In businesses of all sizes, data entry and word processing services are important elements in maintaining and updating company and product information, as well as important documents such as training manuals. There are many ways of incorporating data entry tasks into your business, including doing it yourself, hiring in-house employees, or outsourcing employees or data entry companies that produce and deliver the work for you outside of the office.

Data entry involves translating or transcribing information to or from a computer program. Projects that involve data entry services include published documents, information compiled from computer spreadsheets, contact information databases or computer programming code. Data entry specialists should also type quickly, yet accurately to avoid embarrassing typos. Fields that require data and word processing services range from clerical to medical to computer information systems. Data entry jobs from home have become a growing trend in recent years, which allows flexibility for data entry specialists and saves companies the cost of hiring full-time employees.

1. Get a grasp of data entry basics, and how determine how it can best be used in your business.

2. Buy the latest data entry software and equipment that allows easy information input.

3. Employ in-house or outside services depending on the work load.

Action Steps
The best contacts and resources to help you get it done

Research data entry basics to determine your need for data and word processing services

Professional documents, applications and information databases are all necessary aspects of the data entry functionality most businesses require. Decide whether to find specialists of data entry only, or professionals who specialize in computer, data and word processing services.

I recommend: The Bureau of Labor Statistics, U.S. Department of Labor, provides background information and trends concerning different data entry jobs and related occupations. Consult with firms such as the Marketing Support Network on database design and development, as well as organizing and arranging data entry and word processing services.

Equip your office with the right tools and software to perform data entry

Ergonomically designed keyboards and computers, and data automation software are key components of data entry performance.

I recommend: Electrone Americas distributes certified, programmable data entry keyboards. Data entry keyboards from Preh Electronic Industries have features such as colored keys and smart card readers. Computer touch screens are also available. The data entry company serves pharmacies, banks and the hospitality industry. System ID Warehouse supplies data entry automation software for commercial and industrial applications.

Plan to do the work on your own or hire a data entry service

Depending on workload and business size, choose to do the work yourself. Or, if there's a huge workload, hire full- or part-time help. Pick data and word processing services that are in-house or outsource.

I recommend: Scicom Data Services offers data entry document services to the health care, financial and other industries. Axion Data Services provides to companies clients that perform a variety of data and word processing services.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Data entry specialists are required to work in front of a computer screen every day for long periods of time, so it's important to have comfortable ergonomic conditions within the workplace. Avoid eye strain and carpal tunnel syndrome by taking breaks at least once every hour.

Data entry is an indispensable part of every business, and though we tend to minimize its status in the hierarchy of business functions, its actual importance to the daily running of a smooth business operation can't be overstated.

Fortunately, the wide range of available data entry solutions provides enough flexibility for each company to effectively address its own unique data processing needs. At the same time, to make the best use of this wide array of options, each business owner must understand the various data entry choices available and choose the one that's most appropriate based on the company's specific needs. Since no two companies are exactly alike, what works for one may prove unsuccessful, or even disastrous, for another.

Some available data entry solutions follow:

1. In-house data entry done manually by company employees, either as their exclusive job or in the process of completing other, related tasks

2. On-site data entry completed by data entry specialists hired through temporary or other outside employment agencies

3. Automated data entry completed in-house using data-entry software purchased from outside vendors

4. Data entry services outsourced to remote data entry companies (completed either on- or off-site)

Action Steps
The best contacts and resources to help you get it done

Understand your company's specific data entry needs

Do you need simple data entry or complete database management and maintenance? Does the nature of your business require coordinated invoicing capabilities? Could your company benefit from combined data entry and word processing services? All these questions must be addressed before you can determine which data entry solutions are potentially most appropriate for your company.

I recommend: Datacap webinars can help you better understand your company's specific needs and the various types of data entry document services available to address them. Offerings include a demo of their Taskmaster 7 data entry invoicing software, as well as webinars on other related topics, such as Outsourcing Data Entry and Work Flow Automation.

Decide which of the available data entry solutions is most realistic for your business

Perhaps your data is especially sensitive, requiring a higher than average level of security. Or, you may need exceptional versatility in automated data entry software, such as a program that can recognize a wide variety of different data input modes. You may even require speech recognition software. Whatever your particular need, there are data entry companies, word processing services and software vendors specializing in applications and processes designed to meet it.

I recommend: Captiva FormWare extracts data from all types of forms. Should you prefer outsourcing, Lason offers secure, automated data entry services. Dragon Naturally Speaking is a speech recognition program which allows you to dictate and edit in virtually all Windows-based applications, essentially helping you provide your own word-processing services, among other things.

Match your company's needs to the best data entry or data and word processing services or vendors

Use price comparison services to compare product or service packages and pricing from various data entry companies and software vendors, whenever possible, to quickly and easily determine which one provides the features and value that best meet your needs and budget.

I recommend: VendorSeek.com offers comparative price quotes from various providers of data entry services to help you choose the best value for your business. All you need to do is fill out a simple, secure online form. Other automated data entry solutions are available from Datacap and Cambridge Computer.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Whether you've chosen data entry software, a data entry service, or combined data and word processing services, be sure to set a date for reviewing and evaluating how well your chosen solution is meeting your needs.
• •  If you aren't enjoying the efficiency you'd hoped, discuss your concerns with the provider or manufacturer to see what can be done to improve the effectiveness of the product or service for your business.

Data entry workers can be found in different fields ranging from office administration to medical to computer programming. The need for data entry increases as companies continue to gather and process information every day. Being a data entry specialist requires having a basic knowledge of data and word processing services, since some data entry jobs involve multiple tasks. Data entry consists of entering words and numbers for a content management system such as a customer list or membership directory. Learning how to generate documents, such as business letters or reports, is also a plus when combined with data entry services.

Data entry specialists need, at the minimum, a high school diploma in order to land the job. Training for data entry involves taking courses in keyboarding, data and word processing and database management in high school or college. Computer training centers or online courses in data entry are also available. Learn about data entry applications in one of these ways:

1. Take advantage of data entry software tutorials.

2. Locate schools that teach data entry and computer applications if you're interested in entering the profession.

3. Find online degree or certification courses that allow you to train from home at your own pace.

Action Steps
The best contacts and resources to help you get it done

Use database software tutorials to get training for data entry

Tutorials offer step-by-step information on how to enter records into a table or a database.

I recommend: Microsoft provides self-paced, online training courses for its database management programs such as Excel and Access. Other training resources, such as instructor-led programs, are also available. IBM is another site that offers demos and online tutorials for its data management products.

Seek training courses to learn additional office skills, such as data entry

Learning data entry, desktop and other computer applications can make you more marketable.

I recommend: Computer Training Schools provides a directory of degree and certificate programs that teach computer skills and data entry. Locate listings according to your state of residence. Education Portal also offers a resource of data entry schools and training information for aspiring data entry specialists.

Consider online degree or certification programs in data entry

Find accredited colleges or vocational schools that allow the flexibility of completing your course work in data entry solutions from home with a reliable Internet connection.

I recommend: DeVry University offers online courses in computer information systems and database management. The school also awards associate's, bachelor's and master's degree programs to those looking to advance beyond data entry, such as careers in computer software engineering or network systems analysts. University of Phoenix is another school that offers online training to work with data entry companies and other computer-related careers.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Additional training for data entry is usually performed on the job, which allows opportunities for advancement within an organization. The popularity of contracted, work-from-home data entry expects to continue as most businesses rely on advanced technology such as bar code scanners, voice recognition technology and other automated processes for their ordering and invoicing needs.

Data entry is a huge field these days. Professional data entry workers can work in all kinds of businesses, from medical facilities and law firms where accurate records are based on data entry, to scientific research facilities or any kind of retail or sales based business. All of these and more employ data entry workers to help migrate data and protect company records, as well as for the creation of new projects where data is a critical resource. Find out about key terms to understand more about what data entry workers do every day.

Action Steps
The best contacts and resources to help you get it done

Outsourcing data entry

One of the big decisions for any data entry project is whether to use 'in house' data entry specialists (those employed within a business, and generally on site) or to outsource the project (to let others beyond the business do the work in exchange for a contracted fee schedule).

I recommend: Check out some of the things a business can expect for outsourcing data entry to a third-party service at this page from PR Log.

Words per minute and keystrokes per hour

These two standards are common. Employers and others use them to measure the expected output of data entry workers. This is instrumental in managing a project of any size.

I recommend: Find out more about how to convert words per minute to keystrokes per hour at Data Entry Home Business.com.

Spreadsheets

The use of spreadsheet software for data entry is very popular in many types of business. Microsoft Excel represents one of the most popular spreadsheets. This kind of software allows for the data entry to be manipulated later with easy 'cell functions' and advanced features that word processors do not provide.

I recommend: Read up on tips and more on using spreadsheets for data entry at this info page from Wilson Mar.

Transcription

The general definition of transcription is just the process of taking verbal words and putting them into written (or typed) form. Data entry workers do this for doctors and lawyers as well as other professionals.

I recommend: Get a full dictionary definition of transcription along with lots more details from Executive Data Group.

Database

A database is just a collection of computerized data entered into various searchable fields. Almost all industries make use of some database software to keep records on clients, customers, products, financials and much more. Data entry workers are often involved in entering some of the raw data into the database through other database software solutions.

I recommend: Read about data entry for databases and more at StreetDirectory.

Ergonomics

Ergonomic gear is a must for data entry workers to keep staff from physical burnout conditions.

I recommend: Find out about ergonomic office gear at this University of Washington ergonomics page.