Data conversion tasks such as data entry, cleansing, reconciliation and manipulation of financial, sales and marketing records are essential to most businesses and require specialised skills, but they don’t directly impact the bottom line. If you find that these sorts of tasks are draining your resources then it may well be worth considering outsourcing your data conversion work. In this blog we’ve collated our thoughts on how to select the most appropriate online services for data entry.

To thrive, businesses must focus their resources on operational tasks that generate income. It makes good business sense therefore, that time-consuming, non-operational tasks get outsourced to professionals who specialise in those areas. Specialisation brings many benefits, including increased efficiency, reduced costs, improved accuracy and the potential to free up your employees to focus on business activities that have the most impact. To evaluate the potential for outsourcing data entry let’s start by understanding the essential skills you should look for when seeking a suitable data entry partner.

IT proficiency

Whilst being an important skill for almost any job these days, staff employed by computer data entry services need to be able to display a broad and in-depth knowledge of a variety of specialist software. There are many different programmes that can be used for different data tasks, and any data entry service needs to be competent in all of them to ensure the right tool is being used for the right job, and thereby done most efficiently.You should also expect a typing speed of over 75wpm so that you know the job is being done quickly, therefore as cost effectively as possible.


Alongside speed, accuracy is probably the most important skill to look for. Working with detail-orientated, diligent people will ensure you always receive data that is ready-to-use. A certain passion for producing error-free work helps immensely as the job can be highly repetitive and somewhat monotonous. A genuine love for accuracy is a skill that fires true professionals, when others might get easily distracted or bored.


Look for companies that have a solid track record in terms of how long they have been around, what sort of feedback they have from other clients and what types of verticals they have worked in. You want to work with a team that has experience across a wide range of industries, as sector-specific knowledge will always yield better results. For example, if you are an insurance company, you will want your data entry clerk to understand terminology that is specific to risk management and claims processing. That way if there are any errors in the original data it is much more likely to be picked up and rectified, potentially saving you hours of work figuring out what has caused discrepancies further down the line.


It is a misconception that repetitive work like data entry is suited to inexperienced, less educated staff. In fact it is quite the opposite. Whilst there are many offshore options for offline and online data entry work, a strong command of the language that the data is in is absolutely essential to ensure high quality work. In addition, data entry requires a keen eye for detail, a studious attitude and a commitment to exceed expectations – all skills that are honed throughout years of study, meaning the better the educational background of staff, the higher the calibre of service is likely to be.


Your data is highly sensitive information. You have to be able to trust that you are putting it into the hands of professionals who will respect your privacy and other rights. The last thing you want is to use a service that on the surface looks unbelievably inexpensive, only to discover that part of the reason for the low cost is their lack of attention to data security. Seek out companies who have transparent policies and procedures for protecting client’s data, and who also have an impeccable record. If you can’t find customer testimonials as evidence of a company’s trustworthiness it doesn’t help to inspire confidence.


Whilst data entry is one of those tasks that rarely directly impacts the bottom line, it is essential in order to facilitate other tasks that do. Therefore, to ensure you don’t end up without the crucial data you need for your next big project, you need to know that you can depend on the team providing your online services for data entry to meet, or exceed the deadlines you set.


There are times when projects will suddenly appear requiring prompt action. You need to know that the data entry company you are using has the facilities necessary to accommodate fast turnarounds. In addition, it is important that they offer a diverse skillset, because whilst the majority of your tasks might be suited to a particular piece of software, or require sector-specific knowledge, on occasion a project might require an entirely new approach. By ensuring the company you choose has a team that offers a diverse skillset and will allow work to be picked up quickly, you will maximise how data entry services will benefit your business.

Additional services

There are a number of supplementary services that you might find useful, other than just the entry of data online that could be supplied by a competent team of professionals. For example, customer service data entry support, verifying data via outsourced telemarketing, or even a virtual research assistant to gather data to supplement your own. If you find a provider who can offer you an array of services from the outset, you could significantly reduce the time you might spend outsourcing in the future.

We hope you found our blog about data entry services useful. If you’re short on time to manage your data and would like to consider using a data entry virtual assistant or just learn more about our other virtual pa services entry feel free to call us on 0800 994 9016 or use our contact form in the menu above.


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