Recent jobs openings now mostly require some knowledge of data entry skills. These abilities are useful and helpful for anyone who works with data or computers.
However, companies Hiring often look for or ask applicants about data entry skills during the hiring process to ensure candidates can perform some necessary duties of the job.
In this blog post, we discuss what data entry skills is, provides examples, describe how to use them in the workplace and well detail ways to highlight data entry skills at various points in the applications and hiring process.
What are data entry and its Responsibilities?
- Data entry is a clerical work which involves various processes like typing and voice recording to enter data into computers.
- Data entry jobs often require applicants to know about database management, spreadsheets and MS word programs.
- Data entry skills are used in jobs across many sectors and industries, including health care, tech, finance, marketing and transportation etc.
- Those who perform data entry as part of their job may have some of the following responsibilities:
Merging files to update outdated or incomplete data
- Compiling and sorting data
- Transcribing audio files into text
- Fact-checking articles and manuscripts
- Reviewing data for incomplete or inconsistent information
- Entering raw data into a spreadsheet, document or database
9 most important data entry skills
many data entry skills and qualifications are for anyone who works with tracking and sharing information. Check out this list of commonly sought after data entry skills:
- Typing speed skills
- Understanding of basic software
- Attention to detail
- Time management
- Research and data collection
- Database structure
1. Typing speed
Data entry requires fast typing speeds to orderly input the important data into the software or database.
Some companies may set specific typing speed requirements for this job positions with extensive data entry responsibilities, but the average typing speed is roughly 40 to 50 words per minute.
2. Understanding of typing software
Most employees who perform data entry make use of a specific software program or spreadsheet.
Knowing how these programs works and knowing how to perform basic troubleshooting are helpful.
Clear communication and interpretations of the data, both verbal and written, is important to ensure everyone who uses the information understands it.
4. Attention to detail, Accuracy and Focus
- Data entry requires attention to detail to ensure the data you include in your company’s data
- tracking spreadsheet; is accurate.
- Inputting the information correctly initially saves time in process and improves workflow for other employees who might access the information later.
- However, Maintaining focus on the data entry task reduces errors and increases speed. Data entry professionals should be able to focus on their work and limit distractions or multi-tasking to ensure they’re maximizing their efficiency and accuracy.
Employees who work with data must be highly organized. Usually, the data you enter and track for your organization can come from various sources and require some conversion or follow-up once entered. Keeping your work organized to ensure accuracy is critical.
6. Time management
Depending on the specifics of your role, some data entry professionals must record a certain amount of data during their shifts. Managing your time can help ensure you’re meeting quotas and goals.
7. Research and data collection
Some data entry roles require inputting information into a database and collecting or researching the information. Practical research and collection skills are just as crucial as typing and organizational skills for those jobs.
8. Database structure
Often, the information a data entry clerk or other professional works with goes into an extensive, multi-layered database. Understanding the structure of the database and how each element functions can help data entry professionals use these programs as effectively as possible.
- Since the data included in a company’s software or database is often used by various employees, teamwork in sourcing, inputting and reviewing the data is vital. Data entry professionals should know how to collaborate and work on a team with others
Data entry skills in the workplace
You can maximize your data entry skills in the workplace by implementing these tips:
- Maximize focus. If you’re easily distracted when performing data entry, consider using a timer to help you maintain focus and take regular breaks to rest and complete other tasks.
- Work on accuracy over speed. Improving your typing accuracy is often more helpful in the long term than increasing your typing speed. The fewer errors you make, the more time you’ll save reviewing your work and making corrections.
- Establish a system. Create an organized workflow system to maximize your data entry efficiency.
- For example, if you transfer written data into digital form, use a tray or folder system to help you organize the information you’ve already input and the work you still need to do.
- Check again. Make sure you review your work for accuracy at regular intervals and make any corrections as needed. The more often you check for, and correct mistakes, the less likely those mistakes will impact anyone else’s workflow.
- Create a schedule. Establish a regular plan to help you meet quotas within your work time. Know roughly how much information you can transcribe in a given amount of time to help you set a realistic schedule and goals.
Upgrade your resume
Showcase your skills with help from a resume expert
Data entry jobs
Data entry is prevalent in various fields, including finance, health care, manufacturing and transportation. A few common data entry-focused jobs include:
- Data entry clerk
- Administrative assistant
- Medical coder
Frequently asked questions
Is data entry a hard skill to learn?
You can easily improve your data entry skills by:
- Becoming a better typist: Practice your typing skills using a free typing resource until you can type at least 40 words per minute.
- Gaining computer skills: You’ll need to know how to use computer programs such as Microsoft
- Word and Excel, or Google Docs and Sheets.
- Earning a certificate or degree: Many community colleges and online organizations provide programs that allow you to earn a general data entry certificate or one that’s specific to a certain type of software.
How do I begin a data entry career?
To gain experience in the data entry field, consider taking these steps:
- Pursue an education. You can earn an associate degree in the field you want to work in, or take online courses that focus on data entry skills.
- Complete an internship. You can also volunteer or intern in a data entry role to help make professional contacts.
- Obtain certifications. Earning a certification can improve your job prospects and make you stand out from other applicants.
How can I highlight my data entry skills?
Highlighting your data entry skills during the hiring process can help you increase your chances of receiving an interview or job offer. Review these three steps for showcasing your data entry abilities at different stages in the hiring process:
Data entry skills for resume
- Including your data entry skills on your resume is a valuable way to showcase your skills and how specifically those skills can benefit the organization you’re applying to. Review the job description to see which specific data entry skills the role requires.
- Create bullet points under the appropriate past work experiences that describe how you used that skill with active verbs and the resulting personal or organizational achievement due to your use of that skill.
- For example, you might write a bullet that says, “Increased typing accuracy by 24%, resulting in less lead time for the sales team and a 4% increase in second-quarter profits.”
Data entry skills for cover letter
You can also highlight your data entry skills in your cover letter. This is a handy tactic if you’re applying to a data entry-specific position, like a data entry clerk or transcriptionist role.
Use an essential data entry skill in your cover letter—ideally, one listed in the job description—to tell a story. Explain how your expertise with that skill led to a specific, desirable outcome for your previous employer or customer. Use quantification whenever possible to demonstrate value.