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Accelerate Data Entry: Useful Tips and Tricks

Accelerate Data Entry: Useful Tips and Tricks

Data entry is perhaps one of the most important factors in different business verticals for increasing productivity and mitigating repetitive business tasks. According to Software Advice, the vast majority of small and midsize businesses regularly face issues related to manual processing. It has been calculated that almost 40% of growing companies are seeking a solution to data entry problem. 

There is always a necessity of entering information in forms, documents, records and database, no matter what type of business you are running. Organizations that require data input services include not only accounting and finance sector, but also retail and wholesale, manufacturing, medical, healthcare, and telecom industries. Thus, in recent times people start seeking for cutting-edge solutions that will help them forcefully accelerate manual processing and achieve the desired results in shortest terms. In today's article, we'll emphasize main disadvantages of hand-operated data input and determine how data entry issues can be easily solved.

 

Briefly About Manual Input

Manual entry consists of transferring data from physical to digital state and requires constant attention, discipline, and concentration from a typist. You should remember that data input is not only about entering information. Quality and excellent structure need to be there for proper data entry management. Hand-operated work is not only tricky but also time-consuming and energy-intensive procedure. There are a lot of critical parameters that should be implemented for efficient data entry process, and you can use several techniques for its acceleration.

 

Main Data Entry Drawbacks

Procurement officers who have been dealing with hand-operated data entry for a long time, among its main drawbacks, distinguish the following ones:

 

1. Accuracy

Data entry accuracy is probably one of the most important aspects of a company’s success. No matter the level of experience or education you have, manual data input always runs the risk of errors occurring. Procurement process relies on important information for a variety of reasons, from maintaining safety and compliance to inventories and making predictions for the company’s future. A few mistypes, incorrect interpretations of data re-entry or simple inattention to detail often lead to inaccurate records and misinformation. Even seemingly insignificant error can cause irreversible processes and significantly harm your business. An example given below will help you better understand the nature of the discussed problem.

 

Example:

When a typist misspells or mistypes information into one of purchase order fields, he or she might not notice the error immediately. The information is then transferred into the software system and affects all the other connected data. Imagine if you input the wrong price that is billed to a client for services reserved, like $100 instead of $1000, her employer loses money – he has wasted time on a project that isn’t correctly billed to a client. Even though adding or subtracting a number seems to be a small error, it can cost a business incredible amount of money. False delivery location or supplier data can also result in unfavorable consequences, such as unforeseen expenses and lost customer confidence. Purchasing specialists must consider human error when determining potential issues, as it is always a risk factor in data management.

 

2. Cost

Cost is another primary drawback of manual data entry. Hand-operated input is a laborious process. The cost of hiring data entry clerks usually exceeds the cost of purchasing basic software to automatically enter data into a computer, especially if large amounts of information are entered. Furthermore, the cost of correcting any data errors can be an aggravation for any business as it can be time-consuming, or even next to impossible, to go through every source or file within a software program in an attempt to find the single small error that affected the entire database. A company might then have to enlist the help of employees into combing through every file in order to find a single incorrect number, which is time spent away from clients, projects, and business management.

 

3. Low Speed

No matter how fast you can type or process information, it takes a lot of time when you enter data manually. Sometimes, capturing data in the field lasts no more than a few minutes. However, when you are dealing with large-scale or time-sensitive projects, hand-operated data input becomes a stumbling block, taking away both your time and energy. Not being fast enough often leads to a big delay in data availability that in turn negatively affects the overall efficiency of the procurement process, especially purchase transactions.  

 

Here are the best tips to avoid data input failures:

  • Having someone else proofread or double-check your info entry work;
  • Give a calm workplace to the individuals who do data input;
  • Give breaks to your staff to chill off them or to get refresh;
  •  Allow appropriate due dates, give employees enough time to complete their work and even cross check it;
  • Consider using software such as PDF to Excel Converter to reduce the load of your resources;
  • Maximize the digitization to access information from anywhere by authenticated user;
  • Apply data cleansing and data mining to diminish the data error and bad data existence;
  • Implement a general hierarchy for classification of information collected from distinct resources

 

SaaS for Data Entry Acceleration

We live in the modern era when the volume and diversity of data that companies collect exceed all possible limits. For such reporting tools as Excel, sometimes, it is simply too much information to handle. That’s why recently more and more companies are looking for e-procurement solutions that will help transition away from Excel.

SaaS solutions capably minimize the happening of the above-described problems by creating efficient data entry through an intuitive user interface and inbuilt user prompts. Captured info can then be synced and stored securely in the cloud. This ensures the capture of accurate data and reduces the risk of errors occurring through re-entry. By automating data input, you facilitate procurement process, thus making your business team more engaged, productive and satisfied with their working process. SaaS replaces manual processes by automating information entry and repetitive tasks, as well as by bringing account-related team communication into a single, shared interface. Whatever types of information your company manages, data entry acceleration is always a good decision. Prevent data errors with the move from paper to electronic content management.

 

Conclusion

In recent times, where technology is at an all-time high, there is less and less need for manual data entry - everything is done through computers. Advanced technology decreases and solves the problems of hand-operated data input. 

Software-as-a-service solution is the best present-day tool for data entry acceleration. Software utilization is the perfect choice for those who deal with a large amount of information. Most SaaS expedite data entry by understanding your process and then providing you with a simple one-click solution. Therefore, we strongly recommend enhancing your data input process by acquiring some kind of automation technology. 

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