If you have a big data entry project, data entry mistakes can ruin your data and possibly the project.

In most cases data entry errors are not blatant. It’s usually that the employees haven’t been properly trained.

To help avoid data entry mistakes on your next project, follow the five tips below. You’ll have a lot more success if you follow these tips.

1. Establish a Set of Rules

When it comes to data entry, it’s important to establish a set of rules on how to enter the information. For instance: What do you do if a document you’re entering has incomplete information on it?

Answer: You need a set of rules to address these types of issues. Example: Input 0 if there is no data for that field.

Once you have created a set of rules, you’ll need to train the people who will be doing the data entry. Give them a sample of the data and let them practice. Answer any questions that they may have and check their work for accuracy.

2. Rotate The People

Data entry can become very monotonous and tedious. As the organizer, it’s your job to make sure everyone is fresh. Keeping people on a single data set for hours on end can cause more errors.

Be sure to rotate people and give them short breaks. The breaks will help to reenergize them to complete the task at hand.

3. Staff Appropriately

If you have a deadline on when the project needs to be done, be sure that you have enough people for the job. You can determine how many people you will need when you’re training people how to enter the data.

Calculate on average how long it takes people to enter a certain amount of data. Based on those figures, you will be able to calculate how many people you need to complete the job.

4. Randomly Check For Accuracy

When it comes to data entry, you don’t need to check every line. Randomly check lines for accuracy. If you’re noticing a lot of errors, the data may be compromised.

If this is the case, you will need to pull the data and re-enter it. If you are noticing lots of problems, it probably stems from the training. You will need to reevaluate the training process and inform employees of the errors.

5. Stay Organized

The key is to stay organized throughout the entire process. Make sure that the documents are neatly organized for data entry.

Also be sure to have a set of the rules typed and readily available so that employees will have a reference when entering data.

Summary

Following these tips will help to keep your data entry project rolling along. If you’re looking for ways to speed up the process, considering a data capture system from document management software vendors.

This can help to automate portions of the data entry process. In some cases, you may be able to cut weeks off of a large data entry project.

It all depends on your preferences. If the project isn’t too big, consider sticking with old fashioned data entry.