come together and shape the customer experience. Data entry comes in when specialists gather, consolidate, and clean pertinent customer information within the CRM.

Open character recognition technology

Digitizing printed documents used to be done manually, and it still is in some cases today. However, businesses now have the option to avoid this time-consuming task and instead make use of open character recognition (OCR).

OCR is a technology that recognizes text characters by scanning images or documents and then imports them into the computer. Once on the computer, the digitized text can be edited according to a user’s needs.

Using OCR technology with other tools makes the job of data entry specialists easier and less prone to error. With this special technology, specialists can spend less time on manual data entry and more time cleaning up data as needed.

Proprietary software

Some businesses prefer to use their own software to record data.

There are several reasons for this. For one, current technology may not have the features a business requires for their big data goals. Sometimes, it all boils down to the unique needs of a company. Another reason could be they want to encrypt their data differently due to the nature of the information they keep.

An issue that may arise from this is new data entry recruits could have a hard time learning new technology. Training may take some time, especially if they haven’t encountered this type of arrangement.

To solve this issue, businesses may consider outsourcing professional data entry services to an experienced company. While there are many benefits of outsourcing data entry, it’s important to keep in mind experience is key to addressing this particular problem.

With data entry specialists who have previously worked with many clients, business owners could ask whether they’ve used their clients’ proprietary platforms.

If they have, working with them would result in minimal errors and greater productivity.

Image credits to Canva

Why Use Data Entry Tools?

Earlier, we emphasized the importance of having a balanced mix of tech and human resources to build a repository of data.

Having one without the other is like attempting to build a house with no carpenters or no tools. Without one, your data goals will be much more challenging to achieve. Here are several reasons why tools for data entry work are necessary:

  • To save time. It’s no surprise technology often makes accomplishing tasks faster. By automating certain processes and making it easier to locate information, these tools for data entry become essential to the job. 
  • To increase data accuracy. Having tons of data to work with is beneficial to any business. But if the data you’re working with is inaccurate, it will do more harm than good. Coupling technology with effective data entry methods like double data entry significantly lessens errors. Specialists can employ different approaches to make sure the data they’re inputting into the system is correct.
  • To improve productivity. With the right tools for data entry, your specialists will have an easier time recording, maintaining, and cleaning important data. This helps them stay alert during data entry tasks and even get more work done in the process.
  • To enforce data security. Through encryption and other measures, data is protected by the system or software into which it’s entered. This is a huge reason for companies to use data entry technologies, and a big consideration for using proprietary software as well.

So, why use data entry tools? The answer is simple — having tools specifically used for data entry makes work so much more effortless and accurate, all while giving data the extra security it requires and boosting the productivity of a business. It’s simply better to have them.

In Summary

The top tools used for data entry are digital spreadsheets, customer-relationship management platforms, open character recognition technology, and software owned by the business. It’s necessary for data entry specialists to use these tools in order to save time, increase data accuracy, improve productivity, and enforce data security.

If you want to partner with a data entry team with years of experience on the job and in handling new technology, don’t hesitate to reach out to us today.

Send us an email at sales@narrasoft.com or message using our contact form or chat box.