Businesses in all industries thrive on information and data. More than unlocking market opportunities through data-driven decisions, data can help build trust. For example, top accounting firms and property management companies employ robust security systems to protect financial and personal information from fraud and breaches. As your business amasses data, organizing and updating databases can be tedious. The good news? You can hire a data entry assistant.
If you’re wondering, “What does a data entry assistant do?” A data entry clerk performs administrative tasks — specifically data entry, organization, and research — supporting their client’s data entry needs and business decision efforts. Because of the inherent risk associated with the data entry clerk job, they handle confidential information care, so sensitive data doesn’t fall into the wrong hands.
This article tackles common data entry assistant responsibilities and skills, as well as the advantages of hiring a professional for a data entry role.
4 Perks of Hiring A Data Entry Assistant
You might be thinking, “Data entry is an easy job. My employees can do that.” While employees have experience in some form of data entry work, a data entry assistant is trained to handle the rigors of their profession. Here are the four benefits of hiring a data entry clerk for your business:
1. You Can Save On Overhead Costs
Hiring a new in-house employee is an investment, albeit a costly one. However, nowadays, companies can tap into a global talent pool and increase their options for potential hires. For example, you can outsource data entry to the Philippines or work with Philippine data entry companies to reap the benefits of working with offshore Filipino data entry professionals, such as better cultural alignment, high English proficiency, and strong work ethic.
Because Filipino data entry clerks work in-office or at home, investing in office spaces, office equipment, and training is out of the picture. This allows you to dedicate more of your expenses to pivotal business investments.
2. Your Staff Can Work On Important Tasks
Data entry is a time-consuming task that requires precision, focus, organization, and attention to detail. Because of that, delegating data entry tasks to your in-house employees is not a good idea. Most likely, your staff is already overwhelmed with workload. If they take on more job responsibilities, they risk burnout, increasing their stress levels, heightening job dissatisfaction, and lowering their productivity.
When you hire a data entry specialist, they can take care of your business’s data entry needs without overwhelming your in-house staff members. As a result, you and your employees can dedicate their working hours to more pressing or strategic tasks, improving overall efficiency.
3. Your Database Will Be Organized and Updated
To the untrained eye, organizing datasets is nothing but a tricky and challenging feat. However — to a seasoned data entry virtual assistant with superb organization skills — data organization is second nature as they can arrange and categorize information according to certain specifications.
Plus, you no longer have to grapple with outdated information since data entry professionals keep your databases up-to-date for any changes in data. When your databases are organized and updated, you can make data-driven decisions that guide your company’s success.
4. You Have More Flexibility
A data entry job doesn’t have to be full-time. Sometimes, you only need the help of a data entry assistant for a period of time due to increased dataset volume, and that’s okay. The beauty of this is that you can hire more or downsize your data entry team according to demand and business needs without hiring or letting go of in-house staff and compromising operational efficiency.
7 Most Common Data Entry Job Duties and Responsibilities
Data entry job responsibilities go beyond the literal data entry tasks. Data entry professionals organize, compile, research, and analyze data, making them a great asset to any business. Below, we will tackle the most common data entry assistant responsibilities.
1. Data Input, Update, and Compilation
From personal information to numerical data, a data entry clerk compiles information in a data management program or customer relationship management (CRM) tool for easy organization, access, and retrieval. A data entry assistant also inputs data from physical documents into a digital database. They can update customer information and remove old data to keep databases timely.
2. Data Organization
Because businesses store large volumes of data, a data entry specialist can group information into categories, such as by location and date, making it easier to find the required data for any business need. This helps minimize errors and saves time on tedious data searches. These professionals also create folder hierarchies and provide descriptive filenames for spreadsheets and data files, improving efficiency.
3. Data Conflict Identification
A data entry assistant cross-checks an organization’s databases to uncover data conflicts, ensuring accurate data retrieval for research, reporting, and analysis purposes. They rectify errors, such as duplicate entries, typos, and incorrect names, so businesses can meet the highest data standards and avoid operational inefficiencies. Data entry professionals work with in-house employees to check data to maintain consistency.
4. Data Research and Analysis
Data entry specialists gather data from various sources, including websites and existing studies. Through extensive cross-checking, they can validate and verify the credibility and timeliness of the information to ensure data accuracy and relevance. Depending on the client and industry, a data entry assistant may be tasked to analyze data, consolidating all information into graphs, charts, or reports to provide data-driven insights on trends and patterns.
5. Data Transcription
A data entry virtual assistant transcribes audio from interviews, meetings, lectures, customer phone calls, and the like into text manually or using an AI transcription tool. This allows businesses to use transcribed information for future reference.
For example, customer service teams can use call transcripts to improve employee training and provide insights into employee performance. Data entry professionals working on transcription boast excellent listening, typing, and proofreading skills, so all inputted text accurately matches the audio material.
6. Data Security
Data entry professionals back up databases and files in case of data loss, accidental deletion, unauthorized access, or cyberattacks. This way, clients can restore and access backed-up data after an attack, preventing additional expenses and tedious re-input of more than a month’s worth of data.
Data entry clerks help maintain the reputation of businesses by complying with their client’s security measures as well as the General Data Protection Regulation (GDPR) and other data privacy and security regulations to avoid penalties and breaches of customer trust.
7. Document Formatting
Whether it’s a company memo or report, a data administrative assistant uses the appropriate word processing program to draft documents and format them according to their client’s requirements.
8 Skills to Look for In A Data Entry Assistant
Possessing the right skills is key to success for any data entry job. That’s why, as a client, you must screen your candidates carefully and keep an eye out for the skill sets below, so your new hire is as versatile as they are competent.
1. Computer Literacy
Data entry professionals must be familiar with the tools of the trade, including Microsoft Excel, MS Office Word, Google Docs, Hubspot, and other data management and data entry software. This reduces the time spent learning the ropes of a particular software, which can contribute to errors and inefficiencies.
Before hiring a data entry clerk, it’s recommended to specify which CRM or database tools your company uses, so that candidates who are familiar with your preferred tools can apply for the data entry role.
2. Typing Skills
Strong typing skills are about speed and accuracy. In the workplace, turnaround times are fast. Hence, a data clerk must be able to organize and input large data volumes accurately — all within your prescribed timeline.
Data entry professionals with high words per minute (WPM) set themselves apart from other candidates with lower WPM. However, it’s important to remember that what’s considered “good” WPM may vary between tasks and niches. If your business operates in the finance industry, 60 WPM is already good enough.
3. Organization Skills
Apart from computer literacy and typing skills, organization skills are also the backbone of a data entry job. Because datasets tend to be disorganized, a data entry administrative assistant must be able to compile and organize information into something more presentable for the client. They should be able to create folder hierarchies that make company files easily accessible for every employee.
4. Research Skills
Again, research assignments vary by industry. Regardless, a data entry virtual assistant must know where to look for data. Critical thinking skills also come into play here, as a data administrative assistant should be able to assess the quality of the data before including it in a report.
5. Attention to Detail
Everyone makes mistakes and overlooks details from time to time. However, an individual who lands a data entry position has the keen observation skills to go through information with a fine-toothed comb meticulously, spotting overlooked errors and correcting them as needed to ensure data integrity.
6. Persistence and Focus
A data entry job requires a lot of focus. Though repetitive, data entry professionals must be able to focus on the task for extended periods to maintain data accuracy and consistency. The ability to persist amid increased workload and tight deadlines is a plus, too. When persistence is combined with strong organizational skills, you can rely on your data entry specialist to manage their workload and complete their tasks on time.
7. Teamwork and Communication Skills
No data entry specialist is an island. When a person works in a data entry position, they collaborate and communicate with their colleagues — either verbally or in writing — to verify data, report data issues, and work out inconsistencies. Without good communication skills — or even interpersonal skills — data entry professionals may struggle to resolve problems that command urgent attention.
8. Integrity
In a job where customers trust your business to handle and store data, integrity goes a long way. Data entry professionals sign non-disclosure agreements (NDAs), so they’re responsible for upholding confidentiality when processing sensitive information.
Furthermore, they must not fabricate data or use customer information to perform personal transactions. Because data entry clerks work remotely, they must periodically check for viruses, avoid clicking on suspicious links, and follow their client’s encryption protocols.
2 Tips On Writing A Data Entry Assistant Job Description
If you don’t know how to write a data entry assistant job description, here are two tips to help you craft a solid job post for the role:
1. Include Employment Type and Working Hours
In your data entry assistant job description, include whether the data entry position is freelance, part-time, full-time, contractual, or project-based. This helps narrow down your pool of candidates. For example, if the role is for a full-time position, you’ll most likely receive applications from candidates who can do full-time work.
Being transparent about working hours and including your local time zone also helps attract candidates who can work on your preferred schedule for better time zone alignment.
2. Be Specific About the Data Entry Job Responsibilities
Just by reading your data entry assistant job description, candidates should have a clear idea of their expected tasks and responsibilities. What kind of data will your new hire work on? Will the candidate transcribe audio files?
Go into the specifics, but not to the point of making the job responsibilities too long. These day-to-day responsibilities enable candidates to assess their skills and qualifications, helping them make an informed decision of whether or not to proceed with the application.
Work With A Filipino Data Entry Assistant
Data entry assistants are vital members of the workforce. Without these professionals, no administrative or data entry tasks will be completed on time. Furthermore, in-house employees will be left with additional tasks in their ever-increasing workload, triggering stress and reducing productivity. Fortunately, with the popularity of outsourcing, you can outsource data entry and administrative tasks to the best BPOs in the Philippines.
At KDCI Outsourcing, we offer cutting-edge data processing services for overwhelmed clients, providing them with tailored solutions that slash overhead expenses while promising significant improvements in efficiency. With our expert hiring team, we can vet potential candidates based on your requirements, and assist you with building a full data processing team that’s not only proficient with your software, but also has the mindset and attitude to collaborate with your team.
Contact us now, and let’s work together to supercharge your data entry game!
